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Practice Management Office Management

A. Office personnel, systematization and daily routine.

the people who work for a particular company or

organization Example: supervisory, clerical, secretarial, bookkeeping, accounting, payroll, laboratory, technician

Provider Personel

Dentist Personnel. Provide shall retain, as a provider expense and not as a clinic expense, that number of dentist during the term which are necessary and appropriate, in Providers sole discretion, to provide dental Care to reasonably meet the demand therefore.

Provider shall be responsible for paying the compensation and benefits, as applicable, for such personnel and for withholding all sums for income tax, unemployment insurance, social security, or any other withholding required by applicable law. Provider shall provide to Service Company evidence of such licensing certification, and other credentials of such personnel retained by Provider as Service Company may request from time to time.

Provider and Patient scheduling

provider shall, with the reasonable assistance of service company (I develop a set of provider and patient scheduling guidelines and a corresponding scheduling system: and (ii) support Service company in the implementation if such guidelines and effective operation of such system.

Paid Hours Reporting

provider shall support the development and effective operation by Service Company of a system to monitor and report hours of dental services provided.

Non-Dentist Care Personnel Notwithstanding any other provision of this Agreement to the contrary, a non-dentist personnel who provide Dental Care, including without limitation dental hygienists, dental assistant and other clinical staff(whether licensed or unlicensed), and other licensed or certificate personnel, shall be such under control, supervision and direction of Provider and the dentist retained by Provider in the performance of or in connection with Dental Care for Patients as is required under applicable state law and regulations

Maintenance and Other Operating Expenses

Forms of Payment

Discount The act of reducing the selling price of merchandise or a refund of some fraction of the amount paid wherein an amount or percentage is deducted from the actual price.

Professional discount A reduction of fees for another professional person

Managing Accounts Payable


The operating expenses associated with running the dental practice. -Identified as hourly, weekly, monthly, and annually -Usually 70% of the gross income or higher.

Includes the following: a. rent or mortgage payment b. payroll and independent contractor expenses. c. legal and accounting consultants d. supplies e. dental laboratory bills

f. utility bills g. continuing education fee h. equipment / warranty fees

Classification of Overhead Expenses:

Fixed expenses
Generally those costs that continue whether or

not care is being delivered or regardless of increasing or decreasing activity. Expenses that remain fairly constant from month to month. Comprised by the generally larger bills.

Typical items of fixed overhead:

Rent/mortgage Utilities (electricity, gas, telephone, etc.)

Base salaries/ payroll

Insurance Depreciation

Taxes (SSS, property, etc.)

Dues (lease payments for equipments)

Variable expenses (production overhead

-Expenses which vary from month to month or are

received only on occasion -generated by the level of activity within the office and not generated unless case is being perform.

Example: dental supplies and laboratory fees,

laundry, new equipment purchase and new services.

Capital Expense
Pertains to the amount of money one has invested

through which services are to be provided from which income is delivered such as equipment or other items which are often depreciated over time.

Principle in selection of operatory equipment: Simplicity and flexibility

Complexity results in increased initial cost and ongoing maintenance. Built-in or large immobile units are costly and inflexibility in arrangement. Simple mobile units are less costly and afford greater operating flexibility both in terms of function and design option.


Personal Expense the dentists own salary which may be drawn by check once or twice a month.

II. Categories of Practice Expenses (base upon gross collection of a solo practitioner office) . Personnel expenses -Salaries and taxes which average between 1825% -Employee benefits 2-4%

Occupancy expenses

-lease/rent, depreciation, insurance (billing and contents), janitorial and maintenance services and utilities. . Administrative expenses -Accounting and legal services, collection costs, bank charges, related computed expenses, continuing education, subscriptions, license and permits, front office and printing supplies, postage, repairs and maintenance of equipment, taxes, telephone and other miscellaneous administrative expenses:6-9%

Equipment and furnishing

Lease and interest on equipments and/ or cash purchases of equipment Clinical and dental supplies Dental supplies, infection control and barrier protection, 4-7% Laboratory fees Varies greatly depending upon the type of practice and volume of prosthetic or orthodontic cases,2-4%

Marketing costs

Giveaways, gifts and donations, telephone directory space advertisements, practice newsletter, holiday cards, mailing and media cost, 5%.