How to Choose a Dental Staffing Agency

Finding qualified, reliable dental staff is crucial to running a smooth and successful practice. But with a significant portion of dental practices reporting difficulty in hiring (30-40% according to the ADA Health Policy Institute), the complexities involved, and busy schedules, many dental offices find it challenging to fill open positions. Dental staffing agencies offer a valuable solution, but how do you select the right one for your needs?

Key Factors to Guide Your Decision

Experience and Reputation

Finding a qualified and reliable dental staffing agency is crucial for any dental practice. Just like you wouldn’t trust an inexperienced dentist with your oral health, you shouldn’t entrust your staff needs to an agency that’s new to the dental industry. Here’s why experience and reputation matter:

  • Industry Knowledge: Dental practices have unique staffing requirements. An agency with a proven track record in dentistry understands these nuances. They possess in-depth knowledge of the specific skills, qualifications, and regulations required for dental hygienists, assistants, and other staff members.
    Dental Professionals exemplifies this expertise. With over four decades of experience, we can confidently match you with candidates who possess the right experience and training to excel in your practice.
  • Strong Candidate Networks: Experienced agencies have established relationships with a deep pool of dental professionals. This allows them to quickly find qualified candidates who meet your specific requirements, even for hard-to-fill positions like experienced hygienists or bilingual assistants.

  • Reduced Time and Effort: Recruiting qualified dental staff can be time-consuming and demanding. A reputable agency handles the entire recruitment process, from screening resumes to conducting interviews. This frees you up to focus on running your practice and providing excellent patient care.

  • Proven Success: Look for an agency with a history of successfully placing candidates in dental practices. Read online reviews, check client testimonials, and ask the agency for references. A strong track record is a good indicator that they can find the right talent for your team.

A Commitment to Thorough Screening

A reputable dental staffing agency goes beyond simply matching resumes to job descriptions. Here’s what you can expect from their thorough screening process:

  • Verification of Licenses and Credentials: The agency should verify that all dental professional candidates hold the necessary state licenses and certifications. This ensures compliance with state regulations and protects your practice from potential legal or safety issues.
  • Comprehensive Background Checks: A thorough background check is crucial for any healthcare position. The agency should conduct background checks that verify employment history, education, and potentially include reference checks. This helps identify any red flags that could impact patient care or workplace dynamics.
  • Skill-Set Assessments: Dental practices require a specific skill set for each position. An experienced agency understands the nuances of these roles and conducts assessments to ensure candidates have the necessary technical skills and experience to excel in your practice. This may involve written or practical tests, or reviewing candidate portfolios for relevant experience.
  • Cultural Fit Evaluation: Beyond technical skills, it’s vital for new staff to integrate well with your existing team and practice culture. A strong agency will take the time to understand your practice’s environment and work ethic. They can then assess candidates for cultural fit, ensuring a cohesive and collaborative team.

Benefits of a Rigorous Screening Process:

A meticulous screening process not only protects your practice but also offers significant benefits:

  • Reduced Training Time: By placing qualified candidates with the necessary skills and experience, you’ll minimize the time and resources needed for training. They can hit the ground running and provide quality care from day one.
  • Improved Patient Satisfaction: A skilled and well-matched dental team delivers a better patient experience. Reduced turnover and a positive work environment lead to better communication, efficiency, and ultimately, happier patients.
  • Increased Productivity: The right talent helps your practice operate smoothly and efficiently. A well-staffed team can handle patient flow effectively, minimizing wait times and maximizing productivity.

Services to Match Your Needs

Does the agency provide the flexibility you require? Can they address both short-term staffing emergencies and long-term hiring needs? Dental Professionals offer temp-to-hire options, streamlining your search for permanent team members.

Dental practices don’t operate in a one-size-fits-all environment. You may encounter various staffing scenarios throughout the year:

  • Short-Term Staffing Needs: Unexpected staff absences due to illness, vacation, or professional development leave gaps in your schedule. A reliable agency should provide temporary dental professionals to fill these gaps seamlessly, ensuring continuity of patient care and minimizing disruptions to your practice workflow.
  • Long-Term Hiring Needs: Expanding your practice, adding new services, or experiencing high turnover might necessitate permanent staff additions. The agency should actively recruit and screen candidates for long-term positions, saving you valuable time and resources.
  • Specialized Requirements: Certain procedures or patient populations might require specialized dental professionals. A resourceful agency will maintain a network of candidates with specific expertise, such as pediatric dentistry, oral surgery, or bilingual communication skills.

Benefits of a Flexible Staffing Partner:

Partnering with a dental staffing agency that offers a variety of services provides several advantages:

  • Reduced Time and Cost: Instead of managing separate recruitment efforts for short-term and long-term needs, you benefit from a single point of contact. This simplifies the process and potentially reduces overall costs.
  • Streamlined Hiring: The agency handles the initial screening and interview stages, allowing you to focus on evaluating the most qualified candidates for your practice.
  • Continuity of Care: With temporary staffing solutions available, you can maintain patient care schedules even during unexpected staff absences. This fosters patient loyalty and satisfaction.

Focus on Your Location: Building a Strong Local Dental Team

If you prefer locally-sourced dental professionals, ensure the agency has a strong network within your region. This can ensure timely placements and candidates familiar with local regulations.

Benefits of a Local Staffing Network:

Partnering with a dental staffing agency that has a strong network within your region offers several advantages:

  • Understanding Local Nuances: Dental practices often cater to specific patient populations with unique needs. A local agency understands these nuances and can source candidates familiar with local demographics, cultural sensitivities, and even preferred communication styles. This fosters better patient connections and enhances the overall experience.
  • Familiarity with Local Regulations: Dental regulations can vary from region to region. An agency with a local network ensures that the candidates they present possess the necessary licenses and certifications specific to your area. This helps avoid delays and ensures compliance with local regulations.
  • Timely Placements: Local staffing agencies often have pre-established relationships with dental professionals in your region. This translates to faster placements and a quicker response time when you need to fill a position, minimizing disruptions to your practice schedule.

Communication is Key

Choose a dental temp agency known for responsive communication and proactive support. They should guide you through the entire staffing process and address any concerns quickly

Responsive and Proactive Support:

A dental staffing agency that excels in communication fosters a collaborative environment. Look for an agency that offers the following:

  • Open Communication Channels: You should have easy access to a dedicated account manager or representative. They should be readily available to answer your questions, address concerns, and provide regular updates throughout the staffing process.
  • Proactive Support: A great staffing agency anticipates your needs and goes beyond simply filling open positions. They proactively offer guidance and recommendations based on industry best practices and your specific practice requirements.
  • Streamlined Communication: The agency should utilize clear and efficient communication methods, keeping you informed through regular updates, emails, and phone calls. They should also be readily available for in-person meetings if needed.

Benefits of Clear and Consistent Communication:

Building a strong communication foundation with your dental staffing agency offers several advantages:

  • Reduced Stress and Anxiety: Knowing you have a reliable and responsive partner can significantly ease the burden of recruitment. A well-communicating agency keeps you informed every step of the way, minimizing stress and anxiety.
  • More Informed Decisions: Open communication allows you to provide clear expectations and receive insightful recommendations from the agency. This fosters collaboration and empowers you to make informed decisions about your staffing needs.
  • Long-Term Success: A strong communication foundation promotes a long-term and mutually beneficial partnership with your staffing agency. This consistency leads to a deeper understanding of your practice’s unique culture and needs, ultimately contributing to your long-term staffing success.

Harnessing Technology

Look for agencies that leverage technology to streamline the experience. Dental Professionals’ innovative app is a great example, providing convenient scheduling, timekeeping, and search functionality for a smoother process.

Benefits of a Tech-Savvy Staffing Partner:

A dental staffing agency that embraces technology offers several advantages:

  • Simplified Communication and Scheduling: Technology can bridge communication gaps and streamline scheduling processes. Look for an agency that utilizes online portals or mobile apps for easy communication, interview scheduling, and candidate document management. This saves you time and allows for efficient management of your staffing needs.
  • Improved Candidate Matching: Technology can facilitate more precise candidate matching. Advanced applicant tracking systems (ATS) can filter through candidate pools based on your specific criteria, such as skills, experience, and location. This ensures a better fit between candidates and your practice’s requirements.

Enhanced Transparency and Efficiency: Technology can promote transparency throughout the hiring process. Online portals can provide real-time updates on the progress of your staffing needs, allowing you to track applications, schedule interviews, and access candidate information efficiently.

The Dental Professionals Advantage

Why Dental Professionals?

  • Streamlined Payroll and Compliance: We meticulously handle all payroll responsibilities, including direct deposits, deductions, taxes, unemployment and workers’ compensation claims, and paid sick leave tracking. We also manage essential documentation, such as W-4 and I-9 verification, licensing, background checks, and professional liability insurance.

  • Access to Qualified Talent: You’ll immediately gain access to our extensive network of pre-vetted dental professionals, saving you valuable time and resources. Our thorough sourcing and selection processes, including candidate prescreening and interviews, ensure you find the perfect fit for your practice.

  • Focus on What Matters Most: By partnering with Dental Professionals, you can eliminate the administrative headaches of hiring. This allows you to dedicate your valuable time and energy to providing exceptional patient experiences and growing your practice.

  • Client Service Portal: On our Client Self Service Portal you can view the status of your job orders, see who is coming to work for you, and approve electronic timesheets submitted by workers. Not to mention, more functionality coming soon. Learn More


Additional Considerations

  • Cost-effectiveness: Compare pricing models between different dental staffing agencies to find solutions that align with your budget.

  • Specialty Matching: If your practice focuses on areas like orthodontics or pediatric dentistry, seek an agency with expertise in those fields.

The Dental Professionals Advantage

Choosing the right dental staffing agency can revolutionize how you manage staffing challenges. If you value experience, flexibility, and technology, explore what Dental Professionals has to offer Contact Us now.