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Expert templates, checklists and audits

This section is available to Expert members. Expert members also have access to unlimited one-to-one advice via phone or email from our experienced advisors. Contact the BDA Practice support team on 020 7563 4574 or email: advice.enquiries@bda.org.

We provide the templates you need to comply with national standards - and not the ones you don't.

Our checklists and audits allow you to safeguard against overlooking any important steps while managing a busy dental practice.

Please log in or contact us on 020 7563 4550 to discuss your upgrade options or to join.

If you have questions about COVID-19, we answer your frequently asked questions on how to manage your dental team including risk assessment, practice management and changes in employment contracts.

Using the Expert template policies

Download

Open the template and save it in a folder on your PC. If you're using Edge, you'll need to right click and save the link in order to download any of the documents. The way you organise them will be unique to you, which is why we’ve listed ours in alphabetical order.

Read

Read it from start to finish to see if there are amendments you want to make specific to your practice. The customisable fields are shown in red italics. Call our advisers to discuss your situation and we’ll help you develop the policy to safeguard your business.

Personalise

Add in your practice’s information, and the details of staff responsible. Add the date to the document.

Share

Let your colleagues see it and discuss it at a team meeting. Talking about changes needed to implement the policy, or responsibilities team members have within it is the best way to get it adopted.

Implement

This isn’t just filing the policy as a reference document for a national standards inspection, it’s ensuring everyone knows the processes involved, the actions to be taken and when it needs reviewing.

Review

Make a date to review the policy to ensure it is still fit-for-purpose.

Recent updates

September 2023	Risk assessment
July 2023	Healthcare waste audit Healthcare waste disposal policy Infection control audit
May 2023	Health and Safety checklist
November 2022	Associate contract - NHS and mixed - England (Traditional) Associate contract - NHS and mixed - England (Worker)
October 2022	Safeguarding policy - England Safeguarding policy - Northern Ireland Safeguarding policy - Scotland Safeguarding policy - Wales

Checklists and audits

Checklists

Confidentiality
Consent
COSHH controls
DSE risk assessment
Health and safety
Radiation protection
Recruiting and employing staff
Risk assessment

Audits

Antibiotic prescribing tool

Disability access audit
GDPR access to information
GDPR information
Healthcare waste audit(pre-acceptance)
Infection control audit
Oral cancer risk factor
Patient waiting times
Radiograph quality audit
Radiograph quality audit FAQs
Record keeping
Respiratory protective equipment - monthly maintenance checks

Risk assessment – Legionella

Supplier contracts

Expert templates

A	Access to information held by the practice Accessible information policy Adoption leave and pay policy Amalgam use and disposal protocol Annual leave policy and form Associate-performer information Associate-performer reference request Side agreement contract for Associates 2022-23 NHS contract year (England) Q1: England – Side agreement for associates April – June 2022 2022-23 NHS contract year (Wales) Associate contract - contract reform model - Wales Associate contract - side agreement (for contract reform model) - Wales Associate contract - UDA only - Wales 2021-2022 NHS contract year Q4: Advice - NHS England targets January - March 2022 England - Side agreement for associates January - March 2022 England - Side agreement for associates (orthodontics) January to March 2022 Spreadsheet to help you work out NHS income from UDAs with various thresholds, clawbacks, abatements and offsetting Q3: Advice - NHS England targets October - December 2021 England - Side agreement for associates October - December 2021 England - side agreement for associates (orthodontics) October to December 2021 Q1 and Q2: Advice - NHS England targets April to September 2021 England - Examples of pay calculations for BDA side agreements England - Side agreement for associates April to September 2021 England - Side agreement for associates (orthodontics) April to September 2021 Wales - Side agreement for associates April to September 2021 This video further explains the UDA targets and side agreements for 2021. Associate contract - NHS and mixed - England (Traditional) Associate contract - NHS and mixed - England (Worker) Associate ortho contract - England Associate contract - Northern Ireland Associate contract - Scotland Associate contract - Private only within a mixed practice - Scotland Associate contract - Private practice
B	Bullying and harassment policy Business continuity and disaster recovery policy
C	Cashflow forecast template CCTV use Chairside hours calculation Chairside hours worksheet Chaperone policy Commitment to patients and appointments policy Commitment to staff policy Complaint letter - faulty equipment Complaints - code of practice for patients Complaints handling policy - comments on Scotland template Complaints handling policy (E-W-NI) Complaints letters - NHS (E-W-NI) Complaints letters - NHS Scotland Complaints letters - private Complaints record Complaints report (E-W) Confidentiality policy Consent form - photographs Consent form - sedation Consent form - treatment Consent policy The National Standards of Healthcare Cleanliness 2021 requires healthcare premises to carry out cleaning tasks and a wide number of other issues; however, the Chief Dental Officer has confirmed that many of the points set out in the document are not required to be undertaken in general practice. In addition, the CQC has confirmed that it WILL NOT expect practices "to display star ratings or logos in dental practices" and has updated its Dental Mythbuster 38: Infection prevention and control that details what it will inspect on. To meet these requirements (and those of the National Standards of Healthcare Cleanliness which are applicable to high-street dentistry), we have produced cleaning schedules, including separate documents for each procedure that must be carried out at different times. These can be modified to suit what happens in individual members' practices and please note that the first three are purely reminders for the responsible person and are not required to be completed. Cleaning schedule - frequency AM after touch Cleaning schedule - frequency AM after clinical procedure Cleaning schedule - frequency AM session Cleaning schedule - frequency daily Cleaning schedule - frequency weekly Cleaning schedule - frequency fortnightly Cleaning schedule - frequency monthly Cleaning schedule - frequency bi-monthly Cleaning schedule - frequency annual Cleaning schedule - frequency every two years Cleaning schedule - frequency every three years
D	Data protection processor agreement Data protection processor agreement - associates Data protection processor agreement - notes for use Data protection privacy notice - associates Data protection privacy notice - employees Data protection privacy notice - patients Data security policy - practice Debt recovery letters Decontaminating laboratory items Direct access - patient leaflet Direct access policy Disciplinary procedure Disciplinary procedure letters Disciplinary record Duty of Candour/Adverse incidents protocol Duty of Candour - annual report (Scotland)
E	Electronic communications - patient notice and consent Email and internet use policy Emergency leave policy Employed dentists - code of practice Employee maternity leave plan Employment contract Employment contract variation - letters Environmental policy statement Equal opportunities policy for staff Equality and diversity policy for patients Exit interview questions
F	Fees and payments policy Fire action notice Flexible working policy FOIA - guide to information FOISA - guide to information (Scotland) Furloughed workers - template letter to employees
G	GDC standards - patient leaflet Grievance procedure Grievance procedure letters
H	Hand hygiene protocol Harassment by patients - policy statement Health and safety policy Healthcare waste audit Healthcare waste disposal policy Hepatitis B - vaccine response letter Hourly rate calculation Hourly rate worksheet
I	Induction programme Infection control annual statement - England Infection control policy Information asset register Inoculation injuries policy In-practice capitation scheme agreement In-practice capitation scheme application form In-practice capitation scheme direct debit mandate In-practice capitation scheme leaflet
J	Job application form Job descriptions Job interview assessment form Job interview letter Job interview questions Job offer letter Job rejection letter
L	Latex policy Locum-Associate contract - HSCNI and mixed - NI Locum-Associate contract - NHS and mixed - England and Wales Locum-Associate contract - NHS and mixed - Scotland Locum-Associate contract - ortho - England and Wales Locum-Associate contract - private practice Lone worker policy
M	Manual cleaning protocol Manual handling assessment Manual handling techniques Maternity and parental leave and pay policy Mobile phone policy Moving instruments to and from an LDU protocol
N	New equipment selection protocol New patient - practice standards and questionnaire New patient - welcome letter New patient satisfaction questionnaire NHS remedial and breach notice letters
O	Oral cancer - team roles and responsibilities
P	Partnership agreement Patient appointments policy Patient-facing communications Patient-facing communications poster Patient group direction Patient letter - missed appointment Patient questionnaire Payment - bill and instalments Personal development plan (PDP) example Pension auto-enrolment - staff letter People with significant control register Performance appraisals Practice closure - patient notification Practice closure - safe storage and retrieval of records Practice information leaflet Practice meetings - agenda and notes Practice newsletters Practice sales and TUPE letters Pre-employment checks Prescribing and dispensing policy Prescriptions for private patients
Q	Quality assurance policy
R	Radiation - The Guidance Notes for Dental Practitioners on the Safe Use of X-ray Equipment (2nd Edition) contains all required example templates. Record keeping audit Record management and data quality policy Recruitment monitoring form Recruitment policy Redundancy letters Redundancy policy Reference request Referral letters Referral protocol Referral to hygienist Risk assessment - dental practice Risk assessment - Fully-vaccinated staff identified as in contact with a COVID-19 case Risk assessment - hepatitis B non-responder Risk assessment - pregnant and nursing mothers Risk assessment - work experience student Risk assessment for trainee nurse
S	Safeguarding policy - England Safeguarding policy - Northern Ireland Safeguarding policy - Scotland Safeguarding policy - Wales Safer sharps - protocol and risk assessment for non-use Sedation - information for patients Sedation - practice policy Selecting new equipment protocol Sickness absence (long term) letters Sickness absence (short term) letters Sickness and injury absence policy Sickness self-certification form Staff satisfaction surveys Stress policy
T	Television use policy Training policy Training review record Treatment plan and estimate
V	Vaccination requirements: Government compulsory vaccination requirement withdrawn / reversed Violence and aggression policy Violent incident report form and log
W	Whistleblowing and underperformance policy Whistleblowing and underperformance policy (Scotland)

Other resources

Financial Healthcheck - To help you, we’ve teamed up with our partner Lloyd & Whyte to put together a tool, asking you a series of questions to give you an advice based report.

We may record telephone conversations that are advisory in nature to offer you additional security, resolve complaints and improve our service standards. Conversations may also be monitored for staff training purposes. You will be alerted to this when you call.