Let’s be honest, many dentists struggle to truly unplug during summer vacations.
We want time off, but our practices still need to run. And even if you do close the office, your team is still on the clock… so what should they be doing that actually moves the business forward?
After coaching hundreds of dental practices nationwide, we’ve found that vacation time can become one of the most productive seasons of the year—if you plan it right.
Here’s how to make your time away a win for you, your team, and your practice’s bottom line.
Step 1: Strategically Plan Time Off
Before we dive into team projects, let’s talk timing.
Some of the most efficient practices we consult with actually batch their vacations. Doctors and teams coordinate their PTO in a way that maximizes downtime without sacrificing production. You can use forecasting tools to map out which weeks make the most sense to close the office entirely—and when to stay open with a skeleton crew.
Either way, knowing what your time off looks like helps your team plan their workload and gives you peace of mind.
Step 2: Assign High-Impact Team Projects While You’re Away
If your team is working while you're on vacation, give them clear expectations and needle-moving tasks. Here's what we recommend:
1. Operations Manual Overhaul
There’s never enough time to do this during the hustle of normal days—so vacation weeks are perfect. Assign departments or individuals to:
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Write or update SOPs (standard operating procedures)
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Take photos or videos of key processes
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Use a template: Purpose ? Step-by-step ? Supplies needed ? Visuals
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Focus on things like: huddle flow, billing procedures, hygiene protocols, room breakdowns, etc.
?? Tip: Set a goal like “Complete 15 protocols this week” and assign ownership.
2. Unscheduled Treatment Blitz
Your treatment coordinator can pull and clean up the unscheduled treatment report:
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Prioritize by treatment value and urgency
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Make personal calls (not just texts)
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Book appointments for future months if the schedule is full
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Document every contact attempt
3. Re-care & Hygiene Reactivation
Your scheduler should hit the phones for:
This builds out your future schedule AND prepares for inevitable cancellations.
4. Accounts Receivable Cleanup
If you're out for a week, your billing team should aim to work through the full AR list:
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Tackle insurance aging buckets strategically
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Call patients with overdue balances
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Set daily collection targets
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Log all activity and outcomes
5. Software + Systems Training
If you’re switching software or implementing a new platform (like Modento, Flex, Weave, etc.):
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Assign team leads to complete training modules
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Build new protocols inside your operations manual
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Test workflows without patient distractions
Step 3: Give Clinical Team Members Productive Tasks
If assistants or hygienists are working during your vacation, assign items like:
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Organizing supplies with labeled tip-out bins
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Standardizing ops setup and drawer layouts
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Updating clinical protocols
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Reviewing and updating note templates
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Participating in re-care or unscheduled treatment calls
Step 4: Measure Progress + Set Expectations
Let your team know: “I trust you—and I expect results.”
Before you leave:
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Assign goals (e.g., “Call 100 unscheduled patients,” “Collect $30K in AR,” “Complete 20 protocols”)
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Schedule a recap meeting when you return
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Ask for a summary of what was completed and what impact it made
This creates accountability without micromanaging.
Why This Works
Dentists often waste valuable team hours during doctor vacations. Instead of defaulting to cleaning the mill (yes, that needs to happen too), let’s use that time for:
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Systems development
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Revenue generation
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Efficiency upgrades
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Long-term strategy
These “non-production” tasks are what build scalable, sustainable practices.
And trust us, coming back from vacation to find your team booked dozens of appointments, cleaned up AR, and updated your ops manual is the best “welcome home” gift you’ll ever get!!
Want Help Setting This Up?
If you’re not sure where to start or want us to help train your team while you’re out, Dental A Team does this ALL THE TIME.
We’ll help you build a real system, get your ops manual done, and drive results, whether you’re in the office or not!
Book a free strategy call at TheDentalATeam.com to get started.
Don't forget to check out our podcast for more tips!
Last updated: June 2025
Author: Jacintha Ham, Dental A Team