The most important things in brief
How does quality management work in dental practices?
Quality management in dental practices is based on defined processes, which are systematically implemented and regularly reviewed. These include checklists, hygiene plans, team meetings and internal audits. The aim is to permanently ensure and continuously improve the quality of patient care.
Is quality management required by law in dental practices?
Yes, quality management is legally mandatory for all contract dentists. The basis is Section 135a of the Social Code V. Every practice must introduce, document and regularly develop an internal QM system (regardless of size or subject area). Implementation is based on QM guideline of the Federal Joint Committee (G-BA).
What are specific examples of quality management in dental practices?
Examples of effective quality management include structured hygiene concepts, standardized patient education, regular team meetings, training plans, patient surveys and checklists for organizing processes and treatments.
What is quality management in a dental practice?
Quality management in dental practices describes all targeted measures that contribute to ensuring and continuously improving the quality of treatment. It is about designing all processes — from appointment scheduling to aftercare — in such a way that they are both efficient and legally and professionally correct.
The focus is not only on the patient, but also on seamless teamwork and compliance with legal standards.
A well-established QM system ensures that errors are identified early on, resources are optimally used and patients are satisfied in the long term.
It is a dynamic concept that regularly adapts to changing requirements and new findings.
Is quality management mandatory in dental practices?
Yes, quality management is required by law for dental practices in Germany. The legal basis is Section 135a of the Fifth Book of the Social Code (SGB V).
There are clear rules: All contract dentists must introduce and continuously develop an internal quality management system.
This obligation applies regardless of practice size or number of patients. Implementation is carried out by the Cross-sectoral QM guideline of the Federal Joint Committee (G-BA) fleshed out. In Appendix 2 This Directive sets out specific requirements for dental practices.
The associations of health insurance dentists provide additional guidelines on how the requirements can be implemented (adapted to the respective practice structure).
In concrete terms, this means:
- Every practice must introduce and document a QM system
- Processes must be regularly reviewed and improved
- KZVen can request information on the status of QM implementation
- Start-ups and individual practices are also not excluded
Despite this commitment, implementation remains flexible: Every dental practice can set individual priorities, whether hygiene, patient communication or internal processes. In this way, QM adapts to everyday life in a practical way without becoming a rigid set of rules.
Examples: What is part of quality management in dental practices?
Quality management in dental practices is not visible through individual documents, but through concrete, recurring processes.
Here are a few examples from everyday practice:
- After each patient visit, a treatment room is consistently prepared in accordance with a fixed cleaning plan.
- Before a surgical procedure, the team goes through a standardized checklist: From instrument control to patient education.
- New employees go through a structured training concept with QM-relevant training content.
- patient feedback is evaluated quarterly to Waiting timesto improve processes or service quality in a targeted manner.
- Continuing education documents what content has been taught and how it is integrated into everyday practice.
- In the team meeting, an error that has occurred (e.g. a duplicate assignment) is analysed and a process adjustment is decided together.
As we can see here: Quality management is not a theoretical construct, but a living part of daily work.
6 methods of QM in dental practice
QM is only effective if it not only exists on paper but is systematically applied in everyday practice. There are proven methods for this, which make processes measurable, controllable and constantly improvable.
Here are 6 key tools that have proven particularly effective in dental practices:
1st PDCA cycle (Plan-Do-Check-Act)
A continuous improvement process: First, it is planned, then implemented, reviewed and adjusted as required. Ideal for continuous optimization of processes.
instance: If the practice wants to shorten waiting times, a new appointment structure is first planned, tested and evaluated based on patient satisfaction and time measurement.
2. Checklists and Standard Operating Procedures (SOPs)
These ensure consistency in routine processes such as hygiene measures, sterilization or documentation — and minimize sources of error.
instance: A hygiene list for the daily preparation of instruments ensures that no steps are missed.
3. Internal audits
Regular self-checks to verify whether the established standards are actually being met in everyday practice — including written documentation.
instance: An annual QM audit by practice management can reveal whether the medical device accounting documentation is complete.
4. Complaint management
Structured recording and processing of patient feedback helps to identify weak points early on and to correct them in a targeted manner.
instance: If, for example, the waiting time is criticized more frequently, this can be documented and systematically analyzed with the team.
By the way: Nelly supports dental practices, among other things, with automated feedback queries directly after the appointment, which can be easily evaluated in the dashboard.
5. Employee surveys and team meetings
QM depends on the entire team. Regular feedback helps to realistically evaluate internal processes and further develop them together.
instance: In a monthly team meeting, suggestions for improvement are collected for scheduling appointments and evaluated in the next team meeting.
6. Continuing education and training plans
Targeted continuing education ensures that all employees remain up to date with the latest knowledge — both professionally and with regard to legal requirements.
instance: Annual training on the preparation of medical devices or data protection keeps the entire team legally compliant and competent.
6 practical tips for introducing QM in dental practice
The introduction of a QM system seems extensive at first glance, but it doesn't have to be overwhelming. It is crucial to proceed in a structured manner and plan implementation in stages.
These tips will help you get started successfully:
1. Start small with clear prioritization
Instead of implementing the entire system at once, it makes sense to start with a manageable area. Processes that occur regularly, such as hygiene documentation or scheduling appointments, are particularly suitable. This allows you to gain initial experience and achieve rapid improvements that motivate the entire team.
2. Define responsibilities and make them transparent
Right from the start, it should be clearly defined who is responsible for quality management. Whether owner, practice manager or a QM representative: The main thing is that the role is defined in a binding manner. A permanent contact person ensures that the topic is not lost in everyday life and is regularly developed.
3. Actively involve the team and help shape it
QM only works in a team. Involve your employees at an early stage, for example by jointly developing checklists or practical standards. This not only creates acceptance, but also a real understanding of how your team can ensure quality in everyday life.
4. Keep documentation practical and usable
Avoid excessive red tape. The documentation should be clear, understandable and, above all, suitable for everyday use. Simple checklists, digital forms, or visual process plans are often sufficient. The aim is not the perfect file, but a tool that is actually used in practice.
Convenient: With Nelly Do your patients enter anamnesis and consent forms digitally before the appointment — legally secure, mobile and directly integrable into your practice management software.
5. Use external support in a targeted manner
No one has to develop the QM system from scratch alone. Dental associations, KZVs or specialized consultants offer tried and tested templates, training and individual assistance. Anyone who uses these offers not only saves time, but also benefits from proven expertise.
6. Understand QM as a process and develop it regularly
Quality management is not a one-time action, but a continuous improvement process. Set fixed times to review processes, collect feedback, and adjust measures. Regular reflection (for example in team discussions) promotes both quality and team dynamics.
Template with sample & checklist for dental practice quality management
This checklist serves as a guide and can be adapted or extended depending on the size of the practice and specialization. You are also welcome to use them as Word or PDF download.
✅ hygiene management
▢ Cleaning and disinfection plans have been created and are displayed visibly
▢ Preparation of instruments is standardized and documented
▢ Employees are regularly trained in hygiene guidelines
✅ Patient education & consent
▢ Written clarification forms available and adapted to types of treatment
▢ Documentation of consent in the patient record
▢ Educational processes are uniformly regulated across the team
✅ emergency management
▢ Schedule for medical emergencies is available
▢ First aid training was carried out regularly by the team
▢ Emergency equipment is complete and ready for use
✅ Practice organization & documentation
▢ Checklists for making appointments, ordering materials, data protection, etc. are available
▢ QM manual or digital collection of all relevant processes is available
▢ Team responsibilities are defined in writing
✅ Feedback and continuous improvement
▢ Patient surveys are carried out and evaluated regularly
▢ Internal team meetings to improve quality are taking place as planned
▢ Suggestions for improvement are documented and implemented
✅ Continuing education & training
▢ Training certificates for all employees are available
▢ Training content on QM-relevant topics is documented
▢ New employees receive structured training
Carry out QM yourself or design it externally?
Whether quality management in the dental practice is set up internally or supported externally depends heavily on the time available, the resources in the team and the digital maturity level of the practice. Both methods have their advantages and can also be combined in practice.
Carry out quality management internally
Anyone who sets up the QM system themselves has full control over processes, content and implementation. Smaller or well-organized practices in particular benefit when existing processes are documented and gradually optimized. Training courses, KZV QM templates or digital checklists help you get started. As I said, it is important to clearly define responsibilities and reflect on them regularly.
External quality management: use advice & tools
When time, know-how or personnel capacity are lacking, external support can be useful. Specialized QM consultants or digital solutions help to securely implement legal requirements and at the same time make processes more efficient.
How Nelly helps you with quality management
Even though Nelly is not a QM provider, their digital solution supports numerous processes that are central components of modern quality management:
- Document management & digital processes: Patients can medical history sheets, consents, or invoices Fill out, sign and retrieve digitally. Everything is mobile, secure and fully documented.
- Automated follow-ups & reminders: On request, Nelly will send automatic reminders for document approval, evaluation or payment. These can be sent to the patient via email or text message.
- Use patient feedback systematically: Using integrated assessment tools, your practice collects targeted feedback. These can be used internally to improve quality or externally to build your online reputation with Google.
- Connection to the practice management system: Nelly fits seamlessly into your existing Practice software integrate. Among other things, digital invoicing, installment payments, credit checks or factoring. Archiving is legally secure and completely digital.
- Less administrative effort — more QM focus: By automating processes for billing, document management and patient communication, you can relieve your team. This leaves more time for real quality management in everyday practice.
Now Nelly Get to know and smartly digitize quality management — free of charge and without obligation.
Dental practice quality management: What is that?
Quality management in dental practices comprises all measures to ensure, document and continuous improvement of treatment and practice processes. The aim is to maintain a high level of patient care, hygiene, organization and teamwork while meeting legal requirements.
What training courses are available for quality management in dental practices?
There are various training courses that dentists and practice staff can use to expand their knowledge in the area of quality management. This includes:
- Certificate courses for QM officers (e.g. through dental associations or KZVen)
- Seminars on DIN EN ISO 9001 in healthcare
- Online training on hygiene, documentation and patient communication
- Workshops on internal audits and practice organization
Many offers can be completed while working and are specifically tailored to dental practices.
What role does hygiene play in the quality management of dental practices?
Hygiene is a central part of quality management. It includes clear cleaning plans, sterilization processes, employee training and complete documentation. A functioning hygiene concept protects patients and teams (and is also legally binding).
What are quality control tests in dentistry?
Quality control tests are standardized test procedures that regularly check the function and safety of dental devices and processes. These include tests of sterilization equipment, X-ray technology or water quality. They are part of everyday quality management and must be documented.
How does quality management affect salary in dental practice?
A well-organized QM system can have a positive effect on salary, for example through higher efficiency, happier patients and a better working environment. Employees with QM responsibilities or appropriate continuing education often have improved career opportunities and can also support salary negotiations through greater responsibility.
