--- title: "What to put in a dental employee handbook: a section list" description: "A section-by-section list for a dental employee handbook, with EEOC rules on harassment and accommodation and DOL overtime basics. Not legal advice." url: https://joncopeland.multisites.ai/blog/dental-employee-handbook-contents publisher: Copeland Consulting Services email: drcopeland@joncopelanddds.com contact: https://joncopeland.multisites.ai/contact --- # What to put in a dental employee handbook: a section list A dental employee handbook usually covers employment basics, pay and hours, benefits and leave, conduct, anti-harassment and accommodation policies, safety, and how to raise concerns. Federal sources set some of the content. An employment attorney should review the final text for your state. Team and leadershipPublished October 26, 20265 min read This post is general information from published sources. It is not legal advice. Employment law differs by state and by office size, so have an employment attorney review any handbook before you issue it. ## What is a dental employee handbook? A dental employee handbook is a written guide to how your office treats its team and what it expects from them. It turns day-to-day habits into policies that everyone can read. It also gives new hires a reference during [onboarding](https://joncopeland.multisites.ai/glossary/onboarding). See the glossary entry for [employee handbook](https://joncopeland.multisites.ai/glossary/employee-handbook). A handbook does not replace a [job description](https://joncopeland.multisites.ai/glossary/job-description) or an employment agreement. It sets office-wide rules, while the other documents cover a single role. ## What sections does a handbook usually include? Most handbooks cover the same ground. The table lists common sections, what each one does, and where a published source applies. The list is a starting point built from the sources below. It is not a complete or required list. Section What it covers Source note Welcome and at-will or employment status Who the policies apply to, and how employment is described Attorney drafts this Equal opportunity Commitment not to discriminate EEOC Anti-harassment and reporting What conduct is not allowed, and how to report it EEOC Reasonable accommodation How to request a workplace change for a disability or pregnancy EEOC Pay, hours, and overtime Pay periods, workweek, timekeeping, overtime DOL Leave and time off Paid time off, sick time, family and medical leave ADA topic page; attorney Benefits What the office offers HPI survey for context Conduct and dress Behavior, attendance, uniforms EEOC on dress codes Safety and compliance Infection control, OSHA, privacy Separate guides Discipline and exit Steps, documentation, final pay Attorney drafts this ## What does the EEOC say about harassment and accommodation? The U.S. Equal Employment Opportunity Commission (EEOC) says it is illegal to harass an employee because of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability, or genetic information. Its page also says it is illegal to harass someone for complaining about discrimination or taking part in an investigation. The EEOC page says harassment can include slurs, offensive comments, and other verbal or physical conduct. It adds that the harasser can be a supervisor, co-worker, or someone who is not an employee, such as a client or customer. For a dental office, that last point matters for patients and vendors. The EEOC page also says employers must provide reasonable accommodation to a qualified employee or job applicant with a disability, unless doing so would cause significant difficulty or expense. A similar rule covers known limitations related to pregnancy and childbirth. A handbook can name a contact person and explain how to ask. Coverage depends on factors such as employer size, so ask your attorney how the laws apply to you. ## What does the handbook say about pay and overtime? Put the pay rules in plain words and match them to how you actually pay. The U.S. Department of Labor (DOL) says the Fair Labor Standards Act applies on a workweek basis. Unless exempt, covered employees must receive overtime pay for hours over 40 in a workweek at not less than time and one-half their regular rate. Several points follow from the DOL page: - A workweek is a fixed, recurring period of 168 hours. - It need not match the calendar week. - Averaging hours across two or more weeks is not permitted. Whether a role is exempt is a legal question. Do not guess from a job title. Ask an employment attorney or your payroll provider. See the [dental assistant](https://joncopeland.multisites.ai/glossary/dental-assistant) and [dental hygienist](https://joncopeland.multisites.ai/glossary/dental-hygienist) entries for common roles on a team. ## What about leave and benefits? State your leave and benefit terms exactly as the office offers them. The ADA’s managing-teams page lists a topic page on the Family and Medical Leave Act and paid leave policies by state. That page is a starting place to read, not a policy to copy. For context on benefits, the ADA Health Policy Institute surveyed dental assistants, hygienists, and dentists in 2022. It reports that most assistants and hygienists receive dental benefits, paid holidays, paid vacation, and retirement savings. It also reports that health insurance, paid sick time, paid leave, and continuing education funds are rare overall. HPI says benefits matter for recruitment and retention. This is a 2022 survey, so check current conditions in your area. ## What should a conduct section include? Keep conduct rules short, job-related, and applied the same way to everyone. The EEOC page says an employer generally may set a dress code for all employees or job categories. It also says a dress code must not treat some employees less favorably because of national origin, and that religion or disability may require an exception unless that would cause undue hardship. The same page says an employer may not make decisions on discipline or discharge because of a protected characteristic. A discipline section should therefore describe steps in neutral terms and promise consistent treatment. Your attorney can add the right at-will or progressive language for your state. ## How do you write and roll out the handbook? A short process helps: 1. List the policies you already follow in practice. 2. Draft each section in plain words, in short sentences. 3. Have an employment attorney review it for your state. 4. Share it with the team and answer questions. 5. Collect a signed acknowledgment of receipt, if your attorney advises it. 6. Review it again when laws, pay practices, or roles change. Plain language matters. A policy no one can read does not help the team or the office. Link the handbook to your standard operating procedures so daily work and written policy match. For related reading, see [dental interview questions](https://joncopeland.multisites.ai/blog/dental-interview-questions), [dental team meeting agenda](https://joncopeland.multisites.ai/blog/dental-team-meeting-agenda), [OSHA requirements for dental offices](https://joncopeland.multisites.ai/blog/osha-requirements-dental-offices), and HIPAA for dental offices. ## Next step For the full picture of hiring, onboarding, and keeping a team, read [hire and keep a dental team](https://joncopeland.multisites.ai/guides/hire-and-keep-a-dental-team). To ask about team policy topics, [Contact Dr. Copeland about consulting](https://joncopeland.multisites.ai/contact?topic=consulting). ## Frequently asked questions ### Is a dental employee handbook required by law? The federal sources opened for this post do not say a handbook is required. They do set rules a handbook often reflects, such as anti-harassment, accommodation, and overtime. State rules vary, so ask an employment attorney what applies to your office. ### Who should review a dental employee handbook? An employment attorney licensed in your state should review it. This post is general information from published sources and is not legal advice. A payroll provider can also check pay and time-keeping language. ### How often should a handbook be updated? No source here sets a schedule. Many offices review it when laws, pay practices, or staff roles change. Ask your attorney for a review schedule that fits your state. ## Terms on this page - [Continuing education](https://joncopeland.multisites.ai/glossary/continuing-education) - [Employment agreement](https://joncopeland.multisites.ai/glossary/employment-agreement) - [Employee handbook](https://joncopeland.multisites.ai/glossary/employee-handbook) - [Infection control](https://joncopeland.multisites.ai/glossary/infection-control) - [Dental assistant](https://joncopeland.multisites.ai/glossary/dental-assistant) - [Dental hygienist](https://joncopeland.multisites.ai/glossary/dental-hygienist) - [Dental benefits](https://joncopeland.multisites.ai/glossary/dental-benefits) - [Job description](https://joncopeland.multisites.ai/glossary/job-description) - [Team meeting](https://joncopeland.multisites.ai/glossary/team-meeting) - [Dental team](https://joncopeland.multisites.ai/glossary/dental-team) ## Sources 1. [U.S. Equal Employment Opportunity Commission: Prohibited Employment Policies/Practices](https://www.eeoc.gov/prohibited-employment-policiespractices) 2. [U.S. Department of Labor: Overtime Pay](https://www.dol.gov/agencies/whd/overtime) 3. [American Dental Association: Managing dental teams](https://www.ada.org/resources/practice/practice-management/managing-dental-teams) 4. [ADA Health Policy Institute: Dental Workforce Shortages, Data to Navigate Today's Labor Market (2022 survey)](https://www.ada.org/-/media/project/ada-organization/ada/ada-org/files/resources/research/hpi/dental_workforce_shortages_labor_market.pdf) Written by Copeland Consulting Services and checked against the sources above on October 26, 2026. Rules, data and guidance change, so check the linked page before you act on it. ## Keep reading - [How to hire and keep a dental teamDental team hiring is hard because the supply of assistants and hygienists is tight. ADA Health Policy Institute research links retention to workplace culture, work-life balance and fair pay. Write job ads and interview questions around the job's duties, and ask an employment attorney before you finalize hiring and pay policies.](https://joncopeland.multisites.ai/guides/hire-and-keep-a-dental-team) - [Dental team meeting agenda: what to cover and how longA dental team meeting runs well on a set day and time with a written agenda. The ADA page on team meetings suggests three blocks: celebration, education and numbers, and one specific correction. Keep one owner per action item, and use a separate daily huddle for schedule details.](https://joncopeland.multisites.ai/blog/dental-team-meeting-agenda) - [Dental interview questions: what to ask and what to avoidAsk about skills, reliability, and how a candidate handles real dental office tasks. The EEOC says pre-employment questions should be limited to what is essential to judge whether a person is qualified, and that pre-offer disability inquiries are prohibited. Ask an employment attorney to review your question list.](https://joncopeland.multisites.ai/blog/dental-interview-questions) - [OSHA requirements for dental offices: a plain overviewOSHA says there are no specific OSHA standards for dentistry. General industry standards still apply to hazards found in dental offices. The Bloodborne Pathogens Standard, 29 CFR 1910.1030, requires an exposure control plan and a sharps injury log. This is education, not legal advice. Confirm duties with an adviser.](https://joncopeland.multisites.ai/blog/osha-requirements-dental-offices) - [Dental practice compliance checklist: OSHA, HIPAA and infection controlA dental compliance checklist covers three federal areas: OSHA workplace safety, HIPAA privacy and security, and CDC infection control. OSHA has no dentistry-specific standard but applies general industry standards such as bloodborne pathogens. HIPAA covers patient information. Use the checklist to organize questions, then confirm requirements with your own advisers.](https://joncopeland.multisites.ai/guides/dental-compliance-checklist) - [Dental practice KPIs and benchmarks: formulas, sources and limitsA dental practice KPI is a number the team tracks on a schedule, such as collections, overhead percentage, no-show rate or case acceptance. Few KPIs have an official benchmark. The ADA publishes survey averages for income and billings. Most other benchmarks online come from vendors, and formulas differ, so compare your own trend first.](https://joncopeland.multisites.ai/guides/dental-practice-kpis-and-benchmarks) ## Talk with Dr. Copeland [Contact Dr. Copeland](https://joncopeland.multisites.ai/contact)[Email](mailto:drcopeland@joncopelanddds.com)