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The Time Management Challenge for New Associate Dentists

Published by Hailey Eisen on

If you're a new associate dentist, you’ve probably experienced the time crunch that comes with back-to-back appointments. You look at the clock after a seemingly simple procedure…and realize you're already 15 minutes behind. Again.

You're not alone.

Many associate dentists struggle with staying on time. Not because they’re inefficient or unskilled. It’s because they’re doing something vitally important: getting to know their patients.

Let’s talk about why this happens and how you can stay on time without sacrificing patient relationships.

Every Patient Is New to You

As a newly hired associate dentist, nearly every patient you see is unfamiliar. You don't yet know their dental history, anxiety triggers, communication style or preferences for treatment or even conversation!

That’s a lot to figure out, often in just a few minutes. Trying to build trust, listen deeply, and offer personalized care takes time. So naturally, staying rigidly on schedule becomes difficult.

But here's the thing: relationship-building is not optional. It's the foundation of a loyal, trusting patient base.

The Time Dilemma: Compassion vs. Clock

The challenge is finding a balance between building rapport and running a tight schedule. You don’t want to rush someone who’s nervous. But you also don’t want your 3:00 PM patient to still be in the waiting room at 3:20 PM.

So how can you protect your schedule and your relationships?

Actionable Tips to Stay on Time and Connect Authentically

1. Front-load Relationship Building

Use your first 60–90 seconds with a new patient to intentionally connect. Ask one meaningful question.

Paul “Dr. Nacho” Goodman likes to say:

“Hi, my name is Dr. Paul! I am so glad that you are here. I know the dentist is not a super fun place so be proud of yourself for coming in today! I have ONE question. What is ONE thing I can do during this appointment to make you happier?”.

This quickly reveals a patient’s emotional tone, needs and can help you pace the rest of the appointment accordingly.

2. Use a Pre-Visit Questionnaire

Send out a short form that includes not just dental history but preferences:

  • Are they nervous about the dentist?

  • Do they prefer a quiet appointment or conversation?

  • Is there anything they’d like the doctor to know?

These insights help you “meet them” before the visit even starts!

3. Create a 2-Minute Rapport Routine

Have a go-to framework for new patients. Here are some ideas:

  • Acknowledge their visit (warm greeting)

  • Ask a personal or health-related question

  • Preview what the appointment will involve

Once you develop your style, it’ll feel natural and take just a couple minutes.

4. Communicate Time Limits Kindly

It’s okay to say:

"I wish we had more time today and I really enjoy our conversations! I’ll make a note to check in more next time."


This signals care and helps manage expectations.

5. Debrief in the Chart

After the visit, jot down any personal notes: their child’s name, an upcoming trip, or their favorite sports team. Next time you see them, you’ll have a “shortcut” to connect without starting from scratch.

6. Build in Buffer Time

When possible, add a 5-minute cushion after new patient visits. Even if you don’t need it, it creates breathing room. Your future self will thank you!

Have Grace for Yourself

Remember: seasoned dentists and practice owners have the advantage of familiarity with their patient base. You’re playing catch-up on years of rapport and still learning how to pace procedures, manage team workflows, and navigate the unique energy each patient brings.

Running behind doesn’t mean you’re failing. It usually means you care.

But with a few strategic tweaks, you can honor your time and your patients’ trust.

Looking for additional resources on patient communication and how to succeed as a newly hired associate dentist? 

Click here to access a FREE webinar recording: Dr. Brandon Labe shares his journey and the crucial role of patient communication in his early success as a general dentist. Learn how to transition smoothly from academia to private practice, set patient expectations, increase treatment acceptance, and manage difficult interactions. He’ll also cover handling clinical errors, managing a 7-column schedule as a solo practitioner, and optimizing your dental team for a seamless practice environment.