It’s no secret—this is one of the hardest times in recent memory to hire in dentistry. You post the job. You screen applicants. You even land a few interviews. But the candidates are either underqualified, unmotivated, or worse—ghosting after a day or two on the job. And when it comes to the role of dental administrator, it can feel nearly impossible to find the right fit.
But here’s the thing: You don’t just need someone at the front desk. You need the right someone. That person is often the first impression of your practice. They’re the voice on the phone, the reassurance to a nervous patient, and the one making sure your day flows smoothly from the first appointment to the last. Especially during difficult hiring seasons, hiring the right dental administrator requires intention, strategy, and a clear understanding of what you’re really looking for.
Let’s unpack what it takes to hire smart in not-so-easy times—and how to set your next admin hire up for long-term success.
Why Hiring a Great Administrator Is So Hard Right Now
The talent pool has shrunk across the board in dentistry. Administrators with experience are in high demand, and those without experience often lack the confidence or training to jump into a busy front desk role. On top of that, the expectations of today’s workforce are shifting—many candidates are looking for flexibility, rapid growth, and a clear sense of purpose in their work.
When practices are short-staffed or overbooked, there’s pressure to just “get someone in the seat.” But that quick-fix hire can create more problems than it solves: increased rework, dropped balls, patient miscommunication, and team stress.
What Makes the Right Dental Administrator So Valuable
A great dental administrator is more than a receptionist. They’re a communicator, coordinator, educator, and protector of your schedule and patient relationships.
Here’s what sets a strong admin apart—especially during challenging times:
- They anticipate problems before they happen. Whether it’s verifying insurance ahead of time, flagging schedule gaps, or noticing when a patient might need extra support—proactivity is their superpower.
- They create calm in chaos. From checking in a late patient to diffusing an insurance misunderstanding, a seasoned admin maintains professionalism and kindness under pressure.
- They understand the business side. They’re not just scheduling cleanings—they’re maximizing provider time, understanding case acceptance, and helping patients understand the value of treatment.
- They elevate the patient experience. From the first phone call to checkout, they set the tone. A friendly, informed, and confident admin builds trust and loyalty.
In short, hiring the right person in this role can directly impact your revenue, retention, and reputation.
What to Look for (Even If They Don’t Have Dental Experience)
You might be surprised to hear this—but some of the best dental administrators didn’t come from a dental background. They came from hospitality, retail leadership, medical administration, and even education. What matters most is their attitude, adaptability, and alignment with your culture.
Here are key traits to look for:
- Clear communicator – Can they speak professionally, confidently, and kindly?
- Problem-solver – Do they offer solutions or freeze in conflict?
- Organized multitasker – Can they juggle phones, check-ins, and scheduling?
- Tech-savvy – Are they comfortable learning dental software or digital workflows?
- Empathetic – Do they know how to read people and put patients at ease?
- Accountable – Do they own mistakes, follow through, and show up prepared?
If a candidate checks most of those boxes, don’t overlook them just because they haven’t worked in a dental office. With a structured onboarding and training plan, they may become your most loyal and high-performing hire.
How to Hire Smart in a Tough Market
Here are 6 strategic steps to improve your chances of hiring the right dental administrator—even when it feels impossible.
1. Refine Your Job Description
Don’t just list tasks—paint a picture of who you’re looking for. Describe your culture, your team values, and how this role contributes to the patient experience. Include growth opportunities and what success looks like.
2. Use Scenario-Based Interviewing
Skip the generic questions. Instead, ask how they’d handle real-life situations.
For example:
- “How would you respond to a patient who’s upset about a bill?”
- “What would you do if a provider is running 30 minutes behind and the waiting room is full?”
You’ll quickly see who has the instincts and people skills to thrive.
3. Prioritize Soft Skills Over Systems
You can teach Eaglesoft or Dentrix. You can’t teach empathy, common sense, or self-awareness. Focus on the human behind the resume.
4. Involve the Team
Have potential hires meet team members and shadow part of a shift. Your clinical team will appreciate being part of the process—and can often sense a good (or bad) culture fit.
5. Offer Clarity from Day One
Make sure your onboarding process is tight. Have a welcome plan, training checklist, and someone they can turn to for help. When new hires feel guided, they perform better faster.
6. Pay Attention to Red Flags
Tardiness to the interview, lack of questions, badmouthing former employers, or unclear communication are warning signs. Even in a tough market, trust your gut.
What to Do If You’re Short-Staffed Today
While you’re in the hiring process, here are a few ways to keep your front desk functional:
- Cross-train clinical team members to answer phones or check out patients in a pinch
- Use automation (online scheduling, text reminders, digital forms) to lighten the admin load
- Lean into temp agencies or part-time help to fill gaps while searching for the right full-time person
- Communicate openly with patients — a kind, transparent message goes a long way
- And most of all—don’t settle. The right fit is worth the wait.
Your Next Best Hire Is Out There—We Can Help You Find Them
At Bryant Consultants, we understand what it takes to build strong dental teams—even in seasons of staffing shortages. From crafting job postings that attract the right candidates, to building out interview guides, onboarding plans, and training systems—we’re here to support you every step of the way.
Need help finding or training the right dental administrator?
We’ll help you do it right the first time.
Visit www.bryantconsultants.com or call us today to schedule a hiring and team strategy session.
Hollie Bryant-Foust
CEO & Founder
