Preventive maintenance checklist for dental equipment

The amount of work required for the routine cleaning and maintenance of your dental office may seem overwhelming.

By developing an equipment maintenance checklist, you will have an overview of the tasks, divided up into their proper categories and be able to assign specific tasks and duties to your dental team, according to regular time slots.  Magically, the work will suddenly seem a lot more manageable.

We have compiled a tried-and-tested dental equipment preventive maintenance checklist for most, if not all, of the regular maintenance tasks and dental office cleaning duties. They are what your team should be doing on a daily, weekly, monthly and yearly basis.

After all, knowing what to do and when to do them is really the first step to making sure your equipment are well taken care of. This is also the most cost-efficient way for your dental practice to avoid an expensive dental equipment repair. 

Dental Equipment Maintenance: At the beginning of each day

Clean handpieces and syringes

This should be done before any other task in order to avoid cross-contamination issues later on. If possible, perform these steps using an ultrasonic cleaner or steam sterilizer.

Inspect the water supply and ensure it is adequate and clean

Ensure that all parts of the machine have been thoroughly cleaned prior to use. Check for leaks around the unit and make sure there’s no debris lodged inside. Also check for signs of corrosion, which can indicate potential problems down the road.

Top up the ultrasonic cleaning tank

Make sure you are using a sterile container when topping off your ultrasonic. It may also be helpful to add some distilled water to help prevent mineral build-up.

Check the suction tubing for kinks or obstructions

If there’s any debris in it, flush it out. This helps prevent blockages that can cause air bubbles inside the tube and make it harder to remove plaque from teeth.

Clean the dental unit and surrounding area

Wipe down all surfaces on and around the dental unit including the floor under the sink where the machine sits. You should see no buildup on these areas.

Sanitize all equipment and surfaces

Use a sanitizer solution such as hydrogen peroxide or alcohol wipes to wipe down all of your instruments and supplies before you use them again. Make sure you rinse everything thoroughly after using each instrument.

Check the sterilizer levels before switching them on

The level in the reservoir that holds the sterile water for cleaning is important because if there isn’t enough, then not only will bacteria grow, but so will mould! If it looks dirty, change out the filter cartridge.

Make sure all waste containers are empty and clean

Make sure you have a place to dispose of used needles and other medical equipment safely. It’s best to use sharps disposal boxes or bins provided specifically for this purpose. These should be emptied regularly as well as cleaned thoroughly. These simple steps help prevent cross-contamination from occurring between patients.

Switch on the air compressor systems and master water valve

If your practice has centralised compressed air, make sure it is switched on before starting any work. The same goes for the master water supply valves; if these aren’t working correctly, then there could be serious consequences.

Dental Equipment Maintenance: At the end of each day

Clean equipment using disinfectant

This includes cleaning instruments such as scalers, ultrasonic units, drills, etc., in addition to other items that may need regular cleaning, including handpieces, suction tubing, light bulbs, mirrors and chairs. Disinfectants are available over the counter from pharmacies and supermarkets.

Wipe down work surfaces

Wipe all surfaces with an anti-bacterial wipe or cloth.

Turn off nitrous-oxide and oxygen cylinders

These gases can cause damage if they leak out into your office environment. The cylinder valves should also be closed before leaving the office.

Store equipment in a dry place

This includes any instruments that may come into contact with saliva or blood such as drills, burs, saws, etc. They must always be stored away from direct sunlight. Dental offices often have cabinets specifically designed for storing these items.

Clean and lubricate valves and o-rings

This applies to HVEs and saliva ejector valves. You would need to disassemble the parts so that you could clean all surfaces thoroughly.

Empty and clean the ultrasonic machine

Cleaning the machine removes any debris left over by previous surgeries. Remember to unplug the power supply before draining the solution.

Make sure not to set any parts directly on the bottom of the tank as it may increase the likelihood of cavitation erosion. You may use a tray or basket to hold parts in the unit.

Switch off all delivery units

Power down your equipment and instruments including all x-rays, scalers, air polishers, vacuum, sterilisers, air compressor systems, etc.

Restock supplies as necessary

Check for stock levels and restock with new items where needed. If you are using an autoclave ensure that there is enough water available for steam generation during the sterilization cycle.

Dental Equipment Maintenance: Weekly tasks

Clean steam sterilizer

The most common cause of failure is debris build up within the steam chamber which can lead to clogging and overheating. Ensure adequate ventilation so no smoke is produced.

Clean and lubricate suction components

Devices such as HVE and Canister need to be disassembled and cleaned regularly with vacuum line cleaners. The tubing and delivery unit traps should also be checked periodically for leaks or signs of wear and tear – replace if necessary.

Check the electrical cords for wear and tear

Check the length of any cord that connects your instruments together. You can also check whether they are frayed at their ends by pulling apart the strands. This ensures that no one touches an electrically charged wire with bare skin.

Check oil on compressors and drain tank

If you have not installed an auto-drain function on your compressor unit, you will have to drain the compressor tank manually.

Dental Equipment Maintenance: Monthly tasks

Check HVEs and saliva ejector valves for wear and tear

Check the valve body for any cracks or damage which may allow germs into the system; remove the rubber gasket around the valve stem and inspect it for holes or tears in the material.

Inspect equipment for wear and tear

Inspect all components of the machine including the handpiece, syringe, motor assembly, electrical connections, etc., for signs of wear and tear. Replace worn parts as needed.

Maintain x-ray intensifying screens and Pan/ Ceph cassettes 

It’s important to maintain a quality image on your x-rays. Screens are cleaned using intensifying screen cleaner, while cassettes can be wiped down with alcohol swabs. Use only water to clean the cassette holder. Do not use solvents such as acetone or methylene chloride because they will dissolve the plastic film used to make them.

Replace your filters

Filters are an important part of maintaining a healthy environment within the office. They should be changed monthly depending on how often they become clogged with debris from patients’ mouths. The manufacturer’s instructions must always be followed when replacing these filters.

Check intensity of curing light

If you notice that the light is too bright and causes discomfort, it may indicate that the bulb needs replacement. Too much heat during polymerization could also cause damage to the teeth; if this occurs, then the dentist should replace the lamp immediately.

Check sterilizer pressure relief valve

This device allows air or gas in the chamber to escape as necessary so that the vaporized solvent does not build up inside the unit until the time comes for its use. It can easily become clogged with debris from dental procedures, which would prevent proper functioning. Therefore, it is important to check on a regular basis whether any residue has built up around the vent opening.

Dental Equipment Maintenance: Yearly tasks

Calibrate equipment

Periodic calibration is needed for some instruments such as ultrasonic scalers and lasers because they are sensitive apparatus whose accuracy depends upon their precise alignment with respect to each other. They may also be affected by temperature and humidity changes as well as ageing of their components.

Calibration ensures that all of these devices work at maximum efficiency throughout their useful life span. Other dental equipment that requires annual calibration are x-ray equipment, intraoral cameras, light curing units, etc.

When in doubt whether your equipment needs calibration, consult the manufacturer’s equipment specialist team.

Check sterilizer door

Door seals on the sterilizer can become brittle over time due to exposure to steam or moisture. This causes them to crack and leak which results in contamination of the interior environment of the instrument tray. The solution is to replace any cracked seal immediately.

Check handpiece delivery system

Handpieces have a rubber tubing attached to it with an airtight connection. If this connection fails then there will be no pressure inside the tube causing fluid to drip out when used. Check that all connections are tight and free from debris. Also check that both ends of the tubing are sealed tightly against the handpiece by pressing down firmly.

Check intra-oral x-rays for drift

Drift occurs when the radiation beam does not stay on the same spot as before, but moves slightly towards or away from the patient’s mouth. It can occur if the machine has been moved around during use.

Check air abrasion units

The unit should have two small tubes at one end which allow water to flow through them so you need to make sure they are periodically topped up to prevent drying in between uses. Air abraded surfaces need to dry completely after each use. The unit needs to be cleaned and filled with fresh water every 6 months.

Check oil filters on the vacuum system

If this gets clogged it is recommended that you change them at least once per year.

Also: Read the Definitive Guide to Dental Equipment Maintenance.