Checklist template

Dental equipment maintenance

A ready-to-use checklist with 118 items in 6 sections, covering Chairs and units, Compressor and vacuum, Handpieces, Sterilizers, Imaging equipment, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 118 Items
  • 93 Yes / No checks
  • 6 Scored ratings
  • 123 Points

Use this template How audits work

1. Chairs and units 20 items

  1. Chair upholstery is free of tears and cracks Yes / No 1 pt
  2. No hydraulic oil is visible on the floor under the chair bases Yes / No 1 pt
  3. A loaded chair holds its height without sinking Yes / No 1 pt
  4. The headrest locks in position Yes / No 1 pt
  5. The chair stops moving when the safety plate under the seat or backrest is pressed Yes / No 1 pt
  6. The operating light arm holds its position without drifting Yes / No 1 pt
  7. The lens and reflector of the operating light are clean Yes / No 1 pt
  8. The delivery unit arm holds its height with the brake on Yes / No 1 pt
  9. Handpiece tubing shows no cracks or leaks Yes / No 1 pt
  10. The air/water syringe does not drip when released Yes / No 1 pt
  11. Unit air and water filters are replaced on the manufacturer's schedule Yes / No 1 pt
  12. Drive air pressure at the unit is set to the specification of the handpieces in use Yes / No 1 pt
  13. Drive air pressure read at the unit checked (psi or bar) Number
  14. The foot control shows no air leak Yes / No 1 pt
  15. Chairside solids traps are cleaned or replaced on the schedule set by company policy Yes / No 1 pt
  16. High-volume suction and saliva ejector valves are taken apart, cleaned and lubricated on the manufacturer's schedule Yes / No 1 pt
  17. Stool casters roll freely Yes / No 1 pt
  18. Chairs in service Number
  19. Chairs out of service at the time of the visit Number
  20. Condition of the chairs and delivery units Rating
    • Fully working and intact 5 pts
    • Cosmetic wear or minor faults 3 pts
    • Faults affecting patient care 1 pt

2. Compressor and vacuum 24 items

  1. The mechanical room has a working vent or fan to keep the compressor cool Yes / No 1 pt
  2. Nothing is stored within 3 ft (1 m) of the compressor or the vacuum pump Yes / No 1 pt
  3. Mechanical room temperature (°F or °C) Number
  4. The oil level is within the sight-glass marks on lubricated compressors Yes / No 1 pt
  5. The compressor intake filter is replaced on the manufacturer's schedule Yes / No 1 pt
  6. Condensate is drained from the air tank at the interval set by the manufacturer, or the automatic drain is working Yes / No 1 pt
  7. The air dryer indicator shows dry air Yes / No 1 pt
  8. Air tank pressure (psi or bar) Number
  9. The compressor stops at its cut-out pressure instead of running continuously Yes / No 1 pt
  10. No air leak can be heard in the mechanical room with the compressor stopped Yes / No 1 pt
  11. Compressor run hours are recorded for service planning Yes / No 1 pt
  12. The vacuum pump inlet filter or solids separator is cleaned on the manufacturer's schedule Yes / No 1 pt
  13. Evacuation lines are flushed at the end of each day with a non-foaming cleaner approved by the pump manufacturer Yes / No 1 pt
  14. Vacuum level at the pump gauge (in Hg or kPa) Number
  15. The vacuum level is within the range stated by the pump manufacturer Yes / No 1 pt
  16. The air-water separator tank of a dry vacuum system drains as designed Yes / No 1 pt
  17. An amalgam separator is installed where required by local regulation Yes / No 1 pt
  18. The amalgam separator canister is below its replacement line Yes / No 1 pt
  19. Date the amalgam separator canister was last replaced Date
  20. The vacuum pump exhaust is piped outdoors Yes / No 1 pt
  21. The compressor and vacuum pump are switched off at the end of each day Yes / No 1 pt
  22. The employee asked could show the breakers and shut-off valves for the compressor and the pump Yes / No 1 pt
  23. Date of the last service visit for the compressor and vacuum pump Date
  24. Condition of the compressed air and vacuum systems Rating
    • Serviced on schedule and running in range 5 pts
    • Running with overdue service 3 pts
    • Pressure or suction below range 1 pt

3. Handpieces 18 items

  1. Each high-speed handpiece is run free before the first patient to check for noise and vibration Yes / No 1 pt
  2. The handpiece lubricant in use is the one specified by the handpiece manufacturer Yes / No 1 pt
  3. The automated handpiece maintenance unit has oil above its minimum mark Yes / No 1 pt
  4. High-speed chucks are cleaned weekly Yes / No 1 pt
  5. A bur pull test is done on each high-speed handpiece on the schedule set by company policy Yes / No 1 pt
  6. Fiber-optic surfaces are cleaned with an alcohol swab before sterilization Yes / No 1 pt
  7. Coupler O-rings are in place and undamaged Yes / No 1 pt
  8. Low-speed motors and attachments are lubricated as the manufacturer instructs Yes / No 1 pt
  9. Handpieces that are noisy, vibrating or running hot are removed from use Yes / No 1 pt
  10. Turbine replacements are recorded for each handpiece Yes / No 1 pt
  11. Repairs are sent to the service provider approved by the company Yes / No 1 pt
  12. Handpieces in service Number
  13. Handpieces out for repair Number
  14. Each operatory has enough handpieces to sterilize them between every patient Yes / No 1 pt
  15. Cords of electric handpiece motors show no cuts or kinks Yes / No 1 pt
  16. Ultrasonic scaler inserts are replaced at the wear limit on the manufacturer's guide Yes / No 1 pt
  17. Endodontic motors are calibrated as the manufacturer instructs Yes / No 1 pt
  18. Handpiece care Rating
    • Maintained and tracked for every handpiece 5 pts
    • Maintained but not tracked 3 pts
    • Maintenance irregular 1 pt

4. Sterilizers 18 items

  1. Sterilizer door gaskets are wiped and inspected weekly Yes / No 1 pt
  2. Door gaskets are replaced at the interval stated by the manufacturer Yes / No 1 pt
  3. The chamber and trays are cleaned with the manufacturer's cleaner on the stated schedule Yes / No 1 pt
  4. The reservoir is drained and refilled on the manufacturer's schedule Yes / No 1 pt
  5. Chamber and drain filters are cleaned or replaced on the manufacturer's schedule Yes / No 1 pt
  6. Air and bacteriological filters are replaced at the stated cycle count or interval Yes / No 1 pt
  7. The cycle counter reading is recorded at each service Yes / No 1 pt
  8. Cycle count of the main sterilizer Number
  9. The pressure relief valve is checked on the manufacturer's schedule Yes / No 1 pt
  10. Each sterilizer was serviced or calibrated by a technician within the interval set by the manufacturer Yes / No 1 pt
  11. Date of the last technician service of the main sterilizer Date
  12. The printer or data logger of each sterilizer records cycles legibly Yes / No 1 pt
  13. Error codes displayed by a sterilizer are written in the fault log Yes / No 1 pt
  14. A backup sterilizer or a written contingency plan exists for a breakdown Yes / No 1 pt
  15. The ultrasonic cleaner tank shows no pitting or leaks Yes / No 1 pt
  16. Instrument washer filters and spray arms are cleaned on the manufacturer's schedule Yes / No 1 pt
  17. The water distiller is descaled on the manufacturer's schedule, where one is used Yes / No 1 pt
  18. Maintenance of sterilization equipment Rating
    • All tasks on schedule 5 pts
    • Some tasks overdue 3 pts
    • No schedule followed 1 pt

5. Imaging equipment 19 items

  1. The arm of each intraoral X-ray unit holds the tube head in position without drifting Yes / No 1 pt
  2. No oil is leaking from an X-ray tube head Yes / No 1 pt
  3. The cord of each exposure switch is undamaged Yes / No 1 pt
  4. The control panel of each X-ray unit shows no error code when switched on Yes / No 1 pt
  5. Date of the last technician service of the X-ray units Date
  6. Sensor cables show no kinks or exposed wire Yes / No 1 pt
  7. Sensor housings show no cracks Yes / No 1 pt
  8. Sensors hang on a holder with the cable loosely looped Yes / No 1 pt
  9. Phosphor plates are checked for scratches and replaced when images show artifacts Yes / No 1 pt
  10. The rollers of the phosphor plate scanner are cleaned on the manufacturer's schedule Yes / No 1 pt
  11. A test image is taken on the schedule set by company policy and compared with the reference image Yes / No 1 pt
  12. The panoramic unit's chin rest and positioning lights work Yes / No 1 pt
  13. The cone beam unit is calibrated on the manufacturer's schedule Yes / No 1 pt
  14. The intraoral scanner is calibrated on the manufacturer's schedule Yes / No 1 pt
  15. The battery of a handheld X-ray unit holds its charge through a session Yes / No 1 pt
  16. A restore test of the image backup was done within the period set by company policy Yes / No 1 pt
  17. Retakes caused by equipment faults are recorded Yes / No 1 pt
  18. Sensors in service Number
  19. Condition of the imaging equipment Rating
    • Working, inspected and calibrated 5 pts
    • Working with overdue checks 3 pts
    • Faults affecting image quality 1 pt

6. Records 19 items

  1. An equipment list shows make, model, serial number, installation date and location Yes / No 1 pt
  2. A preventive maintenance schedule lists daily, weekly, monthly and annual tasks Yes / No 1 pt
  3. Tasks on the schedule are initialed for the last 30 days Yes / No 1 pt
  4. The fault log shows the date, the problem, the action taken and the date fixed Yes / No 1 pt
  5. Open faults on the fault log Number
  6. Age of the oldest open fault (days) Number
  7. Technician service reports are filed by piece of equipment Yes / No 1 pt
  8. Operating manuals are available on paper or on a shared drive Yes / No 1 pt
  9. The service company's phone number and after-hours number are posted Yes / No 1 pt
  10. Warranty end dates are tracked on the equipment list Yes / No 1 pt
  11. A kit of spare parts (O-rings, gaskets, bulbs, fuses, traps) is stocked Yes / No 1 pt
  12. One employee is named as responsible for maintenance Yes / No 1 pt
  13. New employees are shown the daily maintenance tasks before working alone Yes / No 1 pt
  14. Operatory hours lost to equipment breakdown in the last 3 months Number
  15. Equipment past its service life is listed on a replacement request sent to the regional office Yes / No 1 pt
  16. Corrective actions from the previous equipment review have been completed Yes / No 1 pt
  17. Name of the employee responsible for maintenance Short text
  18. Overall state of equipment maintenance Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  19. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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