SETTING UP YOUR PRACTICE: Your Office Needs
Personal Property Tax
County tax assessors can provide personal property tax worksheets to list tangible assets, such as equipment and furnishings, used in dental practices. For contact information, visit http://dor.myflorida.com/dor/property/.

Employee Tax
Dentists are required to withhold certain taxes from each employee’s paycheck. Dentists in business for themselves may want to consult an accountant. Required taxes are: federal, Medicare, Social Security and federal unemployment.

Use Tax on Out-of-state Purchases
Florida law imposes a 6 percent use tax on out-of-state purchases if sales tax was not paid at the time of purchase. The use tax normally applies to items purchased outside Florida, including another country, which are brought or delivered into this state, and would have been taxed if purchased in Florida.

Examples include:
• Purchases made through the Internet
• Mail-order catalog purchases
• Purchases made in another country
• Furniture purchased from dealers located in another state
• Computer equipment ordered from out-of-state vendors advertising in magazines

If an out-of-state seller fails to collect sales tax, the burden to voluntarily comply with Florida law is yours. You can submit payment directly to the Florida Department of Revenue. For information and forms, visit http://dor.myflorida.com/dor/ or call (800) 352-3671.

Unemployment
For unemployment guidelines, call Employer Taxpayer Information Services at (800) 482-8293 or http://dor.myflorida.com/dor/uc/.

Workers’ Compensation
The Department of Insurance administers Florida’s workers’ compensation program. Call the Division of Workers’ Compensation at (850) 413-1609; (800) 342-1741; or visit http://www.myfloridacfo.com/wc/.

Disaster Planning
The Florida Dental Health Foundation provides comprehensive disaster-planning information for the dental office in Five Step Guide for Disaster Preparedness & Recovery. You can access this guide online at http://www.floridadental.org/foundation/disaster.html. Topics covered include:
• Work sheets and checklists for earnings loss, generator costs, inspection guide, inventory, preparation, and telephone contacts
• Application forms – ADA and FDHF grants/loans
• Reviewing insurance coverage
• Chemical, biological and radiological threats
• Creating a written plan
• Protecting equipment and data
• Securing the office and property
• Hurricane disaster grants and loans for dentists
• Recovery process
• Volunteering
• Resources for recovery and mental health assistance, restoration services, and weather information
• Other sources of disaster recovery funds

After a disaster or storm impacts your area, be sure to contact your district dental association. Experience suggests dentists who contacted their component executive directors early, and maintained contact, fared better than those who did not. The information they shared allowed the executive directors to focus their resources on helping those in need recover more quickly.

Patient Records
Electronic Files: Backup your electronic patient files daily. This first backup should be maintained in a waterproof/fireproof/crushproof lock box in the office. As a second layer of protection, maintain a weekly backup off site. There are many commercial “off site” back up centers on the Internet.

Paper Files: Even if you have converted to all electronic patient files, you may have older paper files. According to a Summer 2009 statement from Florida’s Board of Dentistry, there are no published rules governing the disposition of soiled or damaged paper patient files. In the absence of rules, treat the damaged files as a potential biohazard risk.

Insurance
For more information, contact FDA Services Inc. at http://www.fdaservices.com/
Professional Liability – A professional liability policy protects dentists against malpractice claims brought against their practices. The policy covers damages for a variety of dental incidents. A policy also can cover hygienists and assistants employed in your office.

Office Package – This type of policy provides protection against personal injury or injury to others on the business premises. It also provides replacement-cost coverage on buildings and business personal property, including the property of employees and others under the insured dentist’s care, custody or control. It also can provide coverage for business interruption to pay ongoing expenses such as rent, utilities and some or all payroll expenses.

Windstorm – Because of recent active hurricane seasons, Florida carriers have tightened their underwriting guidelines for wind coverage (needed to insure damage from hurricanes). Dental offices that have been unsuccessful securing wind coverage for their building and/or business personal property in the voluntary or surplus lines markets (regardless of carrier) can contact FDA Services.

Flood – Property insurance does not include damage from flood waters, regardless of the source. The National Flood Insurance Program operated by the federal government provides most policies for damage from flooding.

Group and Individual Health – Health plans come in a variety of forms: indemnity, preferred provider (PPO), point of service (POS) and managed care (HMO). Dentists can choose from plans for individuals or include their staff.

Disability – This policy is designed to protect the income of dentists who can no longer work because of an accident or illness.

Workers’ Compensation – This policy covers job-related injuries or illness, including medical payments, disability payments and employers’ liability. Employers must have this coverage if they have four or more employees.

Pension/retirement Plan – Members and their employees can enroll in a qualified tax-deductible retirement program. The plan offers low expense charges and the flexibility of many investment options.

Life Insurance – This term-life policy offers competitive rates, portability, high maximum benefit amounts and the choice of locking in rates for up to 30 years.

Long-term Care – This policy provides funding for your care if you cannot care for yourself. Coverage helps pay for home-based care or a stay in a nursing home or assisted-living facility.

Homeowners and Automobile Insurance – These policies provide personal homeowner and automobile insurance with top carriers to protect your most valuable personal assets.