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Throughout the document you will see type in Bold and type in italics. Bold type usually
means you must insert a specific name (facility, department, individual or State). Italicized type
usually indicates an example.
Check each policy for your facility’s unique requirements and practices.
This facility adheres to the [Organization] guidelines for [topic]. According to the
[organization’s] [Year] [position, policy or clinical guidelines]:
You may elect to include this statement and then use the entire recommendation or
guideline in quotes.
It is recommended you use the authoritative source whenever possible. You may use the
above statement and simply insert your facility’s name, the topic, the organization, date and
type of recommendation in the bold sections.
1
Acknowledgements:
Thanks to all of the dental programs and individuals who have contributed to this document.
Those who have contributed enitre policies, statements, recommendations or assisted in
revising or editing include:
Nick Porcello
Lionel R. John Health Center
Seneca Nation
2
Sample Policy Authorization Formats
Revision Date:
Supersedes:
Signatures:
___________________________/_____________
Date
___________________________/_____________
Date
___________________________/_____________
Date
Effective Date:
Revision Date:
Supersedes:
Signatures:
3
Table of Contents
Sample Title Page with Signatures.....................................................3
Section A: Administration
A.1. Dental Program Policies and Procedures...................................6
A.2. Organizational Chart...................................................................9
A.3. Dental Program Summary...........................................................10
A.4. New Employee Orientation..........................................................12
A.5. Ordering/Requisitioning Supplies...............................................15
A.6. Privileging/Credentialing.............................................................16
A.7. Documentation.............................................................................17
A.8. Pain Documentation....................................................................19
A.9. Medical Records..........................................................................22
A.10. Staff Assignments and Duties....................................................23
A.11. Staff Training..............................................................................24
A.12. Students, Trainees and Volunteers...........................................25
A.13. Leave.........................................................................................28
A.14. Dress Code................................................................................30
A.14. Patient Satisfaction....................................................................31
Section C: Environment
C.1. Infection Control..........................................................................119
C.2. Radiological Protection...............................................................135
C.2. Equipment Maintenance and Product Recalls............................136
C.3. Nitrous Oxide Safety...................................................................136
C.4. Fire Plan......................................................................................139
C.5. Mercury Hygiene.........................................................................140
C.6. Safety...........................................................................................144
C.7. Precious Metal Recovery............................................................146
C.8. Hazardous Communications.......................................................147
5
SECTION A—ADMINISTRATION
A.1 DENTAL PROGRAM POLICIES AND PROCEDURES
PURPOSE
The purpose of the dental program is to provide quality clinical dental services in a
professional and efficient manner to those eligible for care at [Facility] Health Department.
This manual will act as a guide of policies to follow procedures set by the [Facility] Health
Department, and the Dental Clinic.
PROCEDURE
Mission Statement
The [Facility] Health Department is dedicated to the healing and well being of the individual,
family and community.
Vision Statement
To commit ourselves to continuously improve all that we do.
To provide our patients with the best possible health care and to support them in
their healing process.
To support healthy lifestyle choices and educate on health related issues.
To focus our daily affairs on our staff and community in order to provide quality
services and information in a trustworthy manner.
The dental department will serve as an integral part of the [Facility] Health Department
providing services in the diagnosis, treatment and prevention of oral disease. This treatment
may include emergency care, preventive services, oral surgery, restorative procedures, root
canal therapy and prosthetics.
Services will be based on established priorities as listed in the Schedule of Oral Health
Services for the Indian Health Service and on available appointments.
The dental clinic will also serve as a referral center.
Referrals will be made based on established priorities and available resources.
Policy Implementation
The policy of the dental department will be implemented through an organizational chart,
(See Policy A.2), and through a series of policies and procedures that follow. This department
is part of the entire facility and works within its guidelines. This department does not function
independently. Many patients seen by the dental clinic and staff of the dental clinic require
services from other departments of the facility.
Organizational Integration
The organizational structure of the facility and the department do not allow this department to
work independently when delivery of care is comprehensive in its nature. The mouth and oral
structures are only a portion of the patient and the total patient is our concern. Medical
6
complications, patient education, and treatment of that patient in the dental department are
coordinated with all patient care delivery departments and support departments.
The dental department is a portion of the clinical division of that is supervised by the health
director. Scheduled meetings are held to discuss concerns and interaction with the Support
Services Division. Organizational tables will outline this interaction and will follow this section.
Budget
7
The departmental budget is developed each fiscal year. This planning includes the recurring
allowance and expected expenditures for salary, transportation, training, supplies, and
equipment. This budget is developed by the health director. Budgeted items that are planned
by several departments are negotiated prior the beginning of the fiscal year.
Staffing
Staffing levels are determined by the tasks involved in delivery of oral health care to this
community and these levels are also determined by a budgetary component with remote
decisions affecting the number of employees in this department. Recommend staffing levels
include (state desired staffing levels).
Staff Competency
Staff competency is measured by multiple means. Positions descriptions are in place for all
staff. Each position also has a performance appraisal plan to measure the incumbent's
performance and is done annually. Other factors include annual continuing education for all
employees necessary to maintain licensure and as required by the [State] and the [Facility]
Health Department.
8
A.2 ORGANIZATIONAL CHART
PROCEDURE
Description and Organization
The [Facility] Dental Program is directly responsible to the health director. The Dental Program
is the responsibility of the [individual].
Staff
[Staff, eg. Dentist, dental assistant, hygienists, receptionist, others] staff the dental clinic.
Referrals to private specialists are provided through contract health service funds or other
funds identified by the [Facility] Health Department.
Scope of Work
The dental program is designed to provide basic preventive and restorative dental services to
the entire family through education, disease prevention services, diagnosis and treatment of
oral health problems.
Each adult is responsible for his/her dental health. Parents/legal guardians are responsible for
the dental health of their legal wards.
Medically Necessary Care
This facility adheres to the American Academy of Pediatric Dentistry’s (AAPD) guidelines for
medically necessary care (MNC). According to the AAPD’s 2011 guidelines:
MNC is defined as:
“Medically necessary care (MNC) is the reasonable and essential diagnostic, preventive, and
treatment services (including supplies, appliances, and devices) and follow-up care as
determined by qualified health care providers in treating any condition, disease, injury, or
congenital or developmental mal-formation. MNC includes all supportive health care services
that, in the judgment of the attending dentist, are necessary for the provision of optimal quality
therapeutic and preventive oral care. These services include, but are not limited to, seda-tion,
general anesthesia, and utilization of surgical facilities. MNC must take into account the
patient’s age, developmental status, and psychosocial well-being, in addition to the setting
appropriate to meet the needs of the patient and family.” (AAPD, 2011. Available online at
http://www.aapd.org/media/Policies_Guidelines/D_MedicallyNecessaryCare.pdf)
“Dental care is medically necessary to prevent and eliminate orofacial disease, infection, and
pain, to restore the form and function of the dentition, and to correct facial disfiguration or
dysfunction. MNC is based upon current preventive and therapeutic practice guidelines
formulated by professional organizations with recognized clinical expertise. Expected benefits
of MNC outweigh potential risks of treatment or no treatment. Early detection and management
of oral conditions can improve a child’s oral health, general health and well-being, school
readiness, and self-esteem. Early recognition, prevention, and intervention could result in
savings of health care dollars for individuals, community health care programs, and third party
payors. Because a child’s risk for developing dental disease can change over time, continual
professional reevaluation and preventive maintenance are essential for good oral health. Value
of services is an important consideration, and all stakeholders should recognize that cost-
effective care is not necessarily the least expensive treatment.
The AAPD encourages:
1. oral health care to be included in the design and provision of individual and community-
based health care pro-grams to achieve comprehensive health care.
2. establishment of a dental home for all children by 12 months of age in order to institute
an individualized pre-ventive oral health program based upon each patient’s unique caries
risk assessment.
3. health care providers who diagnose oral disease to either provide therapy or refer the
patient to a primary care dentist or dental/medical specialist as dictated by the nature and
complexity of the condition. Immediate intervention is necessary to prevent further dental
destruction, as well as more widespread health problems.
4. evaluation and care provided for an infant, child, or adolescent by a cleft lip/palate,
orofacial, or craniofacial de-formities team as the optimal way to coordinate and deliver
such complex services.
5. the dentist providing oral health care for a patient to determine the medical indication
and justification for treatment. The dental care provider must assess the patient’s
developmental level and comprehension skills, as well as the extent of the disease
process, to determine the need for advanced behavior guidance techniques such as
sedation or general anesthesia.” (AAPD, 2011. Available online at:
http://www.aapd.org/media/Policies_Guidelines/P_MedicallyNecessaryCare.pdf)
These principles of Medically Necessary Care will be applied to all dental services for patients
of all ages.
Patient Rights
Describe process of informing patients of their rights.
Example:
Upon registration patients are informed of their rights and responsibilities. Each patient or
parent/guardian acknowledges understanding of these policies by signing a form which is kept
in their patient registration chart.
Protected Information
The confidentiality of patient records will be maintained according to the Privacy Act of 1974
and Health Insurance Privacy and Accountability Act (HIPAA). Any release of patient
information not covered under “Routine Uses” provision of the Privacy Act and/or HIPAA must
be authorized by the patient, the patient's legal guardian or by court order. Patients are
informed of their HIPAA rights at registration.
Grievances
Grievances concerning the dental program can be brought by patients directly to the
[appropriate individual]. The grievance will be fully investigated and the patient informed of
the findings in a timely manner.
A.4 NEW EMPLOYEE ORIENTATION
PURPOSE
To ensure each dental clinic employee receives personnel policies of [facility] and all
information necessary to deliver quality dental care.
PROCEDURE
When reporting for duty the employee will be given the standard General
Orientation form by their supervisor, other facility departments, and facility management.
LEAVE POLICY
GRIEVANCE PROCEDURES
PURPOSE
To establish an efficient system for monitoring and procuring supplies necessary for the dental
clinic and related community dental programs.
PROCEDURE
The [appropriate staff] will be responsible for maintaining the supply system, the
[appropriate staff] shall act as the alternate.
Ordering Supplies
[Example]
Supplies for the Clinic will come from three sources. One is (primary) the Central Supply
Service Center at Ada, Oklahoma. The other sources are from (secondary) manufactures with
GSA contracts and (tertiary) open purchasing supplies from the manufacturers.
Monthly an issue book will be sent from Central Supply Service Center to the dental clinic.
Within three days of receiving the book, the items needed should be recorded and the book
returned to Central Supply. When Central Supply delivers the order the issue book will need
to be signed and returned to the facility supply clerk. The staff dental officer shall keep a
register of computer generated stock issues for each month with cost/quantity data on file in
the clinic.
Outside purchases should be obtained from vendors with a government contract or at the
lowest possible price. Form 393 will need to be completed and submitted to the Chief Dental
Officer for approval. After approval the form will be submitted to the facility administration for
processing. Approval will be based on available funding resources. The staff dental officer
shall maintain a register of all purchases utilizing direct issue funds.
If a shortage of needed supplies should occur during the month, an emergency requisition may
be prepared and have General Services process it with the Health Director's approval.
Inventory
Describe system of monitoring inventory
A.6 PRIVILEGING/CREDENTIALING
PURPOSE
The primary purpose of this process is to ensure that only practitioners who are qualified and
competent to practice are delivering services to patients. The process not only helps to
enhance patient safety, but it also helps to protect the health care organization from liability.
Credentialing is the process of documenting the licensure, professional education and training,
experience, current competence, and health status of a practitioner. Privileging is establishing
the manner in which a practitioner is allowed to practice (i.e., the scope of practice and types
of procedures carried out by the medical practitioner).
PROCEDURE
[Facility] Dental Program will follow Medical/Dental Staff Bylaws or other guidance established
by the Facility’s Governing Body. Copies are on file [location].
Dental Privileges Request Forms and Application for Appointment to the Medical Staff are
completed by each dentist, [and hygienist if Bylaws specify dental hygienists as providers]
and a copy kept in [location].
All visiting and temporary staff will follow the guidelines outlined in the Medical Dental Staff
Bylaws or other guidance established by the Governing Body. Credentials will be checked prior
to any providers’ delivery of services. All non-licensed staff will be assigned to a mentor for
direction and oversight.
Each dental program should use a Core Dental Privileging Request Form. Dentists [and
hygienists if appropriate] requesting privileges for clinical services must specify categories for
which privileges are requested. Full or limited privileges will be granted or denied on the basis
of the requesting the provider’s documented training and experience. Documentation of
licensure, training and experience in the form of an appropriate training certificate or a letter
specifying past experience from the requesting dental provider’s current or immediate past
dental supervisor must accompany the Dental Privileges Request Form. [Insert Privileging
Application form]
A.7 DOCUMENTATION
PURPOSE
To ensure adequate record keeping for all services provided by the dental clinic.
PROCEDURE
Dental Record
The dental record may be maintained in a hard copy (paper chart) or in an electronic dental
record. Regardless of format, the minimal requirements of the dental record are:
1. Medical history
2. Pain documentation
3. Progress notes including all clinical impressions, treatments, medications, procedure
codes, and next visit needs
4. Examination and treatment plan form (for comprehensive care)
5. SOAP format (required for Emergency Care)
6. Consultations and referrals if needed
7. Laboratory prescriptions and results if needed
8. Radiographs and documentation that x-rays were read
9. Provider’s signature with credentials (may be an electronic signature for EDR)
Documentation
At every dental visit the dental provider will update and sign or initial the medical history.
Medical history update may be done on the medical history form or in the progress note. All
dental services will be documented in ink, contain the date and services provided, and contain
the provider’s signature with credentials. Precautions needed for specific physical status will be
noted as needed (e.g. appropriate premedication, laboratory test results, or blood pressure
recorded for patients with a history of hypertension)
Informed consent will be obtained for all routine services. See “Informed Consent” Policy B.13
for a full description of informed consent procedures.
Progress notes will indicate the patient’s pain (0-10 scale) at each dental appointment. See
Policy A.7 for complete pain assessment and documentation.
Emergency Visits
The dentist will use the S.O.A.P. format for all emergency visits.
1. SUBJECTIVE S-COMPLAINT, PATEINT’S REPORT OF SYMPTOMS
2. OBJECTIVE O-OBSERVATION OF PROBLEM, RESULTS OF
DIAGNOSTIC TESTS
3. ASSESSMENT A-DIAGNOSIS
4. PLAN P-TREATMENT PROVIDED
Routine Care
A comprehensive examination form will be completed at the initial dental exam, in the event of
significant medical or dental changes, or at least every 3 years. The examination form will
contain a record of findings in the oral cavity for hard and soft tissues, periodontal screening,
temporomandibular joint health, orthodontic status, and documentation that radiographs have
been read by the dentist, and radiographic results. A treatment plan based on the results of the
examination will be completed. Updates or changes to the treatment plan will be dated and
initialed by the dentist as needed. Upon completion of the examination form, the dental
provider will explain the findings of the exam to the patient or parent/guardian and obtain
informed consent for the proposed treatment plan.
A.8 PAIN DOCUMENTATION
PURPOSE
To establish consistent procedures for assessing and documenting patient’s pain, using an age
appropriate assessment tool.
PROCEDURE
Progress notes will indicate the patient’s pain (0-10 scale) at each dental appointment. If pain
is indicated, progress notes will include a description of pain intensity and quality (e.g. location,
duration, exacerbating or relieving factors) and management strategies. (See Attached Adult
and Pediatric Pain Scale Assessment tools)
If a patient’s pain cannot be adequately managed by the treating dentist, the patient will be
referred for appropriate assessment and treatment. (See Pain Management Policy #B.16)
Adult Pain Assessment Scale
0 1 2 3 4 5 6 7 8 9 10
No Mild Moderate Severe Very Worst
Pain Pain Pain Pain Severe Possibl
Pain e
Pain
0 = No Pain
1-3 = Mild Pain – MILD PAIN ANNOYING – pain is present but does not limit activity
4-5 = Moderate Pain – NAGGING PAIN, UNCOMFORTABLE, TROUBLESOME – can do most activities
with rest periods
6-7 = Severe Pain – MISERABLE, DISTRESSING – unable to do some activities because of pain
8-9 = Very Severe Pain – INTENSE, DREADFUL, HORRIBLE – unable to do most activities because of
pain
10 = Worst Possible Pain – WORST PAIN POSSIBLE, UNBEARABLE – unable to do any activities
because of pain
Pediatric Pain Assessment Scale
0 1 2 3 4 5 6 7 8 9 10
No Hurts Hurts Hurts Hurts Hurts
Hurt Little Little Even Whole Wors
Bit More More Lot t
0 = No Hurt
1-3 = Hurts Little Bit – MILD PAIN ANNOYING – pain is present but does not limit activity
4-5 = Hurts Little More – NAGGING PAIN, UNCOMFORTABLE, TROUBLESOME – can do most activities
with rest periods
6-7 = Hurts Even More – MISERABLE, DISTRESSING – unable to do some activities because of pain
8-9 = Hurts Whole Lot – INTENSE, DREADFUL, HORRIBLE – unable to do most activities because of
pain
10 = Hurts Worst – WORST PAIN POSSIBLE, UNBEARABLE – unable to do any activities because of
pain
A.9 MEDICAL RECORDS
PURPOSE
To ensure confidentiality and patient privacy and prevent loss, tampering and unauthorized
access, the [Facility] Medical Records policies will be followed.
PROCEDURE
Confidentiality
All patient information is confidential. Privacy Act and HIPAA training must be completed within
30 days of employment. Documentation of completed training will be placed in each
employee’s personnel file. Information not covered under “Routine Uses” in the HIPAA rule can
only be copied or removed from the dental file upon signed request from the patient. All
information in a patient’s record is subject to HIPAA regulations.
Records are not to be left open in patient areas and charts are not to be left in public areas
unattended. Schedules with names and procedures will not be left in areas visible to patients.
Computer terminals will be situated in such a manner that information cannot be seen by non-
staff. Computer terminals will not be left unattended while the employee is logged on
(exception: employee uses computer “lock” function).
Data (Hard Copy Charts)
All patient visit data must be entered into the dental record by the end of the day of the patient
visit. Charts must be monitored or kept in a secure location at all times. All charts must be filed
by the end of each day with the exception of charts that are 'pulled' for future appointments.
“Pulled” charts must be kept in a secure location. Patient visit data must be entered into the
computer system no more than [## days] following the dental visit.
Training in Information Management
Training for dental documentation will be performed on-site or arranged off site to fulfill
requirements for the facility or the department. This training will be documented by [CE
coordinator].
A.10 STAFF ASSIGNMENTS AND DUTIES
PURPOSE
To describe staff requirements necessary to provide quality oral health services.
PROCEDURE
[Develop your own Staffing requirements]
Example:
The full time, permanent Dental Clinic staff will consist of two general dentists and five auxiliary
personnel. The auxiliary personnel will be composed of one dental assistant supervisor, one
dental hygienist, two chair side dental assistants, and one dental receptionist.
When available the dental hygienists will schedule patients through the dental receptionist.
The hygienists will be responsible for starting new adult patients and seeing referrals from the
dentists. New adult patients will be examined and treatment planned by the dentist assigned
to exam duty. The hygienists will primarily work unassisted, but may be assigned an assistant
depending upon staffing for the day.
When available, contract dental personnel shall be assigned to any free operatory. The
contract dental personnel shall see specialty dental assignments referred to them by the full
time dentists
Additional temporary providers, volunteers, and non-permanent employees will be assigned
into the clinic schedule to expand services when available.
Wednesday mornings no patients will be scheduled. Staff will use this time to attend meetings,
stock dental units, complete required documents, or other administrative duties.
PURPOSE
Training of employees is an indispensable portion of the function of the clinic. Training
ensures that consistent quality procedures are provided in the dental clinic and community.
PROCEDURE
Training will be used to develop and improve abilities necessary to protect patients, provide
high quality dental care, ensure effective programs and promote team cohesiveness to fulfill
the mission of the department. Training may be provided through in-services at the facility,
external continuing education (CE) courses, online CE courses, agency sponsored conference
calls, or other distance learning mechanisms.
In-Service
This training will be arranged through the [CE coordinator]. This training will be specific and
will fulfill specific objectives such as orientation, safety, infection control, Occupational Safety
and Health Administration (OSHA) requirements, Privacy Act/HIPAA, hazardous situations,
record keeping, and other required topics. Outside presenters will be obtained to provide
training for those topics that cannot be provided by this facility.
Continuing Education
Continuing education (CE) will be provided annually as resources permit. If resources become
limited, prioritization will be done by the [Program Director]. Preference for external CE will be
given to staff members who must obtain continuing education to maintain licensure and/or
certification.
Employees are responsible for finding appropriate CE courses, determining if those CE
courses fulfill State requirements, and requesting CE through the supervisor. Each licensed or
certified dental staff member is responsible for completing adequate continuing education to
maintain licensure or certification. Individual staff members are responsible for maintaining
documentation of CE courses and reporting CE to the State licensing board as required.
Training needs will be determined by employee performance evaluations. Training requests
must be submitted to and approved by [appropriate individual]. Each staff will identify long
and short term training goals. Training priorities will be set by:
1. Improvement of skills necessary for job performance.
2. New techniques to be used in assigned clinical duties.
3. New clinical duties.
4. Acquiring skills that are identified as needs of the facility or department.
A.12 STUDENTS, TRAINEES and VOLUNTEERS
PURPOSE
The [facility] may utilize students, trainees, and volunteers either in the provision of direct care
or in direct support of health care services at the clinic.
The purpose of this policy is to outline the guidelines at [facility] for the provision of care for
student externs, trainees, and volunteer health care providers.
PROCEDURE
Each student, trainee, or volunteer (herein referred to as volunteer) who provides direct care at
the [facility] shall secure authorization from the [facility] Medical Director prior to providing
any direct care on patients. [Insert types of documentation required] shall be furnished at
least [time period required for document submission] prior to reporting for work.
All volunteers will comply with all [facility] policies and procedures.
All volunteers will have a position description that includes qualifications and major duties;
other duties may be assigned as appropriate to the position. All volunteers will be given an
orientation that includes but is not limited to:
All volunteers will wear an identification badge while on site at [facility], and to return the
identification badge [time when badge is to be returned] Example: at the end of the
volunteer service, or upon final checkout.
All volunteers providing direct care to patients will be introduced to the patient by the
supervisor, or his/her designee, as a student/trainee/volunteer. The patient may refuse to
be treated by the student/trainee/volunteer. The patient may accept to be treated by the
student/trainee/volunteer by signing the Student Volunteer Form (attached). At all times
when the student/trainee/volunteer is present, the supervisor is responsible for the
provision of care, communication with the patient, and any follow-up care required.
If the student is in a formal externship agreement, a Collaboration Agreement or Affiliation
Agreement must be signed and approved by the [facility] Clinic Director prior to the
student’s arrival.
Clinical services at IHS dental facilities are sometimes provided by dental or dental hygiene students
visiting the clinic. These students are in the process of earning a degree from a dental or dental hygiene
school.
I understand this student will be providing clinical services for me today. I am aware this student has not
yet earned a dental or dental hygiene license. I understand that all services provided by the student will
be under the supervision of a licensed dentist or dental hygienist who is at this clinic while the student is
treating me.
I understand it is my right to stop a procedure at any time if I do not feel comfortable with the student,
and I may ask for a second opinion from the supervising licensed dentist or dental hygienist. I understand
I have the right to be treated by a licensed dentist or dental hygienist. I understand that I may revoke or
withdraw my consent to treatment by this student at any time.
I give my permission or consent to be treated by this dental or dental hygiene student. I agree that I have
had the chance to ask any questions I have about these arrangements.
__________________________________________________ ____________________
(Signature of Patient) (Date)
__________________________________________________ ____________________
(Signature of Legal Guardian, If necessary) (Date)
__________________________________________________ ____________________
(Signature of Student) (Date)
__________________________________________________ ____________________
(Signature or Supervising Dentist or Dental Hygienist) (Date)
IHS-950 (9/04)
A.13 LEAVE
PURPOSE
To ensure compliance with [facility] leave policies.
PROCEDURE
Annual Leave
[Follow your Facility’s Personnel Policy for leave]
Example:
Approval of annual leave for dental personnel will be at the discretion of the supervisor.
Annual leave greater than one hour will have to be applied for in advance. Extended annual
leave must be applied for and approved in advance of scheduling patients in the clinic. This
will usually require a minimum of three weeks notice of intent to take leave.
Any employee who reports to work after 8:30 a.m. and has failed to call before 8:30 a.m. may
be charged with Absent Without Leave (AWOL).
When an employee reports 15 minutes or more late for work it will be charged against their
leave record. This may be Annual Leave (AL), Leave Without Pay (LWOP), AWOL or Sick
Leave (SL) based upon the circumstances involved in the late reporting.
If an employee has not applied for annual leave and requests leave due to an emergency the
following procedure will be used:
Call the clinic and request the leave over the phone, and when possible:
Report to the clinic by 9:00 a.m. and show cause for request of additional leave. If
sufficient support staff is present additional leave may be granted.
Complete and sign the SF-71 before going on leave.
Sick Leave
Example
All telephone requests for sick leave will be made before 8:30 a.m. All requests for sick leave
will be made to your immediate supervisor.
The supervisor may request a physician's statement, as deemed appropriate. The physician's
statement must be in writing stating the physician has examined the employee and found the
employee unable to perform their duties.
Sick leave for scheduled appointments must be applied for in advance.
If a written physician's statement is requested and is not furnished when the employee returns
to work, the employee may be charged with AWOL for the entire leave in question.
Absent Without Leave (AWOL)
When an employee does not call to request leave or report to the clinic by 8:30 a.m.
When a written physician's statement is requested and not furnished.
Any time an employee is absent from work without approved leave.
Tardiness
When an employee reports 5-15 minutes late for work they will be counted as tardy. If an
employee is habitually tardy they will be counseled. If after counseling the employee
continues to be tardy they will be charged with AWOL. If after two counseling sessions the
employee continues to be tardy a letter of reprimand will be issued or corrective disciplinary
action will be proposed.
Leave Without Pay (LWOP)
Leave without pay will be considered on an individual basis within regulatory requirements.
A.14 DRESS CODE
PURPOSE
To ensure all employees are appropriately attired to deliver professional services in a safe and
efficient manner.
PROCEDURE
Chairside dental personnel shall wear a full coverage water impervious gown. The gown must
be either discarded daily or cleaned if it is not disposable. Gowns must not be worn outside of
patient care areas.
Medical scrubs, clean, casual dresses, slacks, shirts, etc. are acceptable; clothing such as
jeans, sweatshirts, tank tops are not acceptable when working in patient care areas.
Clean, polished shoes, clinical shoes, or athletic shoes are acceptable. At no time may open
toed shoes be worn in patient care areas or dental laboratory.
Finger nails should be smooth and not interfere with wearing gloves necessary for patient care.
Rings or other jewelry must be smooth and not interfere with wearing gloves necessary for
patient care.
Hair should be clean, groomed and kept neat.
[if applicable]Commissioned Officers shall follow all Local Authority Uniform Instructions when
not working in patient care areas.
A.15 PATIENT SATISFACTION
PURPOSE
To solicit patient attitudes and level of satisfaction regarding oral health services provided by
[facility]
PROCEDURE
[Frequency] patients will be asked to complete a Patient Satisfaction survey.
Describe Process.
Example:
Patient satisfaction surveys forms will be given to patients who visit the dental clinic in the 1 st
week of the April and the 1st week of September. Surveys will be distributed to patients as they
check in with the instructions to complete the survey and deposit the form in a box at the
reception desk.
Attach Patient Satisfaction Form
Results
Results of the patient satisfaction survey will be communicated to facility administration and to
each member of the dental staff and. Areas of poor satisfaction will be addressed in a staff
meeting, through continuing education, or other appropriate means.
Sample Patient Satisfaction Survey
Instructions:
Please answer the following questions regarding your MOST RECENT visit to the dental clinic.
PROCEDURE
Definitions
BROKEN APPOINTMENT:
This is: (1) an appointment that is missed completely, (2) when the patient is more than
15 minutes late by the clinic clock and has not called one full day ahead of the
appointment to reschedule.
CANCELED APPOINTMENT:
This is when a patient is unable to come for a scheduled appointment and phones one
day in advance to reschedule their appointment.
OPEN ACCESS
Patients are seen without an appointment as they present to the clinic
ROUTINE PATIENT:
This is a patient that has received a scheduled appointment.
SHORT CALL LIST: (When necessary based on demand)
This is a list of patients who have been treatment planned for routine dental services.
Due to the inability of the clinic to meet the demand for patient care in the past, the list
will serve as a patient pool and will be called as soon as possible considering clinic
demand. If time permits, adults are notified by letter and/or phone for the availability of
routine care and given a 15-day period to respond and schedule their appointment.
WALK-IN CLINIC:
This clinic will care for acute emergencies on a daily basis [hours]. This clinic will also
handle some treatment of routine patients.
Open Access
High risk groups of eligible beneficiaries including [insert current high risk groups such
as Head Start children, children age 0-3, diabetes patients] will have Open Access to
the dental clinic for preventive services including [insert services such as screening,
fluoride varnish, OHI, exams]. Patients seen in Open Access will receive follow up care
as needed according to the Patient Appointment procedures. Patients may report to
Patient Registration before or after the Open Access visit.
Patient Appointments
To receive an appointment the patient must first become registered for care at the facility.
Patients must meet eligibility requirements as determined by [facility] in order to schedule a
routine appointment.
The registered patient will be given an appointment for [procedures that may be requested]
when requested.
Patients with scheduled appointments will report to the dental clinic and sign the dental
register. The dental receptionist will check the posted appointment schedule and notify the
dental auxiliary that a patient is waiting. When a chair is available a dental auxiliary will seat
the patient.
Patients reporting more than 15 minutes late for an appointment may have to be rescheduled.
To avoid being charged with a broken appointment they may be given the option of waiting
until all the other scheduled patients have had their planned treatment completed for that day.
The dentist will then determine if enough time permits to provide some dental care for those
patients who are waiting. If the patient decides to reschedule his/her appointment after coming
in late he/she will be charged with a broken appointment. [This section should be based on a
facility policy]
Scheduling Priorities
Describe priorities for dental appointments
Example
1) Emergency dental needs (See Policy B.4)
2) Severe Medically compromised (e.g.,pre-organ transplant, or pre-chemo/radiation
therapy)
3) Children
4) Deploying military personnel
5) Students (to accommodate school schedule/breaks)
6) Adults
B.2 AFTER HOURS, EMERGENCY DENTAL CARE, and TRIAGE
PURPOSE
To establish criteria and procedures for emergency dental treatment during and after routine
dental clinic hours.
PROCEDURE
Definition
A dental emergency may include but not be limited to one of the following:
Severe pain that started within the past 2-3 days
Severe pain that keeps the patient awake at night
Facial swelling
Fever due to an oral infection
Excessive bleeding following dental treatment
Teeth that have recently been loosened, knocked out or broken due to trauma
A facial injury with possible maxillary or mandibular fracture.
Intake Procedures
(Describe procedures followed for emergency patient intake and processing)
Example: Clinics with On Call Dentists
When emergency patients call or present for treatment, medical or dental staff may use the
triage questions listed above to determine if the patient can wait to be seen in the dental clinic
or should be immediately referred to the Emergency Room. Patients to be seen in the dental
clinic will sign the dental register at the reception window. Emergency care referrals will be
made to the dental clinic by the Ambulatory Care clinics. These referrals will be presented by
the use of a referral form during regular working hours.
After regularly scheduled hours, verbal instructions will be taken by the dentist on call in order
to assess patient needs. This dental provider will speak directly to the medical provider to
ascertain the nature of the complaint. Appropriate transfer of the patient to dental referral
services or delivery of dental care service will be determined by the dentist on call.
Example: Clinics without On Call Dentists
When emergency patients call or present for treatment, medical or dental staff may use the
triage questions listed above to determine if the patient can wait to be seen in the dental clinic
or should be immediately referred to the Emergency Room. Patients to be seen in the dental
clinic will sign the dental register at the reception window. Emergency care referrals will be
made to the dental clinic by the Ambulatory Care clinics. These referrals will be presented by
the use of a referral form during regular working hours.
After regularly scheduled hours, patients should report to the Emergency Room for
assessment and emergency care based on the Triage Protocols. Appropriate transfer of the
patient to dental referral services or [Facility] dental clinic during routine clinic hours will be
determined by the attending physician.
Scheduling
Emergency patients will be treated on a time available basis. Emergency patients will receive
treatment the day they report to the clinic with their chief complaint, schedule permitting. The
patient will be given medication for relief of pain and/or infection and rescheduled or referred if
treatment cannot be rendered that day.
Emergency patients will be seen in the Dental Clinic [hours].
Patients with dental emergencies after normal clinic hours will report to [appropriate location].
Dental Triage Guide
Medical or dental staff may triage patients to determine dental emergency needs and necessary
immediate interventions. If patients call with an oral health complaint, the following triage protocol is
suggested.
Severe pain that keeps the Pain medication Emergency Dental Clinic or next
patient awake at night available scheduled appointment
Facial swelling (mild), w/o fever, Pain medication and antibiotics Emergency Dental Clinic or next
no airway restriction available scheduled appointment
Facial swelling(moderate-severe) Pain medication and antibiotics Emergency Dental Clinic (same
w/ fever, no airway restriction day) or ER
(include this policy only if your facility has an active “On Call” program. For
those clinics without an “On Call” program, See Policy B.2 “After Hours,
Emergency Care, and Triage”)
PURPOSE:
To provide for consultative services in the event of dental emergencies at the [Facility] during the
hours that the dental clinic is closed.
POLICY:
The Dental Program shall have one Dentist in “on call” status at all times. The “on call” dentist will
be available by cell phone at all times for the purposes of providing verbal consultation in regards
to dentally related matters to other [Facility] professional staff members.
1. All dentists working within the [Facility] Dental Department are required to rotate pulling
dental call for one week at a time. To ensure fairness, there will be a separate rotation for
the 10 annual Federal Holidays. If a dentist has a conflict and cannot pull call for a week
that they are scheduled to be on call, it is their responsibility to find another dentist to
trade call weeks with. Such trades must be appropriately recorded on the call schedule
and both dentists must agree to the trade.
2. The Deputy Chief of the Dental Program will have the responsibility of preparing and
updating the dental call schedule.
3. Dental call will start at 8:00am on each Wednesday and end at 8:00am the following
Wednesday.
4. The dentist on call should be available at all times by cell phone. Given that travel within
the region, including to and from available housing, will often take dentists through areas
without cell phone coverage, it is essential that dentists on call check their cell phone
messages on a frequent and recurring basis. Any messages from the [Facility] in
regards to a dental emergency must be returned as soon as possible.
5. Because the standard of care is often difficult or impossible to meet without a trained
dental assistant and there are no dental assistants available after-hours, on call dentists
are only available for phone consultation. The vast majority of general dental
emergencies are easily treated with antibiotics and/or analgesics until the dental clinic
opens the following day. Cases involving facial fractures or severe life threatening
swellings or infections are beyond the scope of general dentists and should be referred
directly to an oral surgeon.
6. A dental emergency kit is kept in the Emergency Room for use by the ER staff. On each
Wednesday, the new on call dentist is responsible for:
a. Restocking the ER’s dental emergency kit.
b. Advising the ER staff that they are on call and giving them the appropriate contact
information the ER staff will need in order to contact them in a timely manner.
B.4 GUIDELINES for PRENATAL ORAL HEALTH CARE
PURPOSE
To establish guidelines for the treatment and prevention of oral diseases during
pregnancy and to promote the overall oral health of women and infants.
PROCEDURE
This facility adheres to the National Maternal and Child Oral Health Resource
Center guidelines for treatment during pregnancy. Recommendations of the
NMCOHRD’s 2008 guidelines include:
General Dental Health Services:
Oral hygiene and oral health during pregnancy is important to overall health of
the mother and fetus
Oral health care during pregnancy is safe and effective and is essential for the
pregnant woman and the fetus
Diagnosis (including necessary dental X-rays) and treatment for conditions
requiring immediate attention are safe during the first trimester of pregnancy
Necessary treatment can be provided throughout pregnancy; however the
period between the 14 th and 20th week of pregnancy is the best time to provide
treatment
Delaying necessary treatment could result in significant risk to the mother and
indirectly to the fetus
Dental provider will consult with the prenatal care Heath Professional in cases of:
Deferring treatment because of pregnancy
Co-morbid conditions or medication use (e.g. diabetes, hypertension,
heparin use) that may affect management of oral problems
Intravenous sedation or general anesthesia to complete dental
procedures
B.5 INTOXICATED PERSONS
PURPOSE
To provide a protocol for the treatment of intoxicated persons who present themselves to the
dental clinic requesting care.
This policy is necessary for the following reasons:
2. Intoxicated patients are more likely to become nauseated during or after dental
treatment.
5. Intoxicated patients may become abusive, unmanageable and violent while receiving
treatment.
PROCEDURE
Intoxicated individuals will not be treated in the dental clinic, except in cases of life threatening
emergencies.
If a patient, in the judgment of the treating dental provider, is under the influence of alcohol or
other intoxicating substances, he/she will be asked to leave the clinic and return when no
longer impaired for care. Security will be called to remove the intoxicated patient if he should
become belligerent or abusive.
Other dental staff such as receptionists who observe behavior believed to be caused by
alcohol or other intoxicating substances will alert the dental provider who will then make the
decision to treat the patient or defer treatment until the patient is no longer impaired.
Patients who repeatedly present to the dental clinic in an intoxicated state will be referred to
their medical provider or appropriate behavioral health program.
B.6 STANDING ORDERS FOR DENTAL AUXILIARY STAFF
PURPOSE
To establish authorization for dental auxiliary personnel to provide dental procedures allowed
under the [State dental practice act or IHS regulations].
PROCEDURE
Dental Receptionist
The dental receptionist or dental staff member who checks patients or parent/guardian in for
dental treatment will give all new patients and emergency patients a Dental Health History
Form to complete. The dental staff member who seats the patient will check the form for
completeness and help the patient complete the form if needed.
Dental Assistants
Dental assistants trained to take blood pressures will take and record in the patient’s health
record blood pressures on all new patients 30 years old and older with a history of
hypertension. This will be done on the patient's first visit of the year and on emergency
patients 30 years old or older at each emergency visit if a reading taken within 30 days cannot
be found in the patient’s medical or dental record.
Dental assistants trained and certified in dental radiography shall take a periapical x-ray in the
area of the chief complaint for emergency patients. The dentist shall be consulted in the case
of "loose", exfoliating primary teeth prior to taking a periapical radiograph.
Dental assistants who perform direct services for patients (e.g. oral hygiene instructions,
patient counseling for tobacco cessation, sealants, fluoride treatments, etc.) shall have the
charts reviewed and signed by the supervising dentists.
Dental Hygienists
Initial Treatment
Dental hygienists will follow treatment plans determined at the initial exam and perform
all services allowed by [IHS guidelines for sites following IHS guidelines, or State Practice
acts for tribal sites.] [For States or IHS sites allowing unsupervised dental hygiene
services or assessments, insert allowed services and procedures here.] Hygienists may
assess for and place sealants on pits and fissures on teeth that have not been treatment
planned for restoration. OR Hygienists may review medical history and provide appropriate
basic preventive services including prophylaxis, fluoride treatments, and determine the need
for and place sealants prior to a comprehensive dental examination.
Recall
The dental hygienist may determine the patient’s risk category and establish an appropriate
recall schedule. For patients of record, X-rays and clinical services will be provided without a
reassessment by a dentist. (See Radiography Policy B.14. for radiography frequency
guidelines) Upon completion of treatment, dental hygienists will complete the patient record
and sign the chart with name and credentials. No co-signature is needed for services provided
by a dental hygienist.
B.7 MEDICAL HISTORY
PURPOSE
To ensure that appropriate precautions are provided according to each patient’s physical status
as determined by medical history, physician’s recommendations, and/or risk factors.
PROCEDURE
All patients presenting to the Facility Dental Clinic will be given a medical history to complete.
New patients or those patients that have not been seen in the past 12 months will be required
to complete and sign and date this form. A new form must be completed at least every 24
months.
As the patient enters the clinic, the receptionists will give them a blank form and instructions for
completing the form. If the individual completing the form is unable to complete the form
because of the nature of the question, they are instructed to leave it blank to be filled in on
interview with the dental provider. Family members or staff members may assist patients with
literacy, language or sight issues who cannot read or understand the form. The patient’s or
parent/guardian signature on the Medical History form indicates that all statements are true
and gives consent for the dental provider to initiate screening, examination and diagnostic
services. Informed consent including a full discussion of treatment needs, risks, benefits and
alternative treatments will be obtained following the completion of the examination form. (See
Informed Consent Policy B.13)
When the patient is seated in the dental operatory, the dental assistant and later the dental
provider will interview the individual or their guardian as to the questions on the form.
If there is inadequate information to determine appropriate precautions for dental treatment
based on the responses or if there is a discrepancy in the replies to the dental provider’s
questions, further investigation is initiated. If necessary the medical chart is obtained. If the
dental provider is still unable to answer the question to his/her satisfaction, the patient will be
referred to the [appropriate clinic or referral site] with a completed referral form indicating
the specific medical evaluation request. The examination by the medical provider is followed by
a routing of the results via [appropriate mechanism] or verbal consult with the dental provider
to answer to the initial question.
Dental procedures will not be initiated until there are no questions remaining in the health
history.
If medical alerts are found, precautions for those alerts are determined and initiated. These
alerts and/or precautions are noted on the bottom of the Examination Form and a medical
caution sticker is placed on the front of the individual's dental chart. Notation will also be made
to print a current Health Summary at each dental visit.
Patients for subsequent visits to the dental clinic, within one year of the initial completion of the
medical history, are asked if there is any change in their health statues. The dental provider
initials the form in the proper location. For EDR clinics: Completed and signed medical history
forms are scanned into the Electronic Dental Record.
[Delete this paragraph if not applicable]
Sedation patient's medical histories are examined prior to the suggestion or scheduling the
individual for dental procedures. If there is any question, the patient is sent to the out patient
clinic for examination and clearance. For these individuals, a pre-sedation appraisal of their
health is determined. (See Sedation Policy B.25 for a full description of required
documentation)
B.8 SCHEDULE OF SERVICES
PURPOSE
In order to provide dental services of the highest quality to the most people with the resources
available to the Facility Dental Program, priorities must be established. The purpose of these
priorities is to maximize the benefits of dental care to as many eligible patients as possible.
This facility adheres to the IHS guidelines for service priorities. In accordance with the IHS’s
2007 Oral Health Program Guide, the following is a summary of available dental services in
order of highest priority to lowest priority for the Facility, with examples of common services in
each level.
PROCEDURE
Dental Service Priorities
• Included as part of other reportable services (thus they need not be reported
separately)
• Involve the use of materials or techniques which are obsolete or which may not be
the most cost-beneficial
• Codes used only for management purposes on an optional basis (e.g. broken
appointments, non-clinical administrative activity)
The following procedures are examples of exclusions which are frequently reported:
• Caries susceptibility tests
• Oral hygiene instruction (included in prophylaxis)
• Removable unilateral space maintainers
• Silicate restorations
• Gold foil restorations
• Cast inlay (2-surface)
• Porcelain inlays or crowns
• Full resin or resin/metal crowns
• Direct pulp caps
• Endodontic implants, hemisection
• Gingival curettage
• Coronal splinting
• Unilateral cast partials
• Chairside denture relines
• Alveolar/mandibular implants
• Prosthetic stress breakers
• Tooth implant/transplant
• Myo-functional therapy
• Pulpotomy in permanent tooth
• Odontoplasty
• Behavior management
• Broken appointments
B.9 COMPLETED TREATMENT
PURPOSE
To establish a mechanism to ensure continuity of care for all dental patient who receive a
comprehensive examination.
PROCEDURE
At the time a patient receives a comprehensive examination/[or initial assessment by a
dental hygienist (if following IHS standards or permitted by the State practice Act)] a
treatment plan is written by the dental provider. This treatment plan will list the procedures that
will be done for that patient. These procedures will be based upon established priorities, the
dental provider’s skills and available time and resources.
[For dental clinics using RPMS or the IHS EDR] When the initial treatment plan is
completed, a code of 9990 will be entered into the RPMS system. After scheduled treatment is
completed, it is the patient’s responsibility to contact the dental clinic if further dental services
are required.
OR
When all services in Level I-III have been completed, a code of 9990 will be entered in the
dental record. (IHS recommendation) After scheduled treatment is completed, it is the
patient’s responsibility to contact the dental clinic if further dental services are required.
PURPOSE
To establish a procedure for referrals for oral health services for eligible recipients.
PROCEDURE
Intra-Facility Referrals
Emergency Patients Referred to Dental
[Insert facility procedures]
Sample:
Regular Working Hours:
Emergency patients are referred to the dental clinic during regular work hours from any
medical care department or school-nursing department using a PCC or facility referral.
This referral can come from Out-Patient Clinics, Community Health Nursing, WIC, or
MCH.
After Hours:
Patients who are experiencing severe pain may go to an emergency room or dental
treatment facility, but must notify the Facility’s CHS office immediately or at least within
72 hours from time of treatment. Only emergency treatment services should be
provided by an emergency room or dental treatment facility.
These patients can be self referred or referred in the same manner as above. The patient may
present to the dental receptionist with an "in-house" referral form or verbally request that an
exam appointment be made.
All Patients Referred from Dental
All patient referrals made from the dental clinic to any department in the hospital are made
using a PCC form. All demographic coding, dental subjective and objective findings must be
completed.
Inter-Facility Referrals (For programs with multiple dental clinics)
Emergency Patients Referred to Dental
These patients can receive care as above. They can also self refer.
Routine Patients Referred to Dental
These patients can receive an appointment for routine care via self-referral, telephone request,
written request or as described above.
All Patients Referred from Dental
The dental records of that patient will accompany all patient referrals made from the dental
clinic to another facility. HIPAA regulations that govern transfer of information within the facility
network will be followed for information transfer.
Referrals to External Providers
PURPOSE
To establish procedures for using external dental laboratories and to establish guidelines for
laboratory fees to be paid.
PROCEDURE
Use of Dental Laboratories
Dental laboratories are used to fabricate dental appliances that cannot be fabricated in the
Facility Dental Clinic. These appliances require a laboratory prescription and all cases must
adhere to infection control policy and procedure, HIPAA requirements, and contract health
guidelines. Because the dental laboratory is involved with the care of the patient, no HIPAA
Business Associate Agreement is required. It is the responsibility of the dental laboratory to
maintain confidentiality while the case in the laboratory and during shipment to the dental
facility.
Dental Laboratory Fees
Laboratory cases are cleared prior to scheduling by the [appropriate individual] in charge of
Contract Health. This will determine the correct resources prior to initiating treatment.
The patient or parent/guardian is responsible for all dental laboratory costs. Lab fees vary. An
estimate will be given to the patient or parent/guardian at the examination appointment or at
the time the need for the service is determined. This is an estimate only; patients will be
responsible for unforeseen laboratory charges.
The estimated fee must be paid in advance by certified check or money order made out to the
dental lab performing the service. Fees must be paid on or before the day of the dental
appointment. If you arrive for your dental appointment and the lab fee has not been paid, the
patient’s appointment will be rescheduled to allow more time to pay the fee.
Lab fees are ONLY refundable before the case is sent to the lab. If the patient does not keep
the appointment for the delivery of the device the lab fee will not be refunded. If the device
must be remade, the patient is responsible for paying the additional laboratory fee.
Sample Handout to Patients
Dental Laboratory Fees
Your treatment includes work that must be completed at a dental laboratory. Because [Health
Center Name] must pay the dental laboratory for this service, lab fees are not a covered
benefit. If you would like to have this treatment completed, you must pay the laboratory fee.
This only applies to services done at an external dental laboratory. Payment of dental
laboratory fees will be made according to the following procedures.
1. The patient or parent/guardian is responsible for all dental laboratory costs. Lab fees
vary. An estimate will be given to you at the examination appointment or at the time the
need for the service is determined. This is an estimate only; patients will be
responsible for unforeseen laboratory charges.
2. The estimated fee must be paid in advance by certified check or money order made
out to the dental lab listed below. Fees must be paid on or before the day of the dental
appointment. If you arrive for your dental appointment and the lab fee has not been
paid, we will be happy to reschedule your appointment to allow you more time to pay
the fee.
3. Lab fees are ONLY refundable before the case is sent to the lab. If you do not keep
your appointment for the delivery of the device your lab fee will not be refunded. If you
need to have the device remade you will have to pay another lab fee.
__________________________________________ __________________________
Procedure(s) Lab Fee Estimate
______________________________________________________
Dental Laboratory
I have read and understand the above policy. I agree to pay the estimated lab fees before
any dental treatment requiring laboratory work is done.
_________________________________ _______________________
Patient or Parent/Guardian Signature Date
_________________________________ _______________________
Dentist Signature Date
B.12 PROTECTIVE STABILIZATION
PURPOSE
To establish procedures for the safe protective stabilization of patients during dental
treatment.
PROCEDURE
This facility adheres to the American Academy of Pediatrics Dentistry’s’ (AAPD) guidelines
for protective stabilization. The policy will apply to all patients, regardless of age. According
to the AAPD’s 2006 Guideline for Behavior Guidance for the Pediatric Dental Patient:
The following is a statement by the American Academy of Pediatric Dentistry. Revise
as needed for your facility.
“The use of any protective stabilization in the treatment of infants, children, adolescents, or
persons with special health care needs is a topic that concerns health care providers, care
givers, and the public. The broad definition of protective stabilization is restriction of
patient’s freedom of movement, with or without the patient’s permission, to decrease risk
of injury while allowing safe completion of treatment. The restriction may involve another
human(s), a patient stabilization device, or a combination thereof. The use of protective
stabilization has the potential to produce serious consequences, such as physical or
psychological harm, loss of dignity, violation of a patient’s rights, and even death. Because
of the associated risks and possible consequences of use, the dentist is encouraged to
evaluate thoroughly its use on each patient and possible alternatives.
Partial or complete stabilization of the patient sometimes is necessary to protect the
patient, practitioner, staff, or the parent from injury while providing dental care. Protective
stabilization can be performed by the dentist, staff, or parent without the aid of restrictive
device. The dentist should always use the least restrictive, but safe and effective,
protective stabilization. The use of a mouthprop in a compliant patient is not considered
protective stabilization.
The need to diagnose, treat, and protect the safety of patient, practitioner, staff, and
parent should be considered for the use of protective stabilization. The decision to use
protective stabilization should take into consideration:
1. alternative behavior guidance modalities;
2. dental needs of the patient;
3. the effect on the quality of dental care;
4. the patient’s emotional development;
5. and the patient’s physical considerations.
Protective stabilization, with or without a restrictive device, performed by the dental
team requires informed consent from a parent. Informed consent must be obtained and
documented in the patient’s record prior to the use of protective stabilization. Due to the
possible aversive nature of the technique, informed consent should also be obtained prior to a
parent’s performing protective stabilization during dental procedures. Furthermore, when
appropriate, an explanation to the patient regarding the need for restraint, with an opportunity
for the patient to respond, should occur.
In the event of unanticipated reaction to dental treatment, it is incumbent upon the
practitioner to protect the patient and staff from harm. Following immediate intervention to
assure safety, if techniques must be altered to continue delivery of care, the dentist must have
informed consent for the alternative methods. The patient’s record must include:
1. informed consent for stabilization;
2. indication for stabilization;
3. type of stabilization;
4. the duration of application of stabilization;
5. frequency of stabilization evaluation and safety adjustments;
6. behavior/evaluation rating during stabilization.
PURPOSE
According to the American Academy of Pediatric Dentistry and endorsed by the Indian Health
Service, caries stabilization using an Interim Therapeutic Restoration is an effective means of
treating small carious lesions. Frequently these restorations remain in primary teeth until
exfoliation. “The American Academy of Pediatric Dentistry (AAPD) recognizes that unique
clinical circumstances can result in challenges in restorative care for infants, children,
adolescents, and persons with special health care needs. When circumstances do not permit
traditional cavity preparation and/or placement of traditional dental restorations or when caries
control is necessary prior to placement of definitive restorations, interim therapeutic
restorations (ITR)1 may be beneficial and are best utilized as part of comprehensive care in
the dental home … The AAPD recognizes ITR as a beneficial provisional technique in
contemporary pediatric restorative dentistry. ITR may be used to restore and prevent dental
caries in young patients, uncooperative patients, patients with special health care needs, and
situations in which traditional cavity preparation and/or placement of traditional dental
restorations are not feasible. ITR may be used for caries control in children with multiple
carious lesions prior to definitive restoration of the teeth .” (AAPD, 2008, available online at:
http://www.aapd.org/media/Policies_Guidelines/P_ITR.pdf )
PROCEDURE:
To provide treatment without local anesthetic using fluoride-releasing glass ionomer on teeth
diagnosed with neither necrotic nor irreversible pulpitis. This procedure can be done by general
dentists and their staff, often avoiding dental treatment under general anesthesia. (IHS, 2012.
Available online at: http://www.ihs.gov/doh/documents/ecc/NewECCPacket/Fillings.pdf )
Indications
Interim Therapeutic Restorations are indicated for infants, children, adolescents and children
with special health care needs when conventional restorative care is not available or needs to
be deferred. (IHS, 2012)
The ITR procedure involves removal of caries using hand or slow speed rotary instruments
with caution not to expose the pulp. Leakage of the restoration can be minimized with
maximum caries removal from the periphery of the lesion. Following preparation, the tooth is
restored with an adhesive restorative material such as self-setting or resin-modified glass
ionomer cement.11 ITR has the greatest success when applied to single surface or small 2
surface restorations.12,13 Inadequate cavity preparation with subsequent lack of retention and
insufficient bulk can lead to failure. 12 Follow-up care with topical fluorides and oral hygiene
instruction may improve the treatment outcome in high caries-risk dental populations. (AAPD,
2008)
B.14 INFORMED CONSENT
PURPOSE
According to the American Dental Association, “A consent form is a document that a patient
has knowingly consented to a particular treatment. The key is the discussion between the
dentist and the patient during which the treatment, its risks and benefits and alternatives, are
all discussed. An informed consent form is evidence this discussion took place. It should be
signed and dated by the patient.”
The purpose of this policy is to identify procedures that require informed consent and to
establish procedures for obtaining and documenting informed consent.
PROCEDURE
Following a comprehensive examination, the dentist will develop a proposed treatment plan.
The dentist will explain the proposed treatment, risks and benefits of treatment, and
consequences of non-treatment. The patient or parent/guardian will have the opportunity to
ask questions about the proposed treatment. Slight and/or unanticipated protective
stabilization may be included in the treatment plan. The patient’s (parent/guardian) signature
on the treatment plan form will indicate informed consent for proposed routine treatment.
Any procedure requiring the need for specific informed consent will use the [form name or
number] This form will be explained to the patient by the provider or dental assistant and
signed by patient or parent/guardian, provider and a witness.
Treatment of Minors
Informed consent for dental treatment will be obtained in writing from all patients (18 years and
older) or from the parent or legal guardian of a minor. In the case of a minor who is not
accompanied by a parent or legal guardian, emergency care to treat bleeding, extreme pain,
prevent the spread of infection or other severe conditions will be accomplished with minimal
medical and/or surgical intervention required to stabilize the patient and prevent permanent
injury until legal written consent can be obtained. The forms will be kept in the patient’s dental
chart.
INSERT Appropriate Forms
(Informed consent MUST INCLUDE benefits, risks, and alternatives)
B.15 RADIOGRAPHY
PURPOSE
To set general guidelines for prescribing dental radiographs.
PROCEUDRE
General Procedures
1. All dental radiographs will be taken using appropriate lead aprons with cervical collars.
2. Non-licensed staff taking radiographs will have documentation of appropriate Radiology
training as required by [insert State or IHS].
Type and Frequency of Radiographs
The following radiograph recommendations are consistent with the American Dental
Association (ADA) 2004 guidelines for dental radiographic examinations. See
http://www.ada.org/sections/professionalResources/pdfs/topics_radiography_examinations.pdf
for the full ADA Guidelines for Prescribing Dental Radiographs document.
The recommendations are subject to clinical judgment and may not apply to every patient.
Patient Age and Developmental Stage
Type of Children Child with Adolescent Adult Edentulous
Encounter with Primary Transitional Dentition Dentate or Adult
Dentition Dentition (prior to the Partially
(prior to the eruption of Edentulous
eruption of 3rd molars)
the 1st
permanent
tooth)
New Patient* 1. Selected 1. Panoramic 1. Panoramic film Individual
being occlusal or film exam based
2. Posterior bitewings as
evaluated for periapical on clinical
2. Posterior needed
dental films signs and
bitewings
disease 3. Selected periapical films symptoms
2. Posterior
and/or 3. Selected
bitewings
dental periapical
development
Recall* with 1. Posterior bitewings at 6-12 month interval Not
clinical applicable
2. Selected periapical films as needed
caries or
increased
risk of
caries**
Recall with 1. Posterior bitewings at 12-36 month intervals Not
no clinical applicable
2. Selected periapical films as needed
caries and
not at
increased
risk for
caries**
Patient Age and Developmental Stage
Children Child with Adolescent Adult Edentulous
with Primary Transitional Dentition Dentate or Adult
Dentition Dentition (prior to the Partially
(prior to the eruption of Edentulous
eruption of 3rd molars)
the 1st
Type of permanent
Encounter tooth)
Recall* with Clinical judgment as to the need for and type of Not
periodontal radiographic images for the evaluation of periodontal applicable
disease disease.
PURPOSE
To maintain adequate communication between the Pharmacy and Dental Department.
PROCEDURE
When it is determined by a dentist that a patient will require medication prior to or after
treatment, a prescription shall be written on [appropriate form] and transported by
[mechanism] to the pharmacy. The pharmacists will notify patients when the prescription is
filled.
The prescription shall be written in standard form in the outpatient notes or on the dental
progress notes.
Prescriptions shall be written utilizing medications available through the pharmacy and on the
formulary.
Prescriptions placed by phone to private pharmacies may occasionally be necessary. It will be
the duty of the treating dentist to call the pharmacy chosen by the patient in the event this
becomes a necessary course of action. Consultation with the Chief Pharmacist for the use of
a DEA number will be the responsibility of the treating dentist.
B.17 DENTAL PAIN MANAGEMENT
PURPOSE.
The purpose of this document is to establish a policy for a Pain Management Program for
the [Facility] Dental Program.
BACKGROUND.
Pain is a common part of the dental patient experience. There is a growing body of
evidence that unrelieved pain carries with it great physiological and psychological risks,
including increased metabolic rate, blood clotting, water retention, impaired immune
function, anxiety, depression, loss of hope, and even suicide. Aggressive pain prevention
and control can yield both short and long term benefits.
Control of orofacial pain is not only a moral responsibility of the dental provider, but it is
also a national priority within the DHHS. One strategy that has been used to assure
optimal pain management is to develop formal means within dental programs to evaluate
pain management practices and work to continuously improve outcomes.
A) Each [Facility] Dental Program will develop a pain management policy that will include
as a minimum, the following:
1) Philosophy of Care and Patient’s Rights for pain management and palliative care. If
possible, this should be incorporated within the Patient Bill of Rights in each clinic,
or if not incorporated, should be posted in a flyer in a conspicuous location in the
dental clinic. (Exhibit 1)
3) A mechanism to document that dental staff review of the efficacy of treatment. This
may range from noting the patient’s perceptions of pain management on the dental
progress note to a more formal inquiry through a referral to another clinical provider.
4) Drug formulary appropriate for pain management and treatment of drug side
effects. (Exhibit 2)
6) Patient educational tools and sources for community resources for referrals.
(Exhibit 4)
7) Identification of resources for assessment and management of addiction. (Exhibit
4)
B) Each [Facility] Dental Program will develop policies and procedures that address, as
needed depending on services provided, safe medication prescriptions.
DEFINITIONS (IHS).
Pain: “An unpleasant sensory and emotional experience associated with actual or
potential tissue damage or described in terms of such damage.”
Acute Pain: Acute pain is “the normal, predicted physiological response to an adverse
chemical, thermal, or mechanical stimulus and is associated with surgery, trauma, and
acute illness.” It is generally time-limited and responsive to pharmacotherapy or direct
dental intervention. Examples in a dental setting where a patient may experience acute
pain include, but are not limited to: severe orofacial trauma, vital tooth fracture, irreversible
pulpitis with or without hyperemia, acute apical abscesses, or severe dental caries.
Chronic Pain: “A pain state which is persistent (more a month) and in which the cause of
the pain cannot be removed or otherwise treated.” Chronic pain may be associated with a
long-term, incurable, or intractable medical conditions or diseases, or, in a dental setting, a
chronic periodontal or pulpal infection, rampant tooth decay, or dentinal hypersensitivity
(not all inclusive).
Palliative Care: “An interdisciplinary approach to the study and care of patients with
active, progressive, far advanced disease for whom the prognosis is limited and the focus
of care is quality of life” (medical definition). In a dental setting, palliative care is offered to
patients for whom the tooth condition is not easily diagnosed (e.g., cracked tooth
syndrome), the condition may be reversible (e.g., pulpitis), or time to complete care is a
limiting factor (e.g., walk-in patients). Examples of palliative care offered in a dental setting
include the placement of a temporary or intermediate restorative material (pulpitis), root
canal access (pulpitis), emergency extraction (acute infection, fractured root, etc.), or the
prescribing of appropriate pharmacotherapies (for chronic infections or for pain relief).
PROCEDURE
The [Facility] Dental Program will promote and provide a standardized approach to the
patient with pain that emphasizes a non-judgmental, multi-modal and individualized
treatment plan. Such plans should increase access to known therapies, improve continuity
of care, maximize communication and education for the relief of acute and chronic pain in
all stages of a person’s life. Specifically, each dental program will consider the following
guidelines in developing their pain management programs:
A) Initial assessment and regular reassessment of pain. Pain screening and evaluation
will be part of all dental patient encounters. When patient screening indicates the
presence of pain, the patient’s self-report of the level of pain will be assessed (scale of
1-10 on the Dental Medical History Form). When pain is identified, the patient can be
treated within the clinic or referred for treatment, depending on the professional
judgment of the dental provider. The scope of treatment in a dental setting is based on
a variety of factors - the setting, the services available, time available, staffing available.
At a minimum, the dental provider should assess pain intensity and quality (for
example, pain character, frequency, location, duration), based on both patient self-
reporting and clinical measurements. An addiction history and/or assessment will be
performed as indicated. Addiction is not a contraindication to treatment for pain, but
can be a co-occurring condition that warrants medical attention. The potential for
diversion of controlled substances will not preclude their use but instead will mandate
responsible and responsive health care. When assessing pain, the dental provider
may perform a variety of clinical tests such as electric pulp testing (EPT), cold response
(Endo-Ice), percussion sensitivity, palpation of the affected region, or, in some cases,
access with a dental handpiece.
C) Education of patients, and families when appropriate, regarding risks and benefits and
limitations of chosen pain relief modalities. Education of patients and families about
their roles in effective pain management as well as side effects of pain treatment.
D) Discussion about community and traditional beliefs and practices regarding pain,
medication, and disability should be sought and respected by health care providers and
administrators.
RESPONSIBILITIES
A) [Facility] Dental Chief – will provide guidelines to [Facility] dental programs, and
provide orientation to new dental staff.
B) Clinic Dental Chief – will post pain policies in the clinic, train dental staff, and implement
policies and procedures in collaboration with each clinic’s policies and the [Facility]
dental policies.
(1) The Dental Clinic Chief is responsible for the overall implementation and
monitoring of the Pain Management/Palliative Care Program. Annual performance
improvement reports documenting the on-going data collection and assessment
process with impact of data analysis on improved outcomes will be prepared as
part of each clinic’s reports to the [Facility] dental chief.
(2) The Dental Clinic Chief is responsible for the formation of an interdisciplinary pain
management/palliative care team that will develop the required [Facility]
policy/procedures. The interdisciplinary team, at a minimum, will include a Medical
Director of the facility, the pharmacist, the dental chief, and a patient advocate
appointed by the clinic dental chief (may be a non-medical staff member).
REFERENCES. Public Law 94-437; Health Care Improvement Act; Joint Commission of
Accreditation of Healthcare Organizations Home Care/Hospice/Hospital/Ambulatory Care
Standards; Patient Self Determination Act 1990; CFR 21-Food and Drugs – Volume 9, Part
1306 – Prescriptions; Model Guidelines for the Use of Controlled Substances for the
Treatment of Pain; Federation of State Medical Boards of the U.S., Inc. 1998; American
Academy of Pain Management; American Pain Society; American Society of Addiction
Medicine, 2001; Billings Area Pain Management/Palliative Medicine Program, Chronic Pain
Management Strategies, both available at www.ihs.gov.
(This item is optional. All policies may be updated and authorized on the Title page, or
on each individual policy)
EFFECTIVE DATE. This policy is effective upon date of signature of the [Facility] dental
chief, and shall remain in effect until cancelled or superseded.
Reviewed by:
(1) SSU Clinical Director: ____________________________ Date:
_____________
EXHIBITS.
Exhibit 1 – philosophy of care/bill of rights
Regarding dental pain management
This patient Bill of Rights may be used in conjunction with each clinic’s published Bill of
Rights, and should be posted in the dental clinic.
1. You have the right to appropriate assessment and management of orofacial pain.
2. You have the right to be treated as an individual with respect, concern, and dignity.
3. You have the right to uphold your cultural, psychosocial, spiritual, and ethical beliefs as
these pertain to your state of health, your perception of your illness or injury, and to the health
care provided, including medications prescribed by your dental provider.
4. You have the right to understand the nature of your illness, prognosis, the effects of the
treatment, including full and prompt disclosure of adverse or unexpected outcomes to
treatment, to ask for a second medical opinion concerning your state of illness and the type of
treatment that is required and the risks involved. This means that you have the right to
understand why medication is being prescribed for you.
5. You have the right to make a decision concerning your condition after you have been given
the following under the informed consent clause (approval to do certain
procedures/treatments):
a. Complete information on the nature of your illness, treatments, alternatives, and the
risks involved;
b. The effects of the treatments/procedures as they may restrict you from normal
activity;
c. The name and qualification of the clinical provider performing the treatment;
6. You have the right to refuse treatment to the extent permitted by law, and to be informed of
the risks involved in so doing.
7. You have the right to confidentiality, privacy, and security of your medical record and all
other individually identifiable health information, including medications prescribed for your
dental condition. You, or your legally designated representative, have the right to access
information contained in your medical record, within limits of the law.
8. You have the right to know certain policies and protocols exist that apply to the identification
of perceived painkiller addiction or tolerance, and that the dental provider may request
additional resources from other providers to better be able to manage your orofacial pain.
9. You have the right to have your designee (you guardian, next of kin, or legally authorized
responsible person) exercise, to the extent permitted by law, your rights if you have been
judged incompetent in accordance with law, have been found by your physician to be medically
incapable of understanding the proposed treatment or procedure or make a treatment
decision, are unable to communicate your wishes regarding treatment, or are a non-
emancipated minor.
In addition to your rights, you have certain responsibilities as a patient to contribute to your oral
health care at the clinic. These responsibilities include:
1. Provide accurate and complete information about present complaints, past medical history,
any medications you are or were taking, and other health matters as requested by the clinical
provider, to the best of your knowledge.
2. Be compliant with the care plan and treatment recommended by the clinical provider, and
agreed upon by you at the time of treatment.
3. Be responsible for your actions if you refuse treatment or are non-compliant with your care
plan.
5. Be ultimately responsible for your own health by taking necessary preventive steps,
complying with medical treatment, and participating fully in your treatment plan.
6. Tell the dentist or dental staff if you have concerns about the management of your dental
pain so that effective changes can be made if possible.
This dental facility is committed to providing you and your family with quality oral health
care in a relaxed, respectful, and professional atmosphere. We believe that you and your
health care provider are equal partners in your health care and that a favorable outcome
can best be achieved by you fully participating in all aspects of your health care.
The following is the analgesic protocol for the [Facility] Dental Program. This protocol is only
a recommendation, as it is the responsibility of the treating dentist to use his or her
professional experience and the specific patient experience to determine the best course of
therapy for that patient; it is inaccurate to assume that each and every patient should receive
the same analgesics for the same dental condition. Each clinic is encouraged to devise a pain
management plan customized to their clinical setting and patient population.
Simple extraction Ibuprofen, 600mg, 20-30 tabs Tylenol #3, Vicodin 5/500
(ADA Code 7140) Acetominophen, 325mg, <30
Other potential pharmaceutical therapies for the relief of orofacial pain include Darvocet N-50
and N-100, Ultram 50-100 mg, and Percocet (for multiple extractions or large abscesses;
however, as a Schedule II controlled substance, Percocet should rarely be used in a dental
setting).
Again, the above guidelines are only recommendations, as each provider has the autonomy to
prescribe appropriate pharmaceutical therapies based on the level of pain, etc.
Exhibit 3 – non-pharmaceutical dental therapies
The following non-pharmaceutical dental therapies are available from [Facility] Dental Clinics
for pain management (most actually include a pharmaceutical component, but do require a
pharmacy prescription alone, although the dentist may combine “pharmaceutical” and “non-
pharmaceutical” therapies for effective pain management):
(1) Endodontic access – where pulpitis exists, the dentist has deemed the tooth
salvageable, and the patient desires to save the tooth, the dentist may access the
tooth pulp and remove the major dental nerves to the tooth, usually under local
anesthesia. Limiting factors for this treatment option include time (usually more
than 15 minutes is required to perform this procedure), diagnosis (irreversible
pulpitis or necrosis/abscess), patient desires (to save tooth), medical condition (if a
patient requires SBE prophylaxis prior to dental work, this procedure may not be
done on a walk-in basis), staffing (a dental assistant and dentist must be present),
and informed consent (the patient, if over age 18, or if under 18, the parent or
LEGAL guardian must consent to the treatment).
(2) Intermediate Restorative Material (IRM) – where pulpitis exists, but the dentist is
unable to determine if it is reversible or irreversible, an IRM may be placed on the
tooth with or without local anesthesia. Limiting factors for this treatment option
include time (usually more than 10 minutes is required), diagnosis (reversible
pulpitis), patient desires (to save tooth), medical condition (if anesthesia is to be
done, and the patient requires SBE prophylaxis), staffing (a dentist must be
present to diagnose the condition), availability of the material (IRM), and informed
consent (see above).
(5) Temporo-mandibular joint manipulation – if pain is present in the TMJ, the dentist
may either physically manipulate the TMJ or massage gently available muscles of
mastication (temporalis, masseter, etc.). This may be combined with
pharmaceutical therapy or may in itself relieve the patient’s pain.
(6) Occlusal adjustment – if pain is present due to bruxism or occlusal trauma, the
dentist may adjust the occlusion with a dental handpiece for effective pain
management.
(7) Denture adjustment – if pain is present in the edentulous patient, the dentist or
dental assistant may adjust the patient’s denture, and the dentist may cauterize the
ulcerated region of tissue affected by the ill-fitting denture (silver nitrate stick, etc.).
(8) Other – the dentist, through his or her experience, may choose other non-
pharmaceutical therapies that effectively manage pain.
Each clinic is encouraged to periodically monitor patient satisfaction regarding dental policies
on pain management. What follows is an example of a simple pain management survey that
can be used or modified in order to assess current dental policies. The steps in quality
assurance are: (1) identify a problem or issue (pain management); (2) assess the issue
(through this survey); (3) discuss the survey and make recommendations for changes (through
the Pain Management Committee at the clinic level); (4) implement the recommended changes
(in policy or protocol); (5) re-assess the issue (through a follow-up survey instrument); (6)
report re-assessment and make further recommendations for changes (through the Pain
Management Committee); and so on – the point is that quality assurance in pain management
is a continuous process for the dental team.
Instructions to patient: At your last dental visit, we provided you with pain medication or
other therapies to relieve your pain. This short survey is designed to help us improve on how
we treat pain in the dental office. Your honest and candid responses will help us review our
existing policies on pain management for all of our valued patients.
1. At your last dental visit, what type of pain management therapy did the dentist perform?
Please check ALL that apply.
□ Pain medication (that you received from the pharmacy)
□ Temporary filling was placed
□ Tooth was pulled
□ A root canal was started
□ The dentist gave me anesthesia (a shot)
□ The dentist adjusted my teeth or denture
□ Nothing – the dentist did not attempt to relieve my pain
2. When you came into the dental office LAST TIME, how much pain did you have (on a scale
from 1-10, with 10 being the highest)? ___ (write a number here)
3. When you left the dental office LAST TIME, how much pain did you have (on a scale from
1-10, with 10 being the highest)? ___ (write a number here)
4. Two to three days after your LAST dental visit, how much pain did you have (on a scale
from 1-10, with 10 being the highest)? ___ (write a number here)
5. For the same tooth problem that you had last time, how much pain do you have TODAY (on
a scale from 1-10, with 10 being the highest)? ___ (write a number here)
6. Based on your previous experiences with dental pain, how do you think the dental
clinic/dentist managed your pain at your LAST VISIT? (Check only one box)
□ Very good, pain was managed
□ Good
□ Okay, about average
□ Not good
□ Poor, pain was not managed
7. What suggestions do you have for the dentist/dental staff regarding dental pain for patients
at this clinic?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
____________
Answer these questions if you received a prescription for pain medicine at your last
dental visit.
8. If you received pain medication at your LAST VISIT, was it enough to handle your pain
(were enough pills given)? ___ YES ___ NO ___ NOT SURE
9. If you received pain medication at your LAST VISIT, was it strong enough to handle your
pain? ___ YES ___ NO ___ NOT SURE
10. What suggestions do you have regarding the strength and amount of pain medication
prescribed by the dentist to patients with dental pain?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
____________
Thank you for your participation in this survey. The results from this patient survey will
be discussed with our Pain Management Committee, who may make recommendations
for improving our pain management plan in the dental office. This survey will NOT affect
the quality of care you receive in the dental office and is anonymous. If you wish to
specifically discuss this survey or your own pain with your dental provider, however, you
are welcome to talk with your dentist about this issue.
B.18 PHARMACOLOGIC MANAGEMENT of ORAL INFECTIONS
Background
The most common infections of the oral cavity can be attributed to resident oral
microflora, namely Streptococcus and Staphylococcus species (gram positive bacteria). Oral
infections may occur as tooth infections, pharyngeal infections, as post-surgical complications,
or as unusual infections due to a patient’s immunocompromised status. When choosing an
antibiotic, the dental provider must choose an antibiotic that targets the suspected
microorganism, has low host toxicity, has low host sensitivity, is bacteriocidal, and has low
resistance potential, all with a minimum of side effects to the patient.
Penicillin V with potassium (Pen VK) is THE drug of choice for most facial infections,
according to the Centers for Disease Control and Prevention. Penicillin V is bactericidal, is
acid stable (isn’t broken down easily by gastric acid), and is beta lactamase labile. Although
the chemical composition of Penicillin V contains sulfur, it is safe to prescribe Pen V to patients
with sulfur allergy as the sulfur is in elemental form. When prescribing penicillin, it is very
important to have the patient take the antiobiotic on an empty stomach if possible to increase a
rapid absorption, even though many pharmacists will encourage patients to take the antibiotics
with food or water. In addition, Pen V should be prescribed in a manner to give the patient a
maximum load at the beginning of therapy, and, since 75% of penicillin is excreted in the first
four hours, patients should be encouraged to take the antibiotic every six hours, not simply
four times daily – if the patient takes the antibiotic q.i.d., and takes the antibiotic at mealtimes
only, two things will happen: absorption of Pen V will be delayed due to taking it with food, and
there will be no antibiotic coverage late in the evening (if the patient takes the last tablet at 9
p.m., for example, the patient would not have antibiotic coverage from 1 a.m. the next morning
until they take the next tablet). Therefore, the prescription for Penicillin V would appear as:
Rx: Penicillin V-K, 500 mg tablets
Disp: 30 tablets
Sig: Take two tablets to start, then one tablet every six hours until all
tablets are gone
Penicillin is contraindicated in those patients that report a history of an allergic reaction to it.
What should be done when a patient does not respond to Pen V? Often, dentists
immediately prescribe another class of antibiotics. However, two other choices are more
appropriate if the patient does not respond to Pen V within 48 hours. First, the dentist may
prescribe 875 or 1000 mg Augmentin (every 12 hours). Augmentin is also acid stable and
bactericidal, is a broad spectrum antibiotic, and is a combination of amoxicillin and clavulanic
acid. Secondly, the dentist may prescribe 500 Penicillin V plus a broad-spectrum antibiotic
such as Flagyl (metronidazole). However, the dentist should be mindful of the potential
adverse effects of Flagyl (see Metronidazole section).
Cephalosporin antibiotics are bactericidal, broad spectrum, acid stable, and beta
lactamase stable or labile (depending on cross-sensitivity with penicillin), but are NOT
preferable antibiotics for oral infections. For patients with sensitivity to penicillin, 6-8% of those
patients may have a delayed reaction to the cephalosporins (if the patient reported that they
had a history of a “mild” reaction to penicillin), but >20% of the patients may have a Type I
reaction (anaphylaxis) if they reported a similar Type I reaction to penicillin in the past.
Therefore, the dentist should refrain from using cephalosporin antibiotics as an alternative to
penicillin due to penicillin sensitivity. However, if the dentist does wish to prescribe a
cephalosporin, a first generation cephalosporin (Keflex, Duricef) should be prescribed, such as
an alternative to penicillin for SBE prophylaxis, the prescriptioon should be written such as
follows:
Rx: Cephalexin, 500 mg tablets
Disp: 4 tablets
Sig: Take four tablets by mouth one hour before dental appointment
Bottom line: If a patient is allergic to penicillin, the dentist shouldn’t even attempt to prescribe
cephalosporin, and should prescribe clindamycin as an alternative instead.
Erythromycin (Ery-tab) has no use in dentistry at all, according to Dr. Harold Crossley
from the University of Maryland Dental School. Additionally, erythromycin is NOT one of the
alternative antibiotics that can be used for SBE prophylaxis.
Clindamycin (Cleocin) is bacteriostatic and bacteriocidal, is acid stable, and is a broad
spectrum antibiotic. One published adverse effect of clindamycin is pseudomembranous colitis
(PMC)/ulcerative colitis. Approximately 80% of PMC cases are nosocomial, and patients are at
very low risk of having this side effect in a dental setting. However, if a patient reports diarrhea
after starting clindamycin therapy, the dental provider should tell the patient to immediately
cease taking the antibiotic, and if the diarrhea or GI symptoms continue (for 72 hours), the
dentist should refer the patient to a physician (internist) for follow-up care. Clindamycin is the
drug of choice for patients allergic to penicillin, and should be written as follows:
Rx: Clindamycin, 300 mg capsules
Disp: 16 capsules (or 32 if 150 mg capsules are prescribed)
Sig: Take 2 (4) capsules to start, and then one capsule (2) every 12
hours for seven days
The dentist may prescribe clindamycin for SBE prophylaxis as follows:
Rx: Clindamycin, 300 mg capsules
Disp: 2 capsules
Sig: Take 2 capsules one hour before dental appointment
Fluconazole (Diflucan) is a systemic antifungal agent that is the drug of choice for oral
candidiasis. It is important for the dental provider to also treat the denture of the edentulous
patient when prescribing Diflucan, which may be prescribed as follows:
Rx: Diflucan, 100mg tablets
Disp: 15 tablets
Sig: Take 2 tablets the first day, then 1 tablet daily for 13 days
Acyclovir (Zovirax) is an antiviral drug that is the drug of choice for treating herpetic
lesions, and can be prescribed as follows:
Rx: Zovirax Ointment, 5%
Disp: 15 g
Sig: Apply small amount to affected area every three hours six times a
day for 7 days
At this time, there is inconclusive evidence of the efficacy of Acyclovir, and this drug is not on
the service unit formulary.
An alternative, Abreva (10% cream), is available as an over-the-counter topical preparation,
but is quite expensive to the patient (around $17 per tube).
Frequently asked questions (FAQ’s)
1. My patient is already taking antibiotics for an infection. How do I provide, or do I need
to provide, SBE prophylaxis?
The dentist will need to provide SBE prophylaxis as recommended by the
AHA guidelines as if the patient weren’t taking other antibiotics, with one
exception: if the patient has taken amoxicillin for seven days or more, then the
dentist should prescribe an antibiotic other than amoxicillin for SBE prophylaxis.
2. If the patient’s physician dictates that a certain antibiotic be used for SBE prophylaxis,
and this contradicts with current AHA guidelines, who do you follow?
The AHA guidelines should be followed.
3. What antibiotics should never be used for SBE prophylaxis?
Erythromycins and tetracyclines.
4. Should patients with total joint replacements, should SBE prophylaxis be provided?
Although there is no conclusive evidence that prophylactic antibiotics are necessary for
patients with total joint replacements, many physicians and orthopedists request
prophylactic coverage for high-risk dental procedures. AHA and CDC guidelines state that
procedures.
or
Amoxicillin (500) – 32
2 tabs to start, then tid X 10d
B.19 EXTRACTED TEETH
PURPOSE
To establish a policy for the disposal of teeth and soft tissue following dental treatment.
PROCEDURE
All patients will be offered the opportunity to keep their extracted teeth or oral tissue
removed during a dental surgery (if the tooth or tissue is not being analyzed for pathology,
See Policy B.22). If a patient wishes to save an extracted tooth it will be cleaned and
surface-disinfected with an EPA-registered hospital disinfectant with intermediate-level
activity and placed in a water-resistant bag or other suitable container.
Disposal
All oral hard and soft tissues shall be disposed of according to guidelines established by the
Centers for Disease Control and prevention, and comply with regulations set forth by OSHA
and the Environmental Protection Agency.
Extracted teeth that are being discarded are subject to the containerization and labeling
provisions outlined by OSHA's bloodborne pathogens standard. OSHA considers extracted
teeth to be potentially infectious material that should be disposed in medical waste
containers. Extracted teeth sent to a dental laboratory for shade or size comparisons should
be cleaned, surface-disinfected with an EPA-registered hospital disinfectant with
intermediate-level activity (i.e., tuberculocidal claim), and transported in a manner consistent
with OSHA regulations. However, extracted teeth can be returned to patients on request, at
which time provisions of the standard no longer apply. Extracted teeth containing dental
amalgam should be placed in the “Contact Scrap Amalgam” container, which will be sent to
an amalgam recycler.
PURPOSE
According to ADA recommendations, “BP [blood pressure] readings should be taken for all
new patients and for all recall patients on at least an annual basis. People who have
hypertension should have BP assessed at each visit in which significant dental procedures
are accomplished”. (JADA, 2004;135: 576-584) The purpose of this policy is to establish
protocols for monitoring blood pressure for dental patients in accordance with American
Dental Association recommendations.
PROCEDURE
Blood pressure will be taken [state method such as: using an automated blood pressure
monitor] on all new patients and for all recall patients on at least an annual basis. People
who have hypertension will have BP assessed at each visit in which significant dental
procedures are accomplished.
PURPOSE
The purpose of this policy is to set guidelines for premedicating dental patients to prevent
Infective Endocarditis (IE) that may result from dental treatment. The policy adheres to the
2007 recommendations by the American Heart Association (AHA) and is endorsed by the
American Dental Association. Primary reasons for revising IE Prophylaxis guidelines are:
IE is much more likely to result from frequent exposure to random bacteremias
associated with daily activities than from bacteremia caused by a dental, Gastro
Intestinal (GI) tract or Gastro Urinary (GU) tract procedure.
Prophylaxis may prevent an exceedingly small number of cases of IE, if any, in
individuals who undergo a dental, GI tract, or GU tract procedure.
The risk of antibiotic-associated adverse events exceeds the benefit, if any, from
prophylactic antibiotic therapy.
Maintenance of optimal oral health and hygiene may reduce the incidence of
bacteremia from daily activities and is more important than prophylactic antibiotics for a
dental procedure to reduce the risk of IE.
PROCEDURE
The 2007 AHA guidelines say patients who have taken prophylactic antibiotics routinely in
the past but no longer need them include people with:
mitral valve prolapse
congenital heart conditions such as ventricular septal defect, atrial septal defect
and hypertrophic cardiomyopathy.
(The new guidelines are aimed at patients who would have the greatest danger of a
bad outcome if they developed a heart infection.)
Procedures:
1. All dental patients or parent/guardian of dental patients will complete and sign a written
medical history annually. The medical history will be reviewed at each appointment and
updated as needed.
2. Patients with the following conditions will receive preventive antibiotics prior to a dental
procedure that requires antibiotic prophylaxis: (see item #3):
a. artificial heart valves
b. a history of infective endocarditis
c. certain specific, serious congenital (present from birth) heart conditions,
including
i. unrepaired or incompletely repaired cyanotic congenital heart disease,
including those with palliative shunts and conduits
ii. a completely repaired congenital heart defect with prosthetic material or
device, whether placed by surgery or by catheter intervention, during the
first six months after the procedure
iii. any repaired congenital heart defect with residual defect at the site or
adjacent to the site of a prosthetic patch or a prosthetic device
d. a cardiac transplant that develops a problem in a heart valve.
* IM–intramuscular; IV–intravenous.
** or other first or second generation oral cephalosporin in equivalent adult or pediatric
dosage.
+ Cephalosporins should not be used in an individual with a history of anaphylaxis,
angioedema, or urticaria with penicillins or ampicillin
6. If a patient is already receiving chronic antibiotic therapy with an antibiotic that is also
recommended for IE prophylaxis for a dental procedure, whenever possible an
antibiotic from a different class will be used rather than to increase the dosage of the
current antibiotic.
7. Patients with congenital heart disease can have complicated circumstances. Prior
beginning to any dental treatment requiring antibiotic prophylaxis, the dental provider
should check with the patient’s cardiologist or primary care provider to determine
antibiotic prophylaxis needs or other considerations pertaining to dental treatment or
progression of oral disease.
B.22 PREMEDICATION FOR PATIENTS WITH COMPLETE JOINT REPLACEMENT
PURPOSE
The purpose of this policy is to set guidelines for premedicating dental patients to prevent joint
infection that may result from dental treatment that may cause bacteremia.
Note: The American Academy of Orthopaedic Surgeons and the Association of Oral and
Maxillofacial Surgeons differ in their recommendation for antibiotic prophylaxis for
patients with total joint replacement. The dental chief should consider each protocol, and
in consultation with the facility’s medical staff, determine which protocol to follow.
This facility adheres to the American Academy of Orthopaedic Surgeons guidelines for
premedication of patient with total joint replacement.
http://www.aaos.org/about/papers/advistmt/1033.asp
“More than 1,000,000 total joint arthroplasties are performed annually in the United States, of
which approximately 7 percent are revision procedures. Deep infections of total joint
replacements usually result in failure of the initial operation and the need for extensive
revision, treatment and cost. Due to the use of perioperative antibiotic prophylaxis and other
technical advances, deep infection occurring in the immediate postoperative period resulting
from intraoperative contamination has been markedly reduced in the past 20 years.
Bacteremia from a variety of sources can cause hematogenous seeding of bacteria onto joint
implants, both in the early postoperative period and for many years following implantation. 2 In
addition, bacteremia may occur in the course of normal daily life 3-5 and concurrently with
dental, urologic and other surgical and medical procedures. The analogy of late prosthetic joint
infections with infective endocarditis is invalid as the anatomy, blood supply, microorganisms
and mechanisms of infection are all different.
It is likely that bacteremia associated with acute infection in the oral cavity,skin, respiratory,
gastrointestinal and urogenital systems and/or other sites can and do cause late implant
infection. Practitioners should maintain a high index of suspicion for any change or unusual
signs and symptoms (e.g. pain, swelling, fever, joint warm to touch) in patients with total joint
prostheses. Any patient with an acute prosthetic joint infection should be vigorously treated
with elimination of the source of the infection and appropriate therapeutic antibiotics.
Patients with joint replacements who are having invasive procedures or who have other
infections are at increased risk of hematogenous seeding of their prosthesis. Antibiotic
prophylaxis may be considered, for those patients who have had previous prosthetic joint
infections, and for those with other conditions that may predispose the patient to infection
(Table 1). 8,10-16 There is evidence that some immunocompromised patients with total joint
replacements may be at higher risk for hematogenous infections. 10-18 However, patients with
pins, plates and screws, or other orthopaedic hardware that is not within a synovial joint are
not at increased risk for hematogenous seeding by microorganisms.
Given the potential adverse outcomes and cost of treating an infected joint replacement,
the AAOS recommends that clinicians consider antibiotic prophylaxis for joint
replacement patients with one or more of the following risk factors prior to any invasive
procedure that may cause bacteremia.
Occasionally, a patient with a joint prosthesis may present to a given clinician with a
recommendation from his/her orthopaedic surgeon that is not consistent with these
recommendations. This could be due to lack of familiarity with the recommendations or to
special considerations about the patient's medical condition which are not known to either the
clinician or orthopaedic surgeon. In this situation, the clinician is encouraged to consult with the
orthopaedic surgeon to determine if there are any special considerations that might affect the
clinician’s decision on whether or not to pre-medicate, and may wish to share a copy of these
recommendations with the physician, if appropriate. After this consultation, the clinician may
decide to follow the orthopaedic surgeon’s recommendation, or, if in the clinician’s professional
judgment, antibiotic prophylaxis is not indicated, may decide to proceed without antibiotic
prophylaxis.”
Prophylactic antibiotics prior to any procedure that may cause bacteremia are chosen on the
basis of its activity against endogenous flora that would likely to be encountered from any
secondary other source of bacteremia, its toxicity, and its cost. In order to prevent bacteremia,
an appropriate dose of a prophylactic antibiotic should be given prior to the procedure so that
an effective tissue concentration is present at the time of instrumentation or incision in order to
protect the patient’s prosthetic joint from a bacteremia induced periprosthetic sepsis. Current
prophylactic antibiotic recommendations for these different procedures are listed in Table 2. 19
Occasionally, a patient with a joint prosthesis may present to a given clinician with a
recommendation from his/her orthopaedic surgeon that is not consistent with these
recommendations. This could be due to lack of familiarity with the recommendations or to
special considerations about the patient's medical condition which are not known to either the
clinician or orthopaedic surgeon. In this situation, the clinician is encouraged to consult with the
orthopaedic surgeon to determine if there are any special considerations that might affect the
clinician’s decision on whether or not to pre-medicate, and may wish to share a copy of these
recommendations with the physician, if appropriate. After this consultation, the clinician may
decide to follow the orthopaedic surgeon’s recommendation, or, if in the clinician’s professional
judgment, antibiotic prophylaxis is not indicated, may decide to proceed without antibiotic
prophylaxis.
Table 2.
POLICY #2: American Dental Association and Association of Oral and Maxillofacial
Surgeons
This facility adheres to the American Dental Association (ADA) and Association of Oral and
Maxillofacial Surgeons (AAOMS) guidelines for premedication of patient with total joint
replacement. The [Facility] dental clinic will follow the ADA and AAOMS Advisory Statement and
use the following clinical guidelines to determine the need for, drugs, and regimens of antibiotic
prophylaxis for patients with total joint replacement.
According to the ADA and AAOMS 2003 Advisory Statement: “There is limited evidence that
some immunocompromised patients with total joint replacements (Table 1) may be at
higher risk of experiencing hematogenous infections.12,16-23 Antibiotic prophylaxis for such
patients undergoing dental procedures with a higher bacteremic risk (as defined in Table 2)
should be considered using an empirical regimen (Table 3). In addition, antibiotic prophylaxis
may be considered when the higher-risk dental procedures (again, as defined in Table 2) are
performed on dental patients within two years post–implant surgery,3 on those who have had
previous prosthetic joint infections and on those with some other conditions” JADA, Vol. 134,
July 2003 p 895
(Table 1).
Table 2
INCIDENCE STRATIFICATION OF BACTEREMIC DENTAL PROCEDURES
Incidence Dental Procedure
Higher Incidence* Dental extractions
Periodontal procedures, including surgery, subgingival placement of
antibiotic fibers/strips,
scaling and root planing, probing, recall maintenance
Dental implant placement and replantation of avulsed teeth
Endodontic (root canal) instrumentation or surgery only beyond the apex
Initial placement of orthodontic bands but not brackets
Intraligamentary and intraosseous local anesthetic injections
Prophylactic cleaning of teeth or implants where bleeding is anticipated
Lower Incidence Restorative dentistry¶ (operative and prosthodontic) with/without
retraction cord
Local anesthetic injections (nonintraligamentary and nonintraosseous)
Intracanal endodontic treatment; post placement and buildup
Placement of rubber dam
Postoperative suture removal
Placement of removable prosthodontic/orthodontic appliances
Taking of oral impressions
Fluoride treatments
Taking of oral radiographs
Orthodontic appliance adjustment
* Adapted with permission of the publisher from Dajani AS, Taubert KA, Wilson W, et al.23
† Prophylaxis should be considered for patients with total joint replacement who meet the
criteria in Table 1. No other patients with orthopedic
implants should be considered for antibiotic prophylaxis prior to dental treatment/procedures.
‡ Prophylaxis not indicated.
§ Clinical judgment may indicate antibiotic use in selected circumstances that may create
significant bleeding.
¶ Includes restoration of carious (decayed) or missing teeth.
Table 3
SUGGESTED ANTIBIOTIC PROPHYLACXIS REGIMENS.*
Patient Type Suggested Drug Regimen
Patients not allergic to Cephalexin, cephradine or 2 grams orally 1 hour prior to
penicillin amoxicillin dental procedure
Patients not allergic to Cefazolin or ampicillin Cefazolin 1 g or ampicillin 2 g
penicillin and intramuscularly or
unable to take oral intravenously 1 hour prior to
medications the dental procedure
Patients allergic to penicillin Clindamycin 600 milligrams orally 1 hour
prior to the dental
procedure
Patients allergic to penicillin Clindamycin 600 mg intravenously 1 hour
and unable prior to the dental
to take oral medications procedure*
* No second doses are recommended for any of these dosing regimens.
B.23 MEDICAL EMERGENCIES IN THE DENTAL CLINIC
PURPOSE
Patients in the dental clinic should be protected while receiving dental care in the [Facility]
dental clinic. To insure their safety, a policy will be in place to insure quick and efficient
response to any emergency arising in the dental clinic.
PROCEDURE
Dental providers should be aware that urgent or emergent medical and dental situations might
arise in their clinics. It is their responsibility to ensure that they themselves and their dental
staffs are well prepared to cope efficiently, quickly, and appropriately on such occasions.
Preparation and training must take place well in advance so that when action is needed in
potentially life-threatening situations appropriate action will be taken.
Training
Basic Life Support (BLS)
All dental staff will maintain certification in Basic Life Support (BLS). Certification may be
sponsored by either the American Heart Association or the American Red Cross. When a
patient, visitor or other individual is observed in distress, staff will respond according to current
BLS recommendations. [Insert other specific requirements for emergency response]
In-Service Training
Annually the emergency response plan and staff assignments listed below will be held for all
dental staff. In-service training will be provided as needed to review appropriate responses to
medical emergencies including but not limited to: seizures, syncope (fainting), hyperventilation,
cardiac and respiratory distress, chest pain, drug related emergencies, allergic or toxic
reaction, asthma, insulin shock, diabetic coma or airway obstruction.
Staff Assignments
In case of a medical emergency in the dental clinic, staff assignments are as follows:
[Describe clinic specific procedures for response to medical emergencies]
Example:
1. Provider treating the patient with the medical emergency will stay with the patient and call
for help. The provider will monitor the patient’s vital signs and maintain airway, support
breathing and monitor circulation until medical assistance arrives.
2. The nearest dental assistant will get the oxygen tank and set it up for the provider to
administer oxygen to the patient.
3. The receptionist or nearest dental assistant will phone for help.
Option for Dental Clinics that defer to Medical Department for Emergency Services
PURPOSE
This policy is to ensure that appropriate medical care and emotional support be given to those
experiencing abuse and mistreatment from others and to report this suspicion to the proper
authorities. This policy is designed to protect those from civil and criminal liability if the report is
made in good faith. (Check State laws to ensure protection from liability)
PROCEDURE
Willful physical abuse by adults is a significant cause of disability or death in young children.
Reporting of suspected cases is mandatory. "In an attempt to protect children, the law requires
care providers to report their suspicions to the police department or any special children's
protective service operating in the community so that cases can be investigated and
appropriate measures taken for the safety of the child. State law protects physicians and
dentists against liability for reporting. Once suspicion of willful injury has been aroused or
confirmed, protective hospitalization is mandatory to prevent possible repetition."[modify as
needed to meet state requirements]
The physician or dental provider will notify the [appropriate referral agency], Tribal Police
Department and the Social Services Department of their suspicions.
Dental Neglect
Severe dental decay in a child will not in itself be considered neglect, unless other
circumstances lead the dental provider to suspect overall neglect. However, if the
parent/guardian is informed of the child’s dental treatment needs and fails to complete
treatment available through the [Facility] dental clinic or through CHS within a reasonable
time, dental neglect may be suspected and reported.
Dental providers will refer cases to Community Health Representatives to encourage parents
tot keep dental appointments. If unsuccessful, cases will be referred to Social Services for
further investigation.
OR
Dental providers will request an examination by the medical staff. The medical provider will
admit the child to the hospital if it is deemed necessary for treatment or if, in their judgment,
there is danger of the child being further mistreatment upon returning to the home. This also
applies to the elderly.
When a child under 18 years of age is brought to the Facility and appears to have been
neglected, battered or sexually assaulted, it is the responsibility of any professional person to
report the incident to the [appropriate referral agency] County Department of Social
Services.
The individual calling Social Services will have to give their name, but law when reporting such
cases protects the individual. In reporting suspected events, give only factual information from
your observation. The [Agency] is responsible for investigating and notifying a local law
enforcement agency.
The hospital may retain the temporary custody of the child by order of a physician or the
Hospital Administrator.
Documentation
Provider will record all pertinent information in the patient’s health record. Patient information
that should be recorded: Health History, physical examination, clinical observations, history of
the injury provided by all parties, laboratory tests, radiographs, and photographs of the injury.
(Radiographs must only be taken when medically necessary, and never for the sole purpose of
separating parent/guardian from the child to conduct separate interviews.)
PURPOSE
To establish a uniform method of performing, documenting, and informing patients of the
results of tissue biopsy.
PROCEDURE
Brush Biopsy
The dentist will perform the brush biopsy according to manufacturer’s instructions. Samples
are then sent to the Brush Biopsy manufacturer for analysis. Results are reported to the
patients by phone or my mail if unavailable by phone. Reports are maintained in the patient’s
chart.
Excisional Biopsy
Form [form #] Tissue Examination form will be completed and submitted with the tissue to the
Department of Pathology at the Bethesda Naval Dental Unit, Bethesda, MD [or other
appropriate laboratory]
When the report is returned from the pathologist, the dentist will initial the report and one copy
will be filed in the patient’s medical/dental chart. Notation will be entered in the tissue
specimen log located [in the dental clinic].
B.26 CLINICAL ORAL DISEASE PREVENTION/HEALTH PROMOTION
PURPOSE
To establish clinical oral health promotion/disease prevention (HP/DP) procedures consistent
with current science and Indian Health Service priorities.
Definitions
Open Access: patients are seen without an appointment as they present to the clinic.
High risk groups: target groups with known high oral disease rates
Patients of record: patients with a comprehensive dental examination within the last 3
years
PROCEDURE.
High Risk Groups
High risk groups including [insert current high risk groups such as Head Start
children, children age 0-3, diabetes patients] will have Open Access to the dental clinic
for preventive services including [insert services such as screening, fluoride varnish,
OHI, exams].
Patients of Record
1. Examination results of hard and soft tissues, periodontal status and needs, orthodontic
needs, risk for caries and periodontal disease, and other prevention needs will be
recorded at the comprehensive examination appointment.
2. Patients will be assessed for caries risk, periodontal status, risk for traumatic injury (sport
activities), or other oral health risk at the examination appointments. Elevated risk status
will be documented on the examination form. Treatment plans will be developed as
appropriate for risk category.
4 When fluoride rinse is indicated the patient will be given a recommendation for an over-
the-counter daily rinse. It will be necessary for the patient to obtain the rinse at his/her
own expense. Fluoride rinse will be used only for clients six (6) years or older.
Moderate or high risk patients who cannot use a home rinse will receive fluoride varnish
treatments appropriate to their risk category.
5 Unless medically contraindicated, all dentate dental patients will be advised to use
fluoride toothpaste.
6 Topical fluoride may be applied using either a fluoride varnish or 1.23% acidulated
phosphate gel. Patients considered moderate risk will be given a semi-annual topical
fluoride treatment. Patients considered high risk will be given more frequent
applications up to 4 treatments per year.
Procedures:
a. Gel: Topical fluoride application will consist of placing three pea size drops of
fluoride gel on an upper disposable tray, three pea size drops of fluoride gel on
a lower disposable tray, spreading these drops evenly over the tray surface,
placing the tray over the teeth and allowing the tray to remain in place for four
minutes. Patients will be instructed not to eat or drink for 30 minutes.
B. Varnish: After removal of excessive plaque, teeth will be dried with 4x4
gauze, then varnish will be applied to all tooth surfaces. Patients should not
drink hot liquids or eat for approximately 2 hours.
7 Teeth needing sealants will be marked with an "NS" on the examination form. Teeth with
sealants in place will be marked with "S" on the examination form. Need for sealants
will be based on caries risk.
8. Dietary counseling will be implemented for high risk patients. A referral shall be made to
the clinic's nutritionist. Moderate risk patients will receive nutritional counseling by
dental staff (coded D1310). All records of nutritional education and recommendations
provided by dental staff will be maintained in the patient’s dental record.
10. Scaling will be done by the dentist or hygienist. All patients with type II and III perio-
dontal status will receive appropriate periodontal services according to the IHS
periodontal guidelines.
13 Patients age six to twenty (6 – 20) years will be informed of the need for orthodontic
treatment, and that any orthodontic treatment will have to be at the patient’s or parent's
expense
14. Patients who are at increased risk for caries or periodontal disease due to
medical conditions will be given priority treatment.
15. Newly diagnosed diabetics or other special needs patients will be referred from the
outpatient clinic. Upon receiving the referral an examination appointment will be given
to the patients. At the first appointment the patient will be informed of the effect of
diabetes on the oral tissues as well as receive the treatment given to all new patients.
16. Patients in a known high risk group may be included in community based prevention
programs. In community based programs, all participants will receive identical services.
Referrals will be based on individual risk assessment.
The following are the patient selection and contraindication recommendations according to the
American Academy of Pediatric Dentistry. If necessary, add any additional monitoring
requirements of the facility.
“Indications for use of nitrous oxide/oxygen analegesia/anxiolysis include:
1. a fearful, anxious or obstreperous patient
2. certain mentally, physically, or medically compromised patients
3. a patient whose gag reflex interferes with dental care
4. a patient for whom profound local anesthetic cannot be obtained
5. an uncooperative child undergoing a lengthy dental procedure
The patient’s medical provider must be consulted in cases with significant underlying medical
conditions.
Qualifications of Providers
According to the AAPD’s 2009 Guideline,
“The practitioner who utilized nitrous oxide anesthesia/analgesia for a pediatric dental patients
shall possess appropriate training and skills and have available the proper facilities, personnel,
and equipment to manage any reasonable foreseeable emergency. Training and certification in
basic life support are required for all clinical personnel.”
All dental providers using nitrous oxide must have a record stating that training was received in
nitrous oxide. This will be filed [appropriate location].
Competency
Describe procedures used to ensure provider competency, if any]
Monitoring
According to the AAPD’s 2009 Guideline: If necessary, add any additional monitoring
requirements of the facility.
“The response of patients to commands during procedures performed with
anxiolysis/analgesia serves as a guide to their level of consciousness. Clinical observation of
the patient must be done during any dental procedure. During nitrous oxide/oxygen
analgesia/anxiolysis, continual clinical observation of the patient’s responsiveness, color, and
respiratory rate and rhythm must be performed. Spoken response provide an indication that
the patient is breathing. If any other pharmacologic agent is used in addition to nitrous
oxide/oxygen and a local anesthetic, monitoring guidelines for the appropriate level of sedation
must be followed.”
Documentation
According to the AAPD’s 2009 Guideline: If necessary, add any additional monitoring
requirements of the facility.
“Informed consent must be obtained from the parent and documented in the patient’s
record prior to the administration of nitrous oxide/oxygen. The practitioner should provide
instructions to the parent regarding pretreatment dietary, if indicated. In addition, the patient’s
record must include indication for use of nitrous oxide/oxygen inhalation, nitrous oxide dosage
(ie. Percent of nitrous oxide/oxygen and/or flow rate), duration of the procedure, and
posttreatment oxygenation procedures.”
Equipment
According to the AAPD’s 2009 Guideline, If necessary, add any additional monitoring
requirements of the facility.
“All newly installed facilities for delivering nitrous oxide/oxygen must be checked for proper
gas delivery and fail safe function prior to use. Inhalation equipment must have the capacity for
delivering 100% and never less than 30% oxygen concentration at a flow rate appropriate to
the child’s size. Additionally, inhalation equipment must have a fail safe system that is checked
and calibrated…” [inset manufacturer’s recommended calibration and maintenance
schedule].
Nitrous Oxide scavenging mask and equipment must be working at the time of analgesia
initiation.
Nitrous Oxide equipment must be stored in a restricted area at all times when not in use.
Maintenance of this equipment will be checked on a routine weekly inspection and before each
usage. All rubber equipment will be checked for contaminated waste, and cracking. Back
pressure will be tested for discovery of leaking hoses and manifolds.
The scavenger system will always be utilized when administering nitrous oxide.
The dental clinic will be locked at night and during the weekends to secure all nitrous oxide -
oxygen equipment.
The equipment, which is used to administer nitrous oxide-oxygen, should be checked weekly
for gas leaks. Any hoses or bags that leak should be replaced. Each month, the hoses and
bags will be checked.
B.28 CONSCIOUS SEDATION [if applicable for your clinic, Omit this section if
Conscious Sedation is not used in the dental facility or retain only those
procedures used in the facility]
PURPOSE
PROCEDURE
The goals for the management of Pharmaco-sedation in the ambulatory patient are:
Patient welfare
Control of patient behavior
Production of positive psychological response to treatment
Return to pretreatment level of consciousness by time of discharge
Definition of Terms
For the purpose of this document the following definitions shall apply:
ASA Classification:
ASA stands for American Society of Anesthesiologists. In 1963 the ASA adopted a 5 category
physical status classification system for assessing a patient before surgery. The first 4 classes
are:
1) A normal healthy patient.
2) A patient with mild systemic disease.
3) A patient with severe systemic disease.
4) A patient with severe systemic disease that is a constant threat to life.
Anxiolysis: A dissolution or reduction of anxiety through the use of the hypnotic dose of a
sedative agent, i.e., light sedation
General Anesthesia: A drug-induced loss of consciousness during which patients are not
arousable, even by painful stimulation. The ability to independently maintain ventilatory
function is often impaired. Patients often require assistance in maintaining a patent airway,
and positive pressure ventilation may be required because of depressed spontaneous
ventilation or drug-induced depression of neuromuscular function. Cardiovascular function
may be impaired.
Nitrous Oxide/Oxygen Analgesia: The relative reduction of fear, anxiety, and pain response
through the controlled delivery of nitrous oxide and oxygen through a dental inhalation
sedation delivery system.
General Considerations
This facility adheres to the American Society of Anesthesiologist (ASA) guidelines for education
and training for nonanesthesiologist sedation practitioners. According to the ASA’s 2006
guidelines:
An individual trained and competent in the monitoring of sedated patients shall appropriately
monitor any patient given a sedating agent in the clinic. Administration of agents with patients
returning to the waiting room for onset of sedation is not acceptable. No medications for
moderate or deeper levels of sedation should be administered outside of the clinical setting.
Supplemental oxygen is recommended for all sedated patients (not including anxiolysis).
Competency
Providers should demonstrate current competence via [insert facility’s competency
evaluation procedures]
Table 1
Max. Rec.
Generic Brand Conc. Dose Mg per
Name Name (%) (Mg/Kg) Carpule
Facilities
Medical support: The Dental Supervisor and the Clinical Director may limit the use and type
of dental sedation performed based upon the availability of medical support. Utilization of
some sedation techniques, e.g., IV sedation techniques, may require the prior notification
of a physician present in the facility to assure that adequate medical support is available.
Staffing: The staff required to safely conduct a sedation procedure will vary with the
technique used. (See education and training section above)
Emergency Services
Back-up emergency services should be identified. See Section B-18 (Medical Emergencies in
the Dental Clinic).
The practitioner must document each sedation procedure in the patient's record.
Documentation should include the following:
Informed consent: Each patient, parent, or other responsible individual is required to be
informed regarding benefits, risks, and alternatives to sedation and to give consent. The
patient record should document that appropriate informed consent was obtained according
to the procedures of the facility. (See Section B.12.—Informed Consent)
Instructions to parents or responsible individual: The practitioner should provide verbal and
written instructions to the parents or responsible individual. Instructions should be explicit
and include an explanation of pre- and post-sedation dietary precautions, potential or
anticipated postoperative behavior, and limitation of activities.
General Requirements for the Monitoring and Documentation for Oral and Parental
Conscious Sedation and Deep Sedation
The patient should be monitored from the time of drug delivery until discharge.
Vital signs: The patient's record should contain documentation of intermittent quantitative
monitoring and recording of oxygen saturation (pulse oximetry), heart and respiratory rates,
and blood pressure, as recommended for specific sedation techniques. Responsiveness
of the patient should be monitored at specific intervals before and during the procedure
and until the patient is discharged.
Drugs: The patient's record should document the name, dose and route, site, and time of
administration of all drugs administered. The maximum recommended dose per kilogram
or pound should be calculated and the actual dose given shall be documented in
appropriate units (e.g., fentanyl is administered in microgram doses, not milligrams). The
concentrations flow rate, and duration of administration of oxygen and nitrous oxide should
be documented.
The condition of the patient and the time of discharge from the treatment facility should be
documented in the record. Documentation should include that appropriate discharge criteria
have been met. The record should also identify the responsible adult to whose care the
patient was discharged. (Table 2)
Table 2: The Modified Aldrete Scoring System for Determining when Patients are Ready for Discharge
from the PACU. A Score = 9 was Considered Necessary for Discharge
Activity: Able to move voluntarily or on command
4 extremities 2
2 extremities 1
0 extremities 0
Respiration
Able to deep breathe and cough freely 2
Dyspnoea, shallow or limited breathing 1
Apnoeic 0
Circulation
BP +/ 20 mm of pre anaesthetic level 2
BP +/ 20 to 50 mm of pre anaesthesia level 1
BP +/ 50 mm of pre anaesthesia level 0
Consciousness
Fully awake 2
arousable on calling 1
not responding 0
O2 Saturation
Able to maintain O2 saturation>92% on room air 2
Needs O2 inhalation to maintain
O2 saturation>90% 1
O2 saturation<90% even with O2 supplementation 0
Aldrete JA The post anaesthesia recovery score revisited. (Letter) J. Clin. Anesth. (7) 1995 8991
Sedation Techniques, Specific Criteria
Anxiolysis
Training
-Documentation of training and pharmacology in the form of dental school transcripts or a letter
attesting to training from the institution. Where anxiolysis was not taught, training should be
[requirements according to IHS guidelines or State dental practice act].
Staffing
-No additional staffs beyond those needed for the routine dental procedure are required
Armamentarium
-No additional armamentarium beyond the normal dental procedure set-up is required
Pre-op evaluation
-Only a review of the dental medical history form is required.
Monitoring
-No additional monitoring beyond visual and verbal monitoring is required
Documentation
-Documentation should include drug and dose used and its effectiveness.
Moderate Sedation
Training
See Education and Training section above.
-[Requirements according to State practice act, additional requirements of facility]
Staffing
-The dentist should have at least two dental assistants present for proper monitoring and
support, one to assist in the dental procedure and one to monitor the patient. At least one
assistant must be certified in basic life support.
-The practitioner responsible for the treatment of the patient and/or the administration of drugs
for conscious sedation must be appropriately trained in the use of such drugs and techniques,
must provide for appropriate monitoring, and must be capable of managing any reasonably
foreseeable complications. (See Education and Training section above)
Armamentarium
-The operating facility used for the administration of conscious sedation should have available
all facilities and equipment previously recommended. The minimum monitoring equipment for
sedation shall be a pulse oximeter. A precordial/pretracheal stethoscope is highly desirable.
ECG monitoring equipment should be considered but is not required.
Pre-op evaluation
-Health history
-Review of systems
-Vital signs, including heart rate, respiratory rate, and blood pressure.
-Risk assessment (ASA guidelines)
-Evaluation of airway patency
-Evaluation of the respiratory and cardiac systems is needed
Monitoring
-Whenever drugs for conscious sedation are administered, the patient should be monitored
continuously for responsiveness and airway patency. There should be continuous monitoring
of oxygen saturation by pulse oximetry and of heart and respiratory rates. Respiratory rate
alone may not be a reliable guide to oxygenation, especially when the rate is hard to determine
and respirations are shallow. ECG monitoring is once again encouraged. A
precordial/pretracheal stethoscope also may be used for obtaining additional information on
heart and respiratory rates and for monitoring airway patency. Restraining devices should be
checked periodically to prevent airway obstruction or chest restriction. The patient's head
position should be checked frequently to ensure airway patency. A trained individual from the
time the sedating agent is administered until discharge from the facility must constantly
observe a sedated patient.
Documentation
-Oxygen saturation and heart and respiratory rates should be recorded intermittently on a
time-based record throughout the procedure and until the patient is discharged.
-After completion of the treatment procedures, vital signs should be recorded at specific
intervals. Postoperative monitoring, of blood pressure, heart rate, pulse oximetry, and possibly
ECG is prudent. The practitioner shall assess the patient's responsiveness and discharge the
patient only when the appropriate discharge criteria have been met.
General Anesthesia
Policies and procedures for the provision of general anesthesia are the prerogative of the
Medical Staff Committee or Anesthesia Department of the facility. The dental practitioner
should make himself/herself aware of all applicable provisions. A qualified person on
appropriate patients without medical consultation may administer General Anesthesia in an
adequate facility, with provision for recovery. The dental practitioner will follow all Policies and
Procedures of the facility regarding General Anesthesia.
SECTION C: ENVIRONMENT
C.1 INFECTION CONTROL
Purpose:
To establish policies and procedures to protect dental personnel from work related exposures
to infectious diseases and to protect dental patients from exposures to infectious diseases
resulting from dental treatment.
Authority:
1. Centers for Disease Control and Prevention. Guidelines for Infection Control in
Dental Health-Care settings-2003. MMWR 2003;52 (No. RR-17)
http://www.cdc.gov/mmwr/preview/mmwrhtml/rr5217a1.htm
Procedure:
A. General Recommendations
1. Develop a written health program for DHCP that includes policies, procedures, and
guidelines for education and training; immunizations; exposure prevention and
postexposure management; medical conditions, work-related illness, and associated
work restrictions; contact dermatitis and latex hypersensitivity; and maintenance of
records, data management, and confidentiality (IB).
2. Establish referral arrangements with qualified health-care professionals to ensure
prompt and appropriate provision of preventive services, occupationally related medical
services, and postexposure management with medical follow-up (IB, IC).
1. Provide DHCP 1) on initial employment, 2) when new tasks or procedures affect the
employee's occupational exposure, and 3) at a minimum, annually, with education and
training regarding occupational exposure to potentially infectious agents and infection-
control procedures/protocols appropriate for and specific to their assigned duties (IB,
IC).
2. Provide educational information appropriate in content and vocabulary to the
educational level, literacy, and language of DHCP (IB, IC).
C. Immunization Programs
1. Develop and have readily available to all DHCP comprehensive written policies
regarding work restriction and exclusion that include a statement of authority defining
who can implement such policies (IB).
2. Develop policies for work restriction and exclusion that encourage DHCP to seek
appropriate preventive and curative care and report their illnesses, medical conditions,
or treatments that can render them more susceptible to opportunistic infection or
exposures; do not penalize DHCP with loss of wages, benefits, or job status (IB).
3. Develop policies and procedures for evaluation, diagnosis, and management of
DHCP with suspected or known occupational contact dermatitis (IB).
4. Seek definitive diagnosis by a qualified health-care professional for any DHCP with
suspected latex allergy to carefully determine its specific etiology and appropriate
treatment as well as work restrictions and accommodations (IB).
1. Establish and maintain confidential medical records (e.g., immunization records and
documentation of tests received as a result of occupational exposure) for all DHCP (IB,
IC).
2. Ensure that the practice complies with all applicable federal, state, and local laws
regarding medical recordkeeping and confidentiality (IC).
A. HBV Vaccination
1. Offer the HBV vaccination series to all DHCP with potential occupational exposure to
blood or other potentially infectious material (IA, IC).
2. Always follow U.S. Public Health Service/CDC recommendations for hepatitis B
vaccination, serologic testing, follow-up, and booster dosing (IA, IC).
3. Test DHCP for anti-HBs 1--2 months after completion of the 3-dose vaccination
series (IA, IC).
4. DHCP should complete a second 3-dose vaccine series or be evaluated to determine
if they are HBsAg-positive if no antibody response occurs to the primary vaccine series
(IA, IC).
5. Retest for anti-HBs at the completion of the second vaccine series. If no response to
the second 3-dose series occurs, nonresponders should be tested for HBsAg (IC).
6. Counsel nonresponders to vaccination who are HBsAg-negative regarding their
susceptibility to HBV infection and precautions to take (IA, IC).
7. Provide employees appropriate education regarding the risks of HBV transmission
and the availability of the vaccine. Employees who decline the vaccination should sign
a declination form to be kept on file with the employer (IC).
B. Preventing Exposures to Blood and OPIM
1. General recommendations
a. Identify, evaluate, and select devices with engineered safety features at least
annually and as they become available on the market (e.g., safer anesthetic
syringes, blunt suture needle, retractable scalpel, or needleless IV systems)
(IC).
b. Place used disposable syringes and needles, scalpel blades, and other sharp
items in appropriate puncture-resistant containers located as close as feasible
to the area in which the items are used (IA, IC).
c. Do not recap used needles by using both hands or any other technique that
involves directing the point of a needle toward any part of the body. Do not
bend, break, or remove needles before disposal (IA, IC).
d. Use either a one-handed scoop technique or a mechanical device designed
for holding the needle cap when recapping needles (e.g., between multiple
injections and before removing from a nondisposable aspirating syringe) (IA,
IC).
Hand Hygiene
A. General Considerations
1. Perform hand hygiene with either a nonantimicrobial or antimicrobial soap and water
when hands are visibly dirty or contaminated with blood or other potentially infectious
material. If hands are not visibly soiled, an alcohol-based hand rub can also be used.
Follow the manufacturer's instructions (1A)
2. Indications for hand hygiene include
a. when hands are visibly soiled
b. after barehanded touching of inanimate objects likely to be contaminated by
blood, saliva, or respiratory secretions
(IA, IC);
c. before and after treating each patient (IB);
d. before donning gloves (IB); and
e. immediately after removing gloves (IB, IC)
3. For oral surgical procedures, perform surgical hand antisepsis before donning sterile
surgeon's gloves. Follow the manufacturer's instructions by using either an
antimicrobial soap and water, or soap and water followed by drying hands and
application of an alcohol-based surgical hand-scrub product with persistent activity (IB)
1. Use hand lotions to prevent skin dryness associated with handwashing (IA).
2. Consider the compatibility of lotion and antiseptic products and the effect of
petroleum or other oil emollients on the integrity of gloves during product selection and
glove use (IB)
3. Keep fingernails short with smooth, filed edges to allow thorough cleaning and
prevent glove tears (II)
4. Do not wear artificial fingernails or extenders when having direct contact with
patients at high risk (e.g., those in intensive care units or operating rooms) (IA)
5. Use of artificial fingernails is usually not recommended (II)
6. Do not wear hand or nail jewelry if it makes donning gloves more difficult or
compromises the fit and integrity of the glove (II)
1. Wear a surgical mask and eye protection with solid side shields or a face shield to
protect mucous membranes of the eyes, nose, and mouth during procedures likely to
generate splashing or spattering of blood or other body fluids (IB, IC).
2. Change masks between patients or during patient treatment if the mask becomes
wet (IB).
3. Clean with soap and water, or if visibly soiled, clean and disinfect reusable facial
protective equipment (e.g., clinician and patient protective eyewear or face shields)
between patients (II).
B. Protective Clothing
C. Gloves
1. Wear medical gloves when a potential exists for contacting blood, saliva, OPIM, or
mucous membranes (IB, IC).
2. Wear a new pair of medical gloves for each patient, remove them promptly after use,
and wash hands immediately to avoid transfer of microorganisms to other patients or
environments (IB).
3. Remove gloves that are torn, cut, or punctured as soon as feasible and wash hands
before regloving (IB, IC).
4. Do not wash surgeon's or patient examination gloves before use or wash, disinfect,
or sterilize gloves for reuse (IB, IC).
5. Ensure that appropriate gloves in the correct size are readily accessible (IC).
6. Use appropriate gloves (e.g., puncture- and chemical-resistant utility gloves) when
cleaning instruments and performing housekeeping tasks involving contact with blood
or OPIM (IB, IC).
7. Consult with glove manufacturers regarding the chemical compatibility of glove
material and dental materials used (II).
D. Sterile Surgeon's Gloves and Double Gloving During Oral Surgical Procedures
1. Wear sterile surgeon's gloves when performing oral surgical procedures (IB).
2. No recommendation is offered regarding the effectiveness of wearing two pairs of
gloves to prevent disease transmission during oral surgical procedures. The majority of
studies among HCP and DHCP have demonstrated a lower frequency of inner glove
perforation and visible blood on the surgeon's hands when double gloves are worn;
however, the effectiveness of wearing two pairs of gloves in preventing disease
transmission has not been demonstrated (Unresolved issue).
E. PPE Provided
1. (Facility name) will provide suitable gowns, eye protection, masks, gloves, hair
covers, and shoe covers needed to provide dental treatment.
Definitions:
Sterilization (autoclave)- used for heat-tolerant critical and semi-critical patient care items
Intermediate-level disinfection- Liquid contact- EPA registered hospital disinfectant with lable
claim of tuberculocidal activity (Chlorine containing products - 1:100 dilution (1/4 cup of 5.25%
household chlorine bleach to 1 gallon of water)
Alternative products may be biocide or Lysol-IC for surfaces that may be damaged by bleach
products
Low level disinfection- liquid contact- EPA registered disinfectant with no claim of
tuberculocidal activity (soap and water, alcohol)
CDC, 2003, p. 66
A. General Recommendations
1. Use only FDA-cleared medical devices for sterilization and follow the manufacturer's
instructions for correct use (IB).
2. Clean and heat-sterilize critical dental instruments before each use (IA).
3. Clean and heat-sterilize semicritical items before each use (IB).
4. Allow packages to dry in the sterilizer before they are handled to avoid contamination
(IB).
5. Use of heat-stable semicritical alternatives is encouraged (IB).
6. Reprocess heat-sensitive critical and semi-critical instruments by using FDA-cleared
sterilant/high-level disinfectants or an FDA-cleared low-temperature sterilization method
(e.g., ethylene oxide). Follow manufacturer's instructions for use of chemical
sterilants/high-level disinfectants (IB).
7. Single-use disposable instruments are acceptable alternatives if they are used only
once and disposed of correctly (IB, IC).
8. Do not use liquid chemical sterilants/high-level disinfectants for environmental
surface disinfection or as holding solutions (IB, IC).
9. Ensure that . If visibly contaminated with blood, use an EPA-registered hospital
disinfectant with a tuberculocidal claim (i.e., intermediate level) (IB).
10. Inform DHCP of all OSHA guidelines for exposure to chemical agents used for
disinfection and sterilization. Using this report, identify areas and tasks that have
potential for exposure (IC).
1. Use an internal chemical indicator in each package. If the internal indicator cannot be
seen from outside the package, also use an external indicator (II) .
2. Use a container system or wrapping compatible with the type of sterilization process
used and that has received FDA clearance (IB).
1. Clean and dry instruments before the unwrapped sterilization cycle (IB).
2. Use mechanical and chemical indicators for each unwrapped sterilization cycle (i.e.,
place an internal chemical indicator among the instruments or items to be sterilized)
(IB).
3. Allow unwrapped instruments to dry and cool in the sterilizer before they are handled
to avoid contamination and thermal injury (II).
4. Semicritical instruments that will be used immediately or within a short time can be
sterilized unwrapped on a tray or in a container system, provided that the instruments
are handled aseptically during removal from the sterilizer and transport to the point of
use (II).
5. Critical instruments intended for immediate reuse can be sterilized unwrapped if the
instruments are maintained sterile during removal from the sterilizer and transport to the
point of use (e.g., transported in a sterile covered container) (IB).
6. Do not sterilize implantable devices unwrapped (IB).
7. Do not store critical instruments unwrapped (IB).
F. Sterilization Monitoring
a. Remove the sterilizer from service and review sterilization procedures (e.g.,
work practices and use of mechanical and chemical indicators) to determine
whether operator error could be responsible (II).
b. Retest the sterilizer by using biological, mechanical, and chemical indicators
after correcting any identified procedural problems (II).
c. If the repeat spore test is negative, and mechanical and chemical indicators
are within normal limits, put the sterilizer back in service (II).
a. Do not use the sterilizer until it has been inspected or repaired or the exact
reason for the positive test has been determined (II).
b. Recall, to the extent possible, and reprocess all items processed since the
last negative spore test (II).
c. Before placing the sterilizer back in service, rechallenge the sterilizer with
biological indicator tests in three consecutive empty chamber sterilization cycles
after the cause of the sterilizer failure has been determined and corrected (II) .
1. Follow the manufacturers' instructions for correct use of cleaning and EPA-registered
hospital disinfecting products (IB, IC).
2. Do not use liquid chemical sterilants/high-level disinfectants for disinfection of
environmental surfaces (clinical contact or housekeeping) (IB, IC).
3. Use PPE, as appropriate, when cleaning and disinfecting environmental surfaces.
Such equipment might include gloves (e.g., puncture- and chemical-resistant utility),
protective clothing (e.g., gown, jacket, or lab coat), and protective eyewear/face shield,
and mask (IC).
1. Use surface barriers to protect clinical contact surfaces, particularly those that are
difficult to clean (e.g., switches on dental chairs) and change surface barriers between
patients (II).
2. Clean and disinfect clinical contact surfaces that are not barrier-protected, by using
an EPA-registered hospital disinfectant with a low- (i.e., HIV and HBV label claims) to
intermediate-level (i.e., tuberculocidal claim) activity after each patient. Use an
intermediate-level disinfectant if visibly contaminated with blood (IB).
C. Housekeeping Surfaces
1. Clean housekeeping surfaces (e.g., floors, walls, and sinks) with a detergent and
water or an EPA-registered hospital disinfectant/detergent on a routine basis,
depending on the nature of the surface and type and degree of contamination, and as
appropriate, based on the location in the facility, and when visibly soiled (IB).
2. Clean mops and cloths after use and allow to dry before reuse; or use single-use,
disposable mop heads or cloths (II).
3. Prepare fresh cleaning or EPA-registered disinfecting solutions daily and as
instructed by the manufacturer. (II).
4. Clean walls, blinds, and window curtains in patient-care areas when they are visibly
dusty or soiled (II).
1. General Recommendations
B. Boil-Water Advisories
a. Do not deliver water from the public water system to the patient through the
dental operative unit, ultrasonic scaler, or other dental equipment that uses the
public water system (IB, IC).
b. Do not use water from the public water system for dental treatment, patient
rinsing, or handwashing (IB, IC).
c. For handwashing, use antimicrobial-containing products that do not require
water for use (e.g., alcohol-based hand rubs). If hands are visibly contaminated,
use bottled water, if available, and soap for handwashing or an antiseptic
towelette (IB, IC).
a. Follow guidance given by the local water utility regarding adequate flushing of
waterlines. If no guidance is provided, flush dental waterlines and faucets for 1--
5 minutes before using for patient care (IC).
b. Disinfect dental waterlines as recommended by the dental unit manufacturer
(II).
Special Considerations
1. Clean and heat-sterilize handpieces and other intraoral instruments that can be
removed from the air and waterlines of dental units between patients (IB, IC).
2. Follow the manufacturer's instructions for cleaning, lubrication, and sterilization of
handpieces and other intraoral instruments that can be removed from the air and
waterlines of dental units (IB).
3. Do not surface-disinfect, use liquid chemical sterilants, or ethylene oxide on
handpieces and other intraoral instruments that can be removed from the air and
waterlines of dental units (IC).
4. Do not advise patients to close their lips tightly around the tip of the saliva ejector to
evacuate oral fluids (II).
B. Dental Radiology
1. Wear gloves when exposing radiographs and handling contaminated film packets.
Use other PPE (e.g., protective eyewear, mask, and gown) as appropriate if spattering
of blood or other body fluids is likely (IA, IC).
2. Use heat-tolerant or disposable intraoral devices whenever possible (e.g., film-
holding and positioning devices). Clean and heat-sterilize heat-tolerant devices
between patients. At a minimum, high-level disinfect semicritical heat-sensitive devices,
according to manufacturer's instructions (IB).
3. Transport and handle exposed radiographs in an aseptic manner to prevent
contamination of developing equipment (II).
4. The following apply for digital radiography sensors:
1. Do not administer medication from a syringe to multiple patients, even if the needle
on the syringe is changed (IA). 2. Use single-dose vials for parenteral medications
when possible (II).
3. Do not combine the leftover contents of single-use vials for later use (IA).
4. The following apply if multidose vials are used:
a. Cleanse the access diaphragm with 70% alcohol before inserting a device
into the vial (IA).
b. Use a sterile device to access a multiple-dose vial and avoid touching the
access diaphragm. Both the needle and syringe used to access the multidose
vial should be sterile. Do not reuse a syringe even if the needle is changed (IA).
c. Keep multidose vials away from the immediate patient treatment area to
prevent inadvertent contamination by spray or spatter (II).
d. Discard the multidose vial if sterility is compromised (IA).
5. Use fluid infusion and administration sets (i.e., IV bags, tubings and connections) for
one patient only and dispose of appropriately (IB).
1. Use single-use devices for one patient only and dispose of them appropriately (IC).
1. Dispose of extracted teeth as regulated medical waste unless returned to the patient
(IC).
2. Do not dispose of extracted teeth containing amalgam in regulated medical waste
intended for incineration (II).
3. Clean and place extracted teeth in a leakproof container, labeled with a biohazard
symbol, and maintain hydration for transport to educational institutions or a dental
laboratory (IC).
4. Heat-sterilize teeth that do not contain amalgam before they are used for educational
purposes (IB).
I. Dental Laboratory
1. Use PPE when handling items received in the laboratory until they have been
decontaminated (IA, IC)
2. Before they are handled in the laboratory, clean, disinfect, and rinse all dental
prostheses and prosthodontic materials (e.g., impressions, bite registrations, occlusal
rims, and extracted teeth) by using an EPA-registered hospital disinfectant having at
least an intermediate-level (i.e., tuberculocidal claim) activity (IB).
3. Consult with manufacturers regarding the stability of specific materials (e.g.,
impression materials) relative to disinfection procedures (II).
4. Include specific information regarding disinfection techniques used (e.g., solution
used and duration), when laboratory cases are sent off-site and on their return (II).
5. Clean and heat-sterilize heat-tolerant items used in the mouth (e.g., metal impression
trays and face-bow forks) (IB).
6. Follow manufacturers' instructions for cleaning and sterilizing or disinfecting items
that become contaminated but do not normally contact the patient (e.g., burs, polishing
points, rag wheels, articulators, case pans, and lathes). If manufacturer instructions are
unavailable, clean and heat-sterilize heat-tolerant items or clean and disinfect with an
EPA-registered hospital disinfectant with low- (HIV, HBV effectiveness claim) to
intermediate-level (tuberculocidal claim) activity, depending on the degree of
contamination (II).
K. Mycobacterium tuberculosis
1. General Recommendations
2. The following apply for patients known or suspected to have active TB:
a. Evaluate the patient away from other patients and DHCP. When not being
evaluated, the patient should wear a surgical mask or be instructed to cover
mouth and nose when coughing or sneezing (IB).
b. Defer elective dental treatment until the patient is noninfectious (IB).
c. Refer patients requiring urgent dental treatment to a previously identified
facility with TB engineering controls and a respiratory protection program (IB).
PROCEDURE
Appropriate lead aprons will be placed over the patient for all radiographs. Lead aprons will be
stored hanging; they will not be folded or creased when not in use, as this will increase the risk
of holes or tears in the lead shield. Every year all lead aprons used for x-ray protection will be
sent to [appropriate location] for evaluation. All aprons, which fail the inspection, will be
discarded. Records of testing will be maintained by [appropriate staff].
[If the facility uses a monitoring service] Each staff member shall be shown the radiation
detection report each quarter that it is issued. Each staff member will initial the report and the
[appropriate staff] will keep a copy on file.
"X-ray", will be loudly announced before any staff member begins to take any radiograph. This
announcement will serve to inform all personnel in the area to stand clear of the path of the
radiation beam. The operator will also inform patients who are moving to and from the
operatories to stand clear of the path of the x-ray beam.
All radiographs will be taken using a film positioner. At no time will a patient hold a film to
position that film during x-ray exposure.
A conspicuous sign shall be posted in the panoramic x-ray area announcing to all personnel
that "WARNING! PERSONNEL SHOULD NOT BE IN THIS AREA DURING X-RAY USE".
[Insert competency procedure}
Example:
The dental assistants shall yearly be evaluated on their clinical radiographs and radiological
safety according to the IHS radiological criteria for quality care.
PURPOSE
To establish procedures that ensure the safe operation of all equipment, comply with facility
safety policies, and comply with applicable State and federal regulations.
PROCEDURE
Maintenance
Each dental unit will have a logbook pertaining to maintenance. Any maintenance that is
required is entered into the book for that particular unit. The [appropriate individual] for
maintenance required will check the logbooks weekly. If maintenance is required the
[designated individual] will complete the necessary maintenance requests, refer them to
[appropriate source for repairs such as :bio-medical engineering or refer them to
maintenance personnel]. The [designated individual] will initial the logbook as the
maintenance is completed.
Should the bio-medical engineering be contacted, they will check the equipment and note in
the logbook their findings. When the equipment is repaired the engineer will note the repair in
the log.
Alternative Procedure
A contracted vendor makes quarterly maintenance visits. The vendor shall provide a copy of
maintenance performed for each dental unit and the [designated individual] will maintain
these records.
Product Recalls
When the dental department receives notice that a product is subject to a recall
[designated individual] will check lot numbers, serial numbers or other
product designators, gather all affected products, and comply with
manufacturer’s instructions regarding the recall.
C.4 NITROUS OXIDE SAFETY
PURPOSE
To establish procedures for the safe and effective use of nitrous oxide/oxygen therapy to
protect patients and facility employees.
PROCEDURE
The following National Institute for Occupational Safety and Health recommendations will be
observed when using nitrous oxide/oxygen.
System maintenance
Inspect and maintain the anesthetic delivery system to prevent N2O leaks in all hoses,
connections and fittings. Repair all leaks immediately.
Ventilation
Scavenging system used will maintain a flow rate of 45 LPM, measured by a calibrated flow
device, and vented outdoors.
Work Practices
Select scavenging masks of proper size to fit patients.
Prudent use of N2O to appropriately sedate patients is encouraged.
Monitor the air concentration of N2O to insure Controls are effective in achieving low levels
during dental operations.
The dental clinic will comply with all Fire Procedures set by the [Facility] Health Department.
A copy of the [Facility] Fire Plan is located [location].
The evacuation of the dental clinic in care of fire is outlined in the Facility’s Fire and Safety
Manual. A map of primary and secondary escape routes is posted [state location(s)]. All staff
will become familiar with this map and evacuation procedures. A copy of the evacuation plan
is located in the [location]. There are assigned locations of specific dental personnel as
described in the plan
When a fire is discovered in the dental area the person discovering the fire will [insert
appropriate procedures].
If a fire is announced in another part of the facility [insert facility policies regarding
response and evacuation procedures]
Patients in the area will be moved out of the fire area following the primary exit. If that exit is
not accessible, the secondary route will be used. All dental staff and dental patients will gather
[state primary gathering location] to facilitate accounting for all persons present in the dental
clinic at the time of the evacuation.
C.5 MERCURY HYGIENE
PURPOSE
To establish procedures that ensure the recycling of products containing mercury, minimize
mercury exposure to both patients and dental staff, and comply with State regulations.
PROCEDURE
Dentists and their staff use certain toxic substances that may lead to the contamination of
water systems and the environment. In order to prevent contamination, dental offices should
implement proper waste management procedures. Subsequently Indian Health Service (IHS)
has developed waste management guidelines for the use of mercury amalgam.
Dental amalgam can contain up to 50 percent mercury. Although mercury in amalgam form is
very stable, it should not be disposed of or rinsed down the drain. This is important because
the amalgam waste could end up in municipal garbage, medical waste, or in the sewer system.
If the waste is incinerated the mercury could be released to the environment, and if it reaches
the sewer system it could contaminate drinking water or accumulate in fish. The best method
of dealing with amalgam waste is by recycling it. Mercury can be recovered through a
distillation process and reused in other products.
The following document summarizes the different types of mercury amalgam wastes,
management practices for dealing with amalgam waste that conform to IHS guidelines, and
some Do’s and Don’ts when dealing with amalgam waste as outlined by the American Dental
Association (ADA).
DO DON’T
Do use precapsulated alloys and stock a variety Don’t use bulk mercury.
of capsule sizes.
Do recycle used disposable amalgam capsules. Don’t put used disposable amalgam capsules
in biohazard containers, infectious waste
containers (red bags) or regular garbage.
Do salvage, store, and recycle noncontact Don’t put non-contact amalgam waste in
amalgam (scrap amalgam). biohazard containers, infectious waste
containers (red bags), or regular garbage.
Do salvage contact amalgam pieces from Don’t put contact amalgam waste in
restorations after removal and recycle the biohazard containers, infectious waste
amalgam waste. containers (red bags), or regular garbage.
Do use side-chair traps to retain amalgam and Don’t rinse chair-side traps containing
recycle the contents. amalgam over drains or sinks.
Do recycle contents retained by the vacuum Don’t rinse vacuum pump filters containing
pump filter or other amalgam collection amalgam or other amalgam collection
devices, if they contain amalgam. devices over drains or sinks.
Do recycle teeth that contain amalgam Don’t dispose of extracted teeth that contain
restorations. (Note: Ask your recycler whether amalgam restorations in biohazard
or not extracted teeth with amalgam containers, infectious waste containers (red
restorations require disinfection) bags), sharps containers, or regular garbage.
Do manage amalgam waste through recycling Don’t flush amalgam waste down the drain or
as much as possible. toilet.
Do use line cleaners that minimize the Don’t use bleach or chlorine-containing
dissolution of amalgam. cleaners to flush waste water lines.
Recycling
As mentioned earlier the recommended method for amalgam disposal is by recycling the
waste through an Environmental Protection Agency (EPA) approved vendor. The following
actions should be taken to properly recycle your amalgam waste.
Carry the amalgam capsules in a variety of different sizes to reduce the amount of
waste produced.
Personal protective equipment such as gloves, masks, and protective eyewear should
be worn when handling amalgam waste.
Some vendors have special requirements for the handling, storing, and transportation
of amalgam waste, so be aware of any special conditions. Dental clinics that need to
find a recycler should contact their county or local waste authority to inquire about an
amalgam waste recycling program.
Amalgam waste should be stored in covered plastic containers that are clearly labeled.
Always store different types of amalgam waste (e.g., contact and noncontact) in
separate containers.
Do not store amalgam waste under liquid. This would require the liquid to be treated as
hazardous waste. Storage in tight-fitting covered containers and routine recycling
should minimize any occupational exposures.
The dental provider will determine if an individual not receiving dental treatment may be
present in the dental operatory during treatment. Family, siblings, or other individuals who pose
a safety threat to themselves or others, or who potentially interfere with safe and effective
dental treatment may be asked to wait outside the treatment area. Insert any instructions or
handouts to parents/guardians.
C.7. PRECIOUS METAL RECOVERY
PURPOSE
To establish procedures that ensure the safe recovery and recycling of all precious metals
used in dental clinic operations, minimize metal exposure to both patients and dental staff, and
comply with State regulations.
PROCEDURE
The [appropriate individual] will be responsible for all scrap precious metal collected in the
dental clinic to specific officials for their disposal.
Amalgam
See Mercury Hygiene Policy
Silver (Omit this section if x-rays are not processed in the dental clinic)
A silver recovery system will be installed on all X-ray film processors. The discharge from this
system will be maintained by [appropriate individual] [frequency] according to
manufacturer’s instructions. Recycling of recovered materials will be done according to
manufacturer’s instructions and facility policies. To confirm that silver recovery is effective
[appropriate individual] will test the effluent being discharged. Test papers and procedures
will be obtained from silver recovery system manufacturer.
All out of date and non-diagnostic radiographs will be collected and given to the [appropriate
individual] for recycling.
Gold
All gold removed from a patient will be given to the patient. If the patient does not want the
gold it will be placed with the amalgam scrap.
[Check with your amalgam recycler to confirm gold may be accepted with scrap
amalgam]
C.8 HAZARDOUS COMMUNICATIONS
Review this policy to ensure conformity with general facility Hazardous Communications
policies and forms. Forms or procedures covered in the General Facility Policies and
Procedures may be omitted from the Dental Specific Policy and Procedure Manual.
PURPOSE
1. Hazardous substances present in the work place are properly identified and labeled.
3. Employees are provided with information on how to prevent injuries or illnesses due to
exposure to these substances.
4. Identify by job title who has the responsibility for maintaining the program, the MSDS
sheets, conduct training, etc.
Note: This program will be available to all employees for review and a copy will be located
in the following area(s):
Location:
1.
2.
3.
PROCEDURE
The dental clinic will follow all Hazardous Communications policies and procedures in
place at [facility]. [Insert dental specific HazCom procedures]
(If the facility does not have a comprehensive Haz Com policy, or if the dental clinic chooses
to have a separate policy, use the OHSA recommended procedures below.)
HAZARD DETERMINATION
2. Threshold Limit Values for Chemical Substances and Physical Agents in the Work
Environment (latest edition), American Conference of Governmental Industrial
Hygienists (ACGIH).
C. Manufacturers, importers and distributors will be relied upon to perform the appropriate
hazard determination for the substances they produce or sell.
D. The following materials are not covered by the Hazard Communication Standard:
1. Any hazardous waste as defined by the Solid Waste Disposal Act, as amended by
the Resource Conservation and Recovery Act of 1976, as amended (42 USC 6901
et seq.) when subject to regulations issued under that act by the Environmental
Protection Agency.
3. Wood or wood products. NOTE: Wood dust is not exempt since the hazards of
wood dust are not "self-evident" as are the hazards of wood or wood products.
4. Consumer products (including pens, pencils, adhesive tape) used in the work place
under typical consumer usage.
7. Foods, drugs, cosmetics, or alcoholic beverages in retail stores packaged for retail
sale.
8. Any drug in solid form used for direct administration to the patient (i.e. tablets or
pills).
APPLICATION
This program applies to the use of any hazardous substance which is known to be
present in the workplace in such a manner that employees may be exposed under normal
conditions of use or in a foreseeable emergency.
B. Employees are responsible for following all safe work practices and using proper
precautions required by the guidelines in this program.
LABELING
B. If the label is not appropriate, (person/position designated) will notify the manufacturer
(or supplier) that the label is not adequate. (See Form #2)
A container will not be released for use until an appropriate label is affixed to the
container.
C. Labels will be removed if they are incorrect. When the container is empty it may be
used for other materials provided it is properly cleaned and relabled.
D. Each department supervisor is responsible for ensuring that all containers used in
his/her department are labeled properly and remain legible. Defacing labels or using
them improperly is prohibited.
E. Unlabled portable containers, such as pails and buckets, should be used by one
employee and emptied at the end of each shift. If the secondary containers are used
by more than one employee and/or its contents are not emptied at the end of the shift,
the department supervisor is responsible for labeling the container with either a copy of
the original label or with a generic label which has a space available for appropriate
hazard warnings.
*F. Piping systems shall be painted at access points and every 10 feet where the piping is
8 feet or closer to employee contact.
a. (substance)(color)
b. (e.g., oxygen) (e.g., green)
A. MSDS's will be available to the employees on all hazardous substances to which there
is potential or actual exposure. (person/position designated) is responsible for
ensuring that MSDS are available on all incoming products. A product will not be
released for use until a completed MSDS is on file. (See Form #4)
If the MSDS is not available, (person/position designated) will notify the manufacturer
that MSDS is needed. (See Form #5).
(person/position designated) will send a second request for the missing information if a
complete MSDS is not received within 30 days. (See Form #8)
*C. (person/position designated) will request an MSDS on the purchase orders of all new
products. (See Form #9)
Department Location
E. Employees will have access to these MSDS's during all work shifts. Copies will be
made available upon request to (person/position designated). (See Form #10)
EMPLOYEE TRAINING
A. Prior to starting work with hazardous substances, each employee will attend a Hazard
Communication Training Session where they will receive information on the following
topics:
4. Location of MSDS's.
B. Upon completion of the training program, each employee will sign a form documenting
that he/she has received the training. (See Form 12)
INFORMATION TO CONTRACTORS
PERSONNEL POLICIES
When an employee is not following safety and health rules regarding working with a
hazardous substance, disciplinary action will be taken.
RECORD KEEPING
A. All MSDS's will be kept for a period of ____ years after the use of the substance
has been discontinued. EXCEPTION: If an employee exposure to a particular
hazardous chemical occurs, the MSDS for that product will become part of the
employee's medical records.
Medical records must be kept for 30 years.
*B. The master inventory list will also be kept for ____ years.
COMMUNITY HAZARD COMMUNICATION
2. Call 911 or the designated emergency response number in your area to notify the
necessary response team for the hazardous chemical spill.
Note: Do not try to contain the spill. The Emergency or Hazardous Material
Response Team is trained to deal with hazardous chemical spills.
PROGRAM EVALUATION
This written program has been developed by the Bureau of State Risk Management, Department
of Administration and is available on computer disk. (File name a:\hazcom.doc). It may be
adapted to fit the particular needs of your facility. The program was adapted from a written
program originally developed by the Occupational Safety and Health Administration (OSHA).
Note: When there is an asterisk (*) placed in front of a guideline, then this policy is not
required by the Hazard Communication Standard or the Employees Right-To-Know Law.
Form #1
HAZARDOUS SUBSTANCE INVENTORY
Please clarify the wording on (this/these) label(s) or send (a) revised label(s). Your prompt
attention is necessary for us to fully implement our Hazard Communication Program. Please
respond to this request no later than (date 14 days after the date of this letter).
* A tickler file should be established to notify the responsible individual in 14 days that their
request for a revised label has not been received and that a second notice is needed.
152
Form #3 SECOND REQUEST FOR A COMPLETE LABEL
DATE:
RE: Labels
On (date) we notified you that the warning label for your product(s) was incomplete. The
label is not appropriate for the following reason(s):
We requested that you supply us with this information by (date). Please clarify the wording
on (this/these) label(s) or send (a) revised label(s). Your prompt attention is necessary for us to
fully implement our Hazard Communication Program. Please respond to this request no later
than (date 14 days after the date of this letter).
153
Form #4 CHECKLIST OF REQUIRED MSDS INFORMATION
The Hazard Communication Standard 1910.1200 requires that 13 items of information be
included in Material Safety Data Sheets provided to purchasers. There is no specified order
for these items; they may be found anywhere on the MSDS. If the preparer of the MSDS has
found no relevant information for a given item, the MSDS must be marked to indicate that no
applicable information was found. This checklist should be used to determine the
completeness of the MSDS. It does not assess the accuracy of the information.
5. Health hazards (e.g., corrosive) plus signs and symptoms of exposure and medical
conditions aggravated by exposure.
8. Carcinogenicity.
9. Precautions for safe handling and use (e.g., storage, waste disposal).
PRODUCT: MANUFACTURER:
154
Form #5 LETTER TO REQUEST MSDS
We are using (number) of your products and need (a) Material Safety Data Sheet(s) in order
to complete our Hazard Communication Program.
Please send (a) Material Safety Data Sheet(s) on the following products:
Your prompt attention is necessary for us to fully implement our Hazard Communication
Program. Please send the MSDS(s) no later than (date 15 days after the date of this letter).
* A tickler file should be established to notify the responsible individual in 15 days that their
request for an MSDS has not been received and that a second notice is needed.
155
Form #6 SECOND REQUEST FOR MSDS
DATE:
On (date) we requested (an) Material Safety Data Sheet(s) on the following product(s):
We have not received (it/them). Your prompt attention to this is necessary for us to complete
our Hazard Communication Program. Please respond to this second request by (date 15 days
after the date of this letter).
156
Form #7 LETTER TO REQUEST A COMPLETE MSDS
DATE:
In reviewing the Material Safety Data Sheet(s) for your product(s), the following required
information (according to the OSHA Hazard Communication Standard 1910.1200) was not on
the MSDS:
Please supply us with this information. Your prompt attention to this is necessary for us to
fully implement our Hazard Communication Program. Please send this information by (date
15 days after the date of this letter).
* A tickler file should be established to notify the responsible individual in 15 days that their
request for a revised MSDS has not been received and that a second notice is needed.
157
Form #8 SECOND REQUEST FOR A COMPLETE MSDS
DATE:
On (date) we notified you that the Material Safety Data Sheet(s) for your product(s)
(was/were) incomplete. The following required information was not on the MSDS(s):
We requested that you supply us with this information by (date) . We have not received this
information. Your prompt attention to this is necessary for us to complete our Hazard
Communication Program. Please respond to this second request by (date 15 days after the
date of this letter).
158
Form #9
LETTER TO ACCOMPANY PURCHASE ORDERS
Attached to this letter is a purchase order for the chemicals which we plan to utilize in our
facility. Our receiving personnel have been instructed to accept only containers which have
been properly labeled and identified. Improperly labeled containers will result in refusal of
the shipment. We would appreciate your cooperation in this matter.
We expect to receive Material Safety Data Sheets (MSDS) prior to receipt of our initial order
and/or when an MSDS has been revised. If your policy is different, or has changed since our
last order, please notify us as soon as possible. To assist us, we would appreciate if you would
record the responsible party information on the shipping papers.
If you have any questions, please do not hesitate to contact me. Thank you for your
cooperation. I look forward to working with you in the future.
Yours truly,
Form #10
159
REQUEST FOR CHEMICAL HAZARD INFORMATION
Department:
Name of Chemical/Material:
Manufacturer:
Description:
(Please describe the material as completely as possible)
160
Form #11
Vendor's Name:
Location:
This chemical may have health effects not covered during your initial Hazard Communication
Training Session. Each affected employee is asked to read the attached Material Safety Data
Sheet (MSDS) to understand the new health effects for the following chemical:
Upon reading the Material Safety Data Sheet (MSDS), each employee must sign and date this
form.
1. 6.
2. 7.
3. 8.
4. 9.
5. 10.
161
Form #12 EMPLOYEE HAZARD COMMUNICATION TRAINING RECORD
The following employee(s) have completed training in Hazard Communication. Each trained employee is now knowledgeable in all
11 different training topics covered in the Hazard Communication Written Training Program.
Form #13
162
NON-ROUTINE HAZARDOUS TASK
TRAINING DOCUMENTATION FORM
The following employee(s) has/have been trained to perform work in what is considered a "non-routine hazardous task."
Form #14
DOCUMENTATION OF INFORMATION GIVEN
163
TO CONTRACTORS PERTAINING TO HAZARD COMMUNICATION
164
Form #15
LETTER TO CONTRACTORS
In order to protect the safety and health of our own employes, contractors/suppliers must
provide (upon request) an MSDS on any hazardous chemical(s) or material(s) which they
bring into this facility. Failure to provide this information in a timely manner will result in
the removal of the contractor/supplier from the premises.
Each employer is also responsible for notifying any subcontractor they employ regarding
the requirements of OSHA's Hazard Communication Standard and other provisions
described in this letter.
If we can be of any further assistance, please feel free to contact me at (phone number).
Sincerely,
165
Form #16
HAZARD COMMUNICATION ANNUAL
PROGRAM SUMMARY
Training
Number of Training Number of Employees
Courses Presented: Trained:
New-employee training:
Work-area-specific training:
New-substance training:
Other training:
Total courses/employees
Hazardous Substances
Date of Interview:
Interview conducted
!Unexpected by:
End of Formula
Agency:
Location: ________________________________________________________________________
2.What was the subject of the last training session you attended?
_______________________________________________________________________
__________________________________________________________________________
3.Have you applied the information from that session? Yes ____ No ______ If yes,
how? _____________________________________________________________________
________________________________________________________________________
4. Have you had an occasion to refer to an MSDS in the last month? Yes ____ No _____
Which one?
a. Was the MSDS easy to understand? Yes ____ No ____
b. Why did you refer to the MSDS?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
c. Did the MSDS have the information you were looking for? Yes ___ No ______
If no, what information was missing? ____________________________
___________________________________________________________________
5. Have all of the containers in your work area been properly labeled and marked?
Yes ____ No ____
167
6. Over the last six months, has your work area been involved in any chemical spill or
emergency? Yes ____ No ____ If yes, describe
168
Form # 18
HAZARD COMMUNICATION CHECKLIST
169
Section D: QUALITY ASSURANCE
170
D.1 CONTINUOUS QUALITY IMPROVEMENT (CQI):
CLINICAL QUALITY
PURPOSE
The purpose of this CQI plan is to continuously improve the quality of care provided to patients
by members of the Dental Department. This will be accomplished thought the efforts of the
Dental Staff both inter- and intra- departmentally within [facility].
PROCEDURE
Describe CQI plan including all activities, indicators, data collection, frequency of
activities and reporting.
After an appropriate time has elapsed since a corrective action has been taken, reevaluation
must occur to see if the corrective action was successful. This assessment of action and
documentation will be used to show sustained (trend analysis) improvement in the quality of
patient care.
172
Communication of Results to the Staff
The effectiveness of the Dental Department's CQI Program will be evaluated annually by the
[appropriate individual(s)]. This annual reappraisal of the CQI Program will include
evaluation of the organization, including the scope, effectiveness, objectiveness,
comprehensives of the current activities, and community input from tribal sources or patient
satisfaction surveys. The results of this evaluation will be reported to the [appropriate
individual].
Confidentiality
All QI records shall be maintained in accordance with the Privacy Act, Freedom of Information
Act, and other local confidentiality policies as applicable.
173
D.2 RISK MANAGEMENT/PROGRAM MONITORING
[Insert facility’s Policy Header Information]
PURPOSE
The purpose of this Risk Management plan is to continuously improve the quality of dental
program and reduce risk that may be introduced through dental care provided at [facility].
PROCEDURE
Program Elements
[Appropriate individual] will coordinate risk management with [administration or appropriate
individual e.g. safety officer]. Incident and accident reports will be completed and processed
as per Facility policy. Valid patient and employee complaints will be referred to the appropriate
staff for appropriate management.
A program review and infection control review will be conducted annually. Results will be
submitted to [appropriate individual]. Deficiencies will be address in a staff meeting, through
continuing education, or other appropriate means.
See Attachment * for program review tools or forms.
Tracking
[CE coordinator or appropriate individual] will ensure appropriate certifications such as
CPR, radiology, CE, and other mandatory certifications are maintained by dental staff.
Additionally, dental staff is responsible for maintaining facility required training such as
Electrical Safety, Fire Safety, Infection Control, MSDS, Blood Borne Pathogens, and Hazard
Communications training as per facility safety guidelines
[Frequency as required by the facility] quality assurance activity report will be submitted to
the [appropriate individual].
174
Nashville Area Dental Program Review Tool
Nashville Area Dental Officer & USET Dental Support Center
Tribe/Date:
Reviewer:
175
Summary Narrative
176
Recommendations Checklist
Credentialing
& Privileging
Patient Safety
Documentati
on
Policies and
Procedures
Quality
Improvement
and
Assurance
HPDP
177
Category Recommendation Completi
on Date
Productivity
& Efficiency
Employee
Development
178
Ye N
Scoring Element Notes
s o
a) All dentists in the facility have an active, unrestricted
license to practice in their profession, with proof of
licensure on record at the clinic.
b) All dentists in the facility have been credentialed in
accordance with the clinic’s credentialing policies.
c) Credentialing files contain a NPDB query, a criminal
background check, and verification of a DEA license,
dental license, and dental degree(s).
d) Continuing education is updated in the credentialing
file, or according to clinic policies.
e) All dentists in the facility have been granted privileges
for the clinical procedures they perform by the facility’s
governing body/health board; hygienists are either
privileged or written scope of work. Providers that
administer local anesthesia or nitrous oxide are
privileged to do so.
f) Re-credentialing and re-privileging procedures are
completed on all dentists at least every two years.
g) All dental assistants have been properly trained,
certified, and current in the taking of radiographs and
other services that they provide.
h) Peer reviews are used to evaluate providers prior to
re-credentialing.
Hazard Communications
a) The program has a hazard communication program in
the facility.
b) Staff understands and can use the MSDS book.
c) The program has an updated MSDS book, and a
random sample of chemicals in the clinic shows no
deficiencies.
d) Staff receives annual Hazard Communication training
per OSHA regulations.
e) The program adheres to local environmental guidelines
on the disposal of mercury.
f) Staff can demonstrate what to do in a hazard spill. The
program has practiced or discussed a hazard spill at
least once in the past year.
g) The program maintains incident reports on reportable
events.
Score
179
Ye N
Scoring Element Notes
s o
Infection Control
a) Facility has a written, updated Infection Control Policy
b) Each employee has received training on infection
control
c) Facility has a written policy of required vaccinations
d) Facility has a post-exposure management plan
e) Facility has a policy regarding work related illnesses
and work restrictions
f) Facility has a policy for maintaining the confidentiality
of employee medical records
g) Each employee has received, is in process of
receiving or has documentation of declination of
Hepatitis B vaccination
h) Standard precautions are used for all patients
i) Used sharps are placed in a puncture resistant
container
j) Needles are recapped using either a one-handed
scoop technique or a mechanical device designed for
holding the needle cap
k) Hands are washed with soap and water or cleaned with
an alcohol gel before and after each patient
l) Sterile gloves are used for appropriate procedures
m) Fingernails and/or jewelry do not impair the proper use
of gloves
n) A surgical mask and eye protection with solid side
shields or a face shield to protect mucous membranes
of the eyes, nose, and mouth are worn during
procedures likely to generate splashing or spattering of
blood or other body fluids
o) Masks are changed between patients or if the mask
becomes wet
p) Protective wear (gown, lab coat, uniform) is worn when
skin or personal clothing is likely to become soiled
q) Protective clothing is removed before leaving work
area
r) Gloves are worn when a potential exists for contacting
blood, saliva, or mucous membrane
s) Gloves are changed if they become torn and between
each patient
t) Patients are given protective eyewear when spatter is
expected.
u) Patients are screened for latex sensitivity
180
v) The facility can provide a latex-free environment for
patients with latex sensitivity
w) The facility has an emergency kit with latex free items
x) Critical and semi-critical items are heat sterilized
before each use
181
Ye N
Scoring Element Notes
s o
Infection Control
y) Sterilized items are allowed to dry before handling
z) Disposable items are not reused
aa) Noncritical patient-care items are barrier-protected or
cleaned, or if visibly soiled, cleaned and disinfected
after each use with an EPA-registered hospital
disinfectant.
bb) Instrument processing area is divided into a “Clean”
and “Dirty” area or measures are taken to avoid
contamination of clean instruments
cc) Instruments are debrided prior to sterilization
dd) Puncture resistant gloves are used for instrument
processing
ee) Internal and external chemical indicators are used for
each instrument package or load of unwrapped
instruments
ff) Container or wrapping system is compatible with
method of sterilization
gg) Unwrapped instruments are cleaned and dried prior to
sterilization
hh) Chemical and biological monitors are used
ii) In the case of a positive spore test: problem is
corrected, and another spore test is run to confirm
sterilization effectiveness. All affected instruments are
re-sterilized
jj) Wrapped instruments are marked for date of
sterilization, sterilizer, and load
kk) Sterile packages are inspected before use,
compromised packages are re-sterilized prior to use
ll) Sterile packages are stored in a closed or covered
cabinet
mm) Cleaning and EPA-registered hospital disinfecting
products are used correctly
nn) Liquid chemical sterilants/high-level disinfectants for
disinfection of environmental surfaces are not used for
environmental surfaces
oo) PPE, as appropriate, is used when cleaning and
disinfecting environmental surfaces.
pp) Surface barriers are used on surfaces difficult to clean
and changed between patients
qq) Contaminated environmental surfaces are
appropriately cleaned
rr) Spills of blood or other potentially infectious materials
are cleaned and decontaminated with an EPA-
182
registered hospital disinfectant with low- (i.e., HBV and
HIV label claims) to intermediate-level (i.e.,
tuberculocidal claim) activity
ss) Facility has an infected waste management plan
183
Ye N
Scoring Element Notes
s o
Infection Control
tt) Contaminated non-sharp waste is stored in a puncture
resistant, color coded bag
uu) Liquid waste is disposed of in a sanitary sewer system
or in a manner in accordance with state regulations
vv) Water used for routine dental treatment meets EPA
standards for drinking water
ww) Any device connected to a water system that
enters the patient’s mouth is flushed for 20-30
seconds between patients
xx) Water lines are monitored according to manufacturer’s
instructions
yy) Handpieces are removed, cleaned and sterilized
between each patient
zz) Patients are not instructed to close lips around suction
devices
aaa) Gloves are worn when exposing radiographs and
when handling contaminated packets
bbb) Radiography film holders are disposed of, heat
sterilized or disinfected appropriately between patients
ccc) Aseptic procedures are used when transporting and
developing films
ddd) Dispensing medication from multi-dose vials: a)
sterile needles and syringe are used for each patient
and b) vials are kept out of patient care areas.
eee) Biopsy specimens are stored in a sterile, leakproof
container labeled with the biohazard symbol
fff) Extracted teeth are handled as regulated medical
waste unless returned to the patient
ggg) Extracted teeth to be used for educational purposes
are appropriately sterilized
hhh) Appropriate PPE is used for all laboratory procedures
iii) Prostheses and impressions are sterilized before
handled in the laboratory
jjj) Facility conducts periodic infection control monitoring
kkk) Practices not in compliance with infection control
standards are addressed
Score
184
Scoring Element Yes No Notes
Emergency Preparedness
a) The program has a written fire/disaster emergency
plan.
b) The program has a written medical emergency plan for
the dental clinic, and staff has participated in at least 1
medical emergency drill in the past year in dental.
c) Emergency codes are accessible and prominently
displayed in the clinic and reviewed with staff.
d) Emergency phone numbers are prominently displayed
in the clinic.
e) An emergency kit is readily available, appropriate to
Dental Clinic needs.
f) If drugs are kept in the clinic, all dental staff knows its
location and how to use the contents.
g) The expiration dates of the drugs in the emergency kit
are current.
h) An oxygen tank with an appropriate valve, tubing, and
mask is available. Dental staff is familiar with its
location and use.
i) The oxygen/nitrous oxide tank is checked routinely for
leaks and function and this is documented.
j) All dental staff is currently BLS certified, and
documentation is maintained of BLS certification.
k) A crash cart is available in the facility.
Score
Other Safety Considerations
a) X-ray machines are inspected at the required 3-year
intervals. Deficiencies are corrected in a timely
manner
b) Lead aprons are used on all patients receiving
radiographs.
c) The aprons are x-rayed annually to assure that no
damage occurred to the lead lining during storage
and/or use.
d) Radiograph frequency adheres to ADA guidelines.
e) Film positioners are used. Neither patient nor staff
holds the film during exposure.
f) Staff and other patients are protected from scatter
radiation during film exposure.
g) The agitator of the amalgamator functions under a
protective cover.
h) Amalgam scrap is stored in tightly closed containers
i) Amalgam scrap is recycled properly.
j) Medication and product recalls are documented.
185
k) Expired drugs are removed from inventory in a timely
manner.
Score
186
Scoring Element Yes No Notes
a) A health questionnaire completed by the patient and
signed by the provider within the past 12 months is
present and documentation exists that it was reviewed
at each visit with the changes or the phrase “no
changes” recorded. Medical alerts are highlighted.
b) Appropriate measures have been taken to ensure
patient safety and appropriate treatment. (eg- blood
pressure, blood sugar, consultations when necessary).
c) Appropriate ADA codes are recorded (including tooth
number, surface, or pocket depths when appropriate)
and documentation exists in the progress note to justify
all codes.
d) Dental Progress Notes include:
a. date of treatment
b. signature of the provider(s)
c. if signature is illegible, printed or stamped
name of provider(s)
d. degree of the provider(s)
e. If the patient was seen as a dental emergency,
the SOAP format was used
e) Dental progress notes include a disposition (what the
patient needs next) at the end of each visit.
f) Informed consent contains risks, benefits, and
alternate treatments, and in language the patient can
understand.
g) The informed consent form is signed by the dental
provider and patient/parent/guardian.
h) Pain documentation is included on the progress note.
Documentation is consistent with the facility policies. If
pain is indicated, additional information on the
management, treatment, or referral for tx is included.
i) All hard tissue findings (normal, pathology, or
abnormalities) are recorded in the dental record.
j) Documentation that radiographs have been read exists
in the patient record. This may be either in the
progress note or on the Exam Form.
k) Evidence of soft tissue exam is present, either by
listing of abnormalities or designation of “STN” (Soft
Tissues Normal) or “WNL” (Within Normal Limits).
l) Periodontal status (CPITN or PSR) and diagnosis for
patients age 15 and older is noted on the dental exam.
m) Orthodontic status (for patients ages 6 to 20) is noted
on the dental exam sheet.
Score (% yes)
187
Scoring Element Yes No Notes
n) Written treatment plan exists for all patients receiving
initial or recall dental exams.
a. Treatment plan is easily understood
b. Follows a logical sequence
c. Is revised as needed, revisions are dated and
initialed
o) If a full scope of services is not available at the facility,
a chart notation is made that the patient has been
informed of his/her need for treatment at another
facility.
p) The patient is placed in a recall program based on
his/her individual risks and clinic resources, rather than
arbitrary time intervals.
q) Pre-operative x-rays are evident for appropriate
procedures.
r) Documentation of the behavior for all children under
the age of 6 is documented.
s) Behavior management techniques used and their level
of effectiveness are documented.
t) When definitive periodontal therapy is planned for
patients with CPITN/PSR of 2 “4’s”, a periodontal work-
up is conducted. This includes probing pocket depths,
furca involvement, mobility, and occlusal features, with
documentation.
u) The dental record contains an individualized dental
disease prevention plan.
Score
188
Chart Review
Facility:_______________________ Provider: _____________
Record Number
CRITERIA
Y-Yes Note: Threshold for
N- No success is 80%
NA- Not Applicable
A. Every Visit (Total=__)
1) Completed and Signed Medical History, Updated
2) Precautions appropriate for PS
3) Appropriate Codes
4) Complete progress notes(SOAP for Emer)
5) Disposition
6) Informed consent contains risks, benefits, and
alternate treatments, and in language the patient
can understand.
7) Informed consent is signed by provider and
patient/parent/guardian.
8) Pain Documentation
B. Exam and Treatment plan (Total=__)
1) Hard tissue findings recorded
2) X-rays read
3) Soft tissue findings recorded
4) Periodontal status and diagnosis
5) Orthodontic status
6) Treatment Plan Complete
7) Notation of needed, unavailable services
8) Follow up/ recall consistent with patient needs
9) The dental record includes an individualized
dental disease prevention plan.
C. Treatment Documentation
1) 1)Pre-operative x-rays are evident for appropriate
procedures.
2) 2) Documentation of behavior is evident for all
children under the age of 6.
3) Behavior management techniques used ant their
level of effectiveness is documented.
4) When definitive periodontal therapy is planned for
patients with CPITN/PSR of 2 quadrants of “4” or
more, a periodontal workup is conducted. This
includes probing pocket depths, furca
involvement, mobility, and occlusal features with
cumentation.
189
Scoring Element Yes No Notes
a) The facility has a policy and procedure manual for
dental department.
b) The policy manual must include the following critical
policies/procedures:
a. Patient eligibility including determination of
eligibility for services and CHS is in the P&P
Manual.
b. Scope of services is included in the P&P
Manual.
c. Standing orders for auxiliaries are included in
the P&P Manual.
d. The clinic has an appointment/broken
appointment policy.
e. The clinic has a pain management policy.
f. The clinic has a behavioral
management/restraint policy and procedure.
g. Identifies procedures for which a separate
informed consent is required.
h. Identifies management of patients with
medical issues such as hypertension, diabetes,
etc.
i. Identifies documentation guidelines (required
documentation for clinical care).
190
Scoring Element Yes No Notes
a) The clinic has a quality assurance and improvement
plan. The clinic demonstrates local facility quality
benchmarking against best practices, professional
practice guidelines, overall health care goals, or
performance measures.
b) Department regularly monitors quality of care (delivery
of care) through internal activities (quality assurance).
c) The program has conducted at least one patient
satisfaction/customer service survey in the past year.
d) Nitrous oxide/oxygen administration is monitored
annually for exposed workers and for leaks.
e) The dental clinic has conducted at least one quality
improvement program in the past year, with
documentation of evaluation (PDSA or similar).
f) The dental program actively participates in the facility’s
quality assurance/improvement program.
Additional Notes Score
191
Not
Scoring Element Yes No
es
3. Clinical Productivity and Efficiency
Productivity
a) The average number of patient visits in the year
preceding the review is greater than 1,926 per dentist.
b) More than 40% of registered users at the facility have
utilized dental services in the past year (this is different
than the GPRA user population).
c) The average number of total services in the year
preceding the review is greater than 7,000 per dentist.
d) The average number of relative value units (RVUs)
produced by the clinic in the year preceding the review
is greater than 10,146 per dentist.
Efficiency & Effectiveness
a) The clinic has a dentist to population ratio of 1:1200 or
better.
b) The dental clinic has a full time equivalent (FTE) staff
to population ratio of 1:500 or better.
c) Excluding chairs dedicated solely to dental hygienists,
the dental clinic has an operatory to dentist ratio of 2:1
or better.
d) The dental clinic has a dental assistant to dentist ratio
of 2:1 or better.
e) The dental clinic produces at least an average of 5.3
RVUs per patient visit or more.
f) The dental clinic produces 2,697 RVUs per FTE staff
or more.
g) The dental clinic produces 3,467 RVUs per operatory
or more.
h) The dental clinic has a broken appointment rate of
23% or lower.
i) 63% or higher of patients seen in the dental clinic have
been treatment planned.
j) 48% or higher of patients receiving exams (0145,
0150, 0120) have completed treatment.
k) The clinic produces 10.9 RVUs per patient.
l) The clinic produces 792 or more patient visits per
operatory per year.
m) The average dentist productivity is 8.68 or higher
patient visits per dentist per day.
n) 80% or higher of all services were Level I-III (basic)
services for the past year.
o) The clinic produces a minimum of 5 RVU’s per dentist
and 3.5 RVUs per hygienist per hour.
192
Scoring Element Yes No Notes
a) The dental program has overall HP/DP goals or has
identified high priority areas.
b) At least one HP/DP program has been conducted in
the past year by dental staff utilizing the POARE
(Problem, Objectives, Activities, Results, and
Evaluation) or similar program planning model or
similar model.
c) The program regularly evaluates community-based
prevention activities.
d) There is evidence of sharing goals and results of
HP/DP programs conducted with tribal leaders, facility
administration, dental staff, and the community.
e) Dental staff is aware of the clinic’s HP/DP goals and
current project(s).
f) The dental program is actively collaborating with non-
dental staff (in the facility) on an HP/DP project.
g) An ongoing fluoride program is established at the
community level, involving non-health care partners.
This includes water fluoridation or topical fluorides
(i.e., fluoride varnish) and collaborative partners may
include Head Start, schools, or the water resource
department.
h) The program has built collaborations within the
community and facility (i.e., medical, Head Start,
daycare, schools, WIC, etc.).
i) The dental program achieved its access to care GPRA
goal in the last reporting year.
j) The dental program achieved its dental sealant GPRA
goal in the last reporting year.
k) The dental program achieved its fluoride GPRA goal in
the last reporting year.
Score
Scoring Element Yes No Notes
a) The dental program has performance plans/individual
development plans for all dental staff.
b) The dental program provides evidence of regular
dental staff meetings.
c) All dental staff is given opportunities for continuing
education during the year.
d) Staff has received HIPAA and Privacy Act training in
the past year.
e) All licensed or certified dental staff has met continuing
education requirements in the past year.
Score
193
Sample Employee Training Tracking Form
Employee Name___________________ Position _______________
CPR CERT
RADIOLOGY CERT
SAFETY
INFECTION
CONTROL
M.S.D.S.
MED
EMERGENCY
BLOOD BORNE
PATHOGENS
(List others)
Comments:
194
Sample Facility Review Tracking Form
Frequency
QA REPORT
PROGRAM
REVIEW
INFECTION
CONTROL
RADIOLOGY
CERTIFICATION
Comments:
195
SECTION E: COMMUNITY HEALTH
196
E.1 COMMUNITY ORAL HEALTH PROMOTION/DISEASE PREVENTION
PURPOSE
To establish community oral health promotion/disease prevention (HP/DP) procedures
consistent with current science and Indian Health Service priorities.
PROCEDURE
1. Written Plan: the dental staff will develop a written community HPDP plan that will
include:
a. Priorities: The dental staff will establish oral HP/DP priority areas based on local
needs and IHS focus areas.
b. Target Groups: The dental staff will determine high risk groups that will most
benefit from community based HP/DP programs.
c. Evidence Based Activities: The dental staff will select evidence based activities
to address oral health needs for the priority areas and target groups.
d. Evaluation: The dental staff will regularly monitor the effectiveness of the
programs, collect data on the program operation and outcome, and revise the
program as needed to ensure maximum effectiveness.
2. Annually, the dental staff will review the plan and revise as needed.
Insert Community HPDP Plan
197
Example:
[Facility] Dental Prevention Plan
Oral Health Partners Target Frequenc Services Fundin Evaluation/Trackin
Condition Group y *Current g g
#Planned
ECC/ Caries Head Children 4-9 *Annual USET # of children seen
Prevention Start age 3-4 Days Screening Mini- Fluoride treatments
teachers /Year *Fluoride Award Untreated decay
and staff Varnish Treatment urgency
*OHI Education provided
*Tobacco
Prevention
*Nutritional
*Counseling
*Health
Advisory
Committee
#Performanc
e Standard
assessment
#Teacher in-
services
Caries, Perio, Elem School 2-3 *Annual Dental # of children seen
and Tobacco School Age Days Screening budget Untreated Decay
Prevention Children /Year *Fluoride Treatment Urgency
Varnish Education provided
*OHI
*Nutritional
Counseling
*Tobacco
Prevention
#Newly Visit in last year
diagnosed pt (DM audit)
screening Patients with
Perio Medical DM #Current DM urgent dental
Prevention dept Patients patient needs
Dietician screening &
Ed
PURPOSE
To support the IHS Head Start mission and goals, which are, “The mission of the Indian Health
Service (IHS) Head Start Program is to promote healthy activities that will improve health
outcomes for the Early Head Start and Head Start child, family, staff and community. Our goals
will help to improve children's health, decrease health disparities, and increase health provider
outreach.” (IHS 2012, Available online at: http://www.ihs.gov/headstart/)
o To support the Office of Head Start, including its health objectives and
Performance Standard requirements.
o To assist American Indian/Alaska Native (AI/AN) recipients in the development of
health programs for children, families, staff and community.
o To assist AI/AN programs in developing local and community partnerships.
o To develop programs that promote healthy lifestyles.
PROCEDURE
The dental clinic staff will provide training and technical support to the [IHS Head Start or
Tribal preschool] to facilitate the use of IHS Best Practices for Head Start centers.( Available
online at: http://www.ihs.gov/headstart/index.cfm?module=hs_resources)
The dental clinic staff will assist Head Start staff maintain dental performance standards
required by IHS Head Start.
Insert other services provided to Head Start or preschools.
Examples:
Provide direct access to dental examinations in the dental clinic
Screen Head Start children in the classroom and apply fluoride varnish
Serve on Head Start Health Advisory Board
Consult on classroom issues such as infection control for toothbrushing programs, oral health
education, or healthy snacks
199
E.3 INFECTION CONTROL FOR PORTABLE SETTINGS
PURPOSE
To comply with Centers of Disease Control and Prevention (CDC) and Organization for
Sterilization and Aseptic Procedures (OSAP) recommendations for infection control for portable
settings.
DEFINITIONS
Portable dental settings: All procedures conducted outside of the dental clinic including
but not limited to: operative dentistry, sealants, fluoride treatments, dental screenings,
or oral hygiene instructions that fall within the levels of exposure.
PROCEDURE
1. Levels of Exposure
ii. Level II: Anticipated with the patient’s mucous membranes but not
with blood or saliva visibly contaminated with blood.
2. Personnel
a. The dental program will appoint a point person responsible for site
assessment, fielding questions, training all field personnel, and facilitating
follow-up for exposures
3. Assessment
200
4. Training
a. The point person will review all portable site infection control procedures
with all staff, volunteers, or other personnel present during the procedures
5. Documentation
a. The point person will complete the site assessment worksheet before
beginning a new program and at least annually thereafter.
201
E.4 ORAL HEALTH SURVEILLANCE
PURPOSE
The purpose of local oral health surveillance is to establish a system that can be used within
the community to measure the prevalence and severity of oral diseases, the oral disease
burden on the (AI/AN) population, and the impact that our efforts in prevention, education, and
early intervention and treatment has made on the population. The Surveillance Plan
establishes the core health indicators which will be measured, the frequency of measurement,
and comparability with other national oral health surveillance systems. Local surveillance
should consider local, state or national data that may be used for comparison and/or determine
oral health disparities.
PROCEDURE
1. Determine local, state, or national data sources that may be used for comparison.
(Consult the National Oral Health Surveillance System at http://www.cdc.gov/nohss/ to
find data sources for your state) Possible sources:
4. Determine oral health indicators to be measured and select survey tool such as:
a. IHS Oral Health Survey form
b. BSS Screening forms (Manual available online at
http://www.astdd.org/docs/BSSChildren'sManual20081revised2.9.2010.pdf
7. Conduct screening, record results, and calculate disease prevalence using simple
percentages (This is not as accurate as a weighted sample, but it is within the
capabilities of most local programs)
8. Report the findings to local partners, community groups, and clinic administration
202
203