CLINIC MANUAL 2015 - Home | School of Dental Medicine

CLINIC MANUAL 2015

TABLE OF CONTENTS

Introduction

Section I ? Patient Care Patient Care Patient Registration and Scheduling Dental Clinics Standards of care Patient Information and Treatment Patient Rights Patient Responsibilities Patient Selection and Acceptance Treatment Supervision Predoctoral Clinics Management of Dental Emegencies

Section II ? Student Evaluation Student Evaluation System

Section III ? Patient Financial Services Patient Financial Services School of Dental Medicine Treatment Fees Financial Arrangements Financial Responsibility for Patient Care Payment of Fees Third Party Payers Fee Reduction and Exemption Individuals with Financial Hardship Suspension of Care

Section IV ? Clinical Operations Hours of Operation Clinic Attire Credentialing Quality Measurements and Improvement Risk Management Patient Record Management

Page

1

2 2 3 5 6 6 7 8 9 10 11

12

13 13 14 14 14 14 15 15 15

16 16 17 18 19 20

Access and Security

21

Record Review

21

Record Keeping

21

Section V ? Infection Control, Health & Safety

Infection Control

22

Exposure Control

25

Management of Medical Emergencies

27

Fire Emergencies

28

Emergency Closing

28

Facilities, Equipment and Materials Management 29

Section VI ? Policies

Policy on Financial Responsibility

31

Clinic Attire Policy

32

Informed Consent Policy

33

Interpreter/Linguistic Access for Persons with

Limited English Proficiency

35

Care Delivery to Persons who are Deaf or Hard

Of Hearing

36

Tissue Removal Policy

37

Mercury Management

38

Guidelines for the Prevention of Infective

Endocarditis

39

Guidelines for the Management of Patients with

Prosthetic Joints

41

Guidelines for the Management of Patients on

Bisphosphonates

43

INTRODUCTION The University of Connecticut School of Dental Medicine offers comprehensive dental care provided by predoctoral dental students in multidisciplinary clinics or by postdoctoral dental residents receiving advanced training under the supervision of licensed clinical faculty. University Dentists, a faculty group practice, also provides comprehensive and specialized care for patients wishing to be treated by faculty. The Clinic Manual gathers into one publication the principal policies and procedures for the management and care of patients in the School's predoctoral and postdoctoral clinics. Selected policies and procedures may also be adopted by University Dentists. The Dental Clinics operate under specific policies adopted by the Clinical Affairs Committee [CAC]; some policies may have been approved and adopted by its predecessor, the Executive Committee of the Dental Staff [ECDS]. The Dental Clinics also follow policies adopted by UConn Health and UConn Health-John Dempsey Hospital when appropriate.

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PATIENT CARE

Student providers are expected to greet all patients promptly for scheduled appointments. In circumstances where there is an unforeseen delay, patients should be informed as soon as possible. Providers are expected to communicate issues interfering with the timely delivery of care to responsible faculty and patient care coordinators. Patients should be seen in a timely manner unless there are unique circumstances, such as medical issues, patient vacations or work related commitments. It is the policy of the clinics that assigned patients should be seen at a minimum of once every forty-five (45) days to ensure appropriate continuity and progress of comprehensive care. Any lapse in continuity of care must be appropriately documented in the patient record.

PATIENT REGISTRATION AND SCHEDULING

All patients of the Dental Clinics must be issued a patient identification number (TOO#) during the patient registration process on or before their initial visit to the UConn Health Center. The patient identification number is also known as the medical record number (MRN). An electronic database record containing demographic information is created and an identification number is permanently assigned to the patient in IDX, the health center's patient information system. The Dental Clinic's information management system, axiUm, will automatically interface with IDX to populate the patient demographic database. Additional demographic information will be added directly through axiUm, including dental insurance information. The MRN is the medico-legal method that identifies patients in all areas of UConn Health and is required prior to the provision of any care in the dental clinics.

Scheduling of patients is the responsibility of the clinical reception staff. Predoctoral dental students will work with clinic reception staff to ensure appropriate scheduling of their assigned patients. Postdoctoral residents in specific training programs may be granted the authority and information system security to schedule patients directly.

The following is the School of Dental Medicine's policy pertaining to scheduled appointments. Strict compliance with the policy must be adhered to for every patient visit:

Patients are expected to be responsible and diligent in keeping scheduled appointments. If a patient fails to keep two consecutive appointments or three non-consecutive appointments without due notice to the provider, further treatment in the clinic may be denied. All missed or broken appointments must be appropriately documented in the electronic patient record and in the appointment module of the information system. Patients should receive warning letters reminding them of the missed appointment policy. Patients shall be given final opportunities to continue their treatment or be removed as an active patient in the program.

Patients are expected to be on time for their appointments. Reciprocally, providers are expected to be on time for their patient's appointment. If a patient arrives more than twenty (20) minutes late for a scheduled appointment, the patient may be denied treatment for that visit. The determination if a patient may be treated following a late arrival must be made in consultation with the supervising faculty preceptors; the determination should be made in consideration of the planned treatment.

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