CLINIC POLICY AND PROCEDURES MANUAL. 1. DALHOUSIE UNIVERSITY FACULTY OF DENTISTRY CLINIC POLICY AND PROCEDURES MANUAL (also see the Schedule of Fees for Dental Services and the Infection Control Manual for other clinic policies) 2009 -2010 Version - August 28, 2009 Compiled by The Office of the Assistant Dean, Clinics, August 2009 THIS MANUAL IS FOR THE SOLE USE OF THE DALHOUSIE DENTAL CLINIC FACULTY, STAFF AND STUDENTS. Suggestions for improvements are always welcome. Please pass them on to the Assistant Dean, Clinics office, Level 1, Room 1210.

• Sample Dental Office Policy Manual
• Sample Dental Office Policy Manual
• Dental Office Policy Manual Template

Clinic Manager Available at (click on 'Faculty Policies and Manuals' or you can get a printed copy from the Clinical Affairs Office. 2. TABLE OF CONTENTS Mission Statement.

7 Important Telephone Numbers. 9 Web Sites.

10 Fire and Emergency Evacuation Protocol. 11 General. 11 Alarm System.

11 Exits. 11 Evacuation. 11 Sedated, Wheelchair or Physically Challenged Patients.

12 Patients Under Sedation. 12 Responsibilities. 12 Level I (Dental Assistants, Students, Administrative Staff - Clinical Affairs Office). 12 Level II (Dental Assistants, Students, Receptionists - Patient Services).

12 Responsibilities of Teachers and Researchers. 13 Fire Drills. 13 Re-Entry after an Emergency Evacuation or Fire Drill. 13 Floor Plans - Level 1 to 5. 14 SECTION ONE - RESPONSIBILITIES, QUALITY ASSURANCE, PATIENT RIGHTS AND PROFESSIONALISM.

19 Clinic Fees. 21 Mandatory Criminal Record Check and Child Abuse Registry Check. 22 Student Responsibilities.

23 Suspension of Privileges. 23 Cell phones, pagers, iPods etc. 23 Chart Audit Quality Assurance. 24 Chart Audit. 24 Purpose of Audit.

24 Student/Chart Selection. 24 D3212/4212. 24 Policy on Students and Student Applicants with Infectious Diseases.

25 Faculty Responsibilities (includes Cell phones, pagers, iPods etc.; CPR & Defibrillator Training). 26 Staff Responsibilities (includes Cell phones, pagers, iPods etc.; CPR & Defibrillator Training). 28 Patient Responsibilities (includes Infected Patient). 30 Patient Rights. 31 Confidentiality of Patient Information - Faculty Policy 2009-2010. 32 Professionalism for Faculty, Staff and Students. 34 Student Code of Professional Conduct.

35 Dalhousie Discrimination and Harassment Policy. 37 SECTION TWO - GENERAL CLINIC INFORMATION AND POLICIES. ACCESS TO DENTAL BUILDING, STUDENT LABS AND STUDY ROOMS.

Sample Dental Office Policy Manual

ACCESS TO THE DENTAL CLINIC LEVELS 1 AND 2. ACCESS TO CLINIC AREAS FOR EXTRA PRECLINICAL PRACTICE. ACCESS TO SEMINAR ROOMS IN CLINIC AREAS LEVEL 1 AND 2. ALCOHOL RULES. SECURITY INFORMATION.

CLINIC CANCELLATION POLICY. DRESS CODE. CLINIC JACKETS AND SCRUB PANTS. STUDENT MAILBOXES, VOICE MAIL, E-MAIL AND LOCKERS. STUDENT YEAR END CLEARANCE. STUDENT FEES - MANDATORY (see Faculty of Dentistry Calendar). CLINIC SUPPLIES AND LOCATION OVERVIEW.

STUDENT SPECIAL CLINIC ASSIGNMENTS AND ROTATIONS. CHILDREN IN CLINIC (WHO DO NOT HAVE AN APPOINTMENT). CHILD ABUSE. 52 3. What is the Law Regarding Child Abuse?.

52 Responsibilities of Faculty Supervisors and Students. 52 What is Child Abuse?.

52 Where to make a report. 53 SECTION THREE - CLINIC POLICIES AND PROTOCOLS. 55 PART 1 - CLINIC - GENERAL. ACCESS TO CLINIC SUPPLIES AFTER 4:15 PM DAILY. PERSONAL PROPERTY. CLINIC ATTENDANCE/ABSENCE. STUDENT CLINIC SUPERVISION.

STUDENT PATIENT CARE RESPONSIBILITIES UNTIL GRADUATION. STUDENT RELATIONSHIPS WITH PATIENTS.

APPOINTMENT PROCEDURES - DENTAL STUDENTS. 60 PART 2 - GENERAL PATIENT INFORMATION (AXIUM, PATIENT CHARTS ETC.). CLINIC INFORMATION SYSTEM (AXIUM) BOOKINGS/APPOINTMENTS.

PATIENT CHARTS/DOCUMENTATION. CONSULTATION RESULTS.

MEDICAL HISTORY. TREATMENT PLANS. PATIENT CONSENT TO TREATMENT. 64 PART 3 - CLINICAL PATIENT INFORMATION (REFERRALS, CATEGORIES ETC.).

PATIENTS REFERRED TO PRIVATE PRACTICES. 64 Treatment Too Complex. 65 Continuance, Expedition, Correction or Repeat of Treatment. PATIENTS REFERRED BY PRIVATE PRACTICES. 65 Limited Treatment Patients. 65 Comprehensive Treatment Patients.

Sample Dental Office Policy Manual

66 Implant Maintenance Patients. 66 Orthodontic Maintenance Patients. PATIENT CLASSIFICATION - MEDICAL. MEDICAL CONSULTATIONS. 67 PART 4 - MEDICAL EMERGENCIES. Medical Emergencies During Regular Clinic Hours (Chart).

Emergency Response Carts. Medical Emergencies After Regular Clinic Hours. 69 PART 5 - DENTAL EMERGENCIES. Emergency Care During Regular Clinic Hours. Emergency Care after regular clinic hours and during clinic closures. 71 After Hours Dental Emergency Coverage (flow chart).

72 PART 6 - SAFETY AND ASEPSIS PROCEDURES. CUBICLES - HOUSEKEEPING AND INFECTION CONTROL. REMOVAL OF RUBBER DAMS ETC. PRIOR TO PATIENT LEAVING CLINIC AREA. IMMUNOCOMPROMISED PATIENTS. MANAGEMENT OF LATEX-SENSITIVE PATIENTS. PREVENTION OF INFECTIVE ENDOCARDITIS.

ANTIBIOTIC PROPHYLAXIS FOR PATIENTS WITH TOTAL JOINT REPLACMENT. 75 POSITION STATEMENT ON THE MANAGEMENT OF DENTAL PATIENTS WITH TOTAL JOINT REPLACEMENTS (AUG 2009). 75 4. MEDICAL REFERRAL FORM - Joint Replacement Consult Form. 76 RECOMMENDATIONS OF THE AMERICAN DENTAL ASSOCIATION AND AMERICAN ACADEMY OF ORTHOPAEDIC SURGEONS (July 2003).

PRESCRIPTION WRITING AND MEDICATION DISPENSING. SEDATION OF PATIENTS. NEEDLESTICK, PUNCTURE WOUND POLICY. MANAGEMENT OF EXTRACTED TEETH. STAFF INOCULATIONS. INFLUENZA VACCINATION PROGRAM. INFECTION CONTROL CHECKLIST FOR DENTAL CUBICLES.

INFECTION CONTROL MONITORING (Clinic Protocol/Infection Control Breech Form). MANAGEMENT OF PATIENTS WITH HERPETIC LESIONS. 80 Oral Health Care Workers with Herpetic Whitlow.

STERILIZATION PROCEDURES. 81 PART 7 - RADIOGRAPHIC POLICIES FOR DALHOUSIE DENTAL CLINIC. 81 Radiology Labs - Preclinical Training. 82 Duplication of Radiographs.

82 Student Darkroom and Portable Processors. 83 PART 8 - DENTAL EQUIPMENT - CARE AND MAINTENANCE. 83 PART 9 - OCCUPATIONAL HEALTH POLICIES. Chemical Spill Instructions. Recommended Practices for Potentially Hazardous Materials Instruments and Equipment. Eye Protection. Scent –Free Policy.

Waste Disposal (includes Chemical and Biomedical Wastes). Minor Injuries/Illness (Faculty, Staff, Students and Building Visitors. Personnel Pre-requisites (see Infection Control Manual). Management of Needlestick and Mucous Membrane Exposures.

88 PART 10 - PROCESSING LABORATORY ORDERS (DENTAL CLINICAL SCIENCES REQUIREMENTS). FINISHING, RUBBER WHEELING AND POLISHING PFM AND CAST GOLD RESTORATIONS. DUAL ARCH IMPRESSION LAB/CLINICAL PROTOCOL. CUSTOM TRAY FABRICATION. PATIENT ACCEPTABILITY. CHECK STEPS FOR PATIENT TREATMENT IN ALL CLINICS. FABRICATION OF ORTHODONTIC RETAINERS.

REPLACEMENT/REPAIR POLICY FOR PROSTHESIS/DEVICES. MANAGEMENT OF CHILDREN AT DALHOUSIE DENTAL CLINIC. 93 PART 11 - PROCESSING LABORATORY ORDERS (DENTAL LABORATORY REQUIREMENTS). 93 PART 12 - ORAL PATHOLOGY POLICIES AND PROCEDURES (CONSULTS, BIOPSIES ETC.). 98 Consultation. 98 Biopsies, Cytology Smears and Cultures.

98 Collection of Biopsies, Cytology Smears and Microbiology Culture Swabs. 98 PART 13 - DISPENSARY GUIDELINES.

99 PART 14 - NEW CLINICAL AND PRECLINICAL SUPPLIES AND EQUIPMENT. 101 SECTION FOUR - SPECIFIC CLINIC SUPPORT UNITS. 103 5.

BUILDING SERVICES UNIT. 105 CENTRAL STERILIZATION UNIT (CSU).

106 CLINIC INFORMATION SYSTEM SERVICES UNIT (axiUm). 108 CLINICAL SERVICES (Includes Dental Assistants, Dispensary and Radiology Units). 109 DENTAL LAB. 112 DENTAL STORES UNIT. 113 PATIENT SERVICES UNIT.

115 PRECLINICAL LAB SERVICES. 120 TECHNICAL SERVICES UNIT (Clinic and Lab Equipment/General Maintenance). 121 6. MISSION STATEMENT The mission of the Dalhousie University Dental Clinic is to provide quality preventive, diagnostic and therapeutic services for our patients by dental and dental hygiene students during supervised educational clinics. 7. 8. IMPORTANT TELEPHONE NUMBERS (See the Table of Contents for more information) EMERGENCY (fire / electrical failure / chemical spill / flood) Please do not call 911.

Dental Office Policy Manual Template

(494) 4109 NOTE: no money needed at Campus pay phones. MEDICAL EMERGENCY Please do not call 911 A. Patients, staff, faculty, or students in Dental Cubicles Level 1 and 2 - Complete Ambulance Request form and bring to Patient Services. If Patient Services is closed use clinic phone, call 4109 and give location and details. (494) 4109 B. Anywhere else in building call 4109 and give location and details. (494) 4109 If possible delegate someone nearby to go to the Main Building Entrance to meet Security and ambulance and direct them to the patient.

POLICE / SECURITY / THEFT / HARASSMENT. (494) 6400 NOTE: no money needed at Campus pay phones.

OFFICE OF THE DEAN (DENTISTRY). (494) 2824 (Has answering machine for messages) DENTAL CLINIC - Patient inquiries, appointments, records, accounts. (494) 2101 STUDENT VOICE MAIL (each DDS3, DDS4, QP1, QP2 and DH2 Student has a personal extension # provided by Patient Services). (494) 1000 plus ext # AFTER HOURS DENTAL EMERGENCIES (Answering Service). (494) 2101 (5:00 - 9:00 p.m. Only on Thursdays and Fridays; 9:00 am - 6:00 p.m.

Weekends and holidays) ASSISTANT DEAN, CLINICS (DENTISTRY) (Has voice mail for messages). (494) 1681 FAX machine number. (494) 1757 BUILDING SERVICES (Building maintenance, lockers, keys, elevators, office supplies, phones, computers, water leaks/floods etc.). (494) 5199 CARLETON LAB - laptop and general faculty computer support.

(494) 6560 CLINIC MANAGER (Has voice mail for messages). (494) 1681 FAX machine number. (494) 1757 FACULTY PRACTICE (Email - fpc@dal.ca).

(494) 3868 DR. McLEAN CONTINUING EDUCATION CENTRE. (494) 6336 STUDENT AFFAIRS - counseling, advice; has answering machine.

(494) 2876 STUDENT HEALTH - injuries (non-emergency and needle-stick). (494) 2171 SEE: Minor Injuries/Illness If possible see the Clinic Nurse (Room 1311) in Oral Surgery before going to Student Health or the hospital.

Obtain an Incident Report Form and complete and deliver to the Clinical Affairs office (Room 1210) as soon as possible after the incident. 9. WEB SITES FACULTY OF DENTISTRY.