DENTAL CLINIC. Policy and Procedure Oral Health Records Management. Responsible Party: Director of Dental Support Services
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1 Responsible Party: Director of Dental Support Services Policy: The oral health record is one of the most important documents in dental clinic. It must be accurately and concisely completed. In order to ensure uniformity of content and patient treatment data, it will be completed as described below. Procedure: I. The oral health record will be marked A. Front outside cover will be marked with a medical alert sticker, if indicated. B. Back far right border will be designated from the top down. 1) Latest year seen 2) Alphabetic stickers corresponding to the patient s first three letters of their last name. II. III. IV. The left inside contents of the oral health record in ascending order (as applicable): A. Miscellaneous documents. B. Patient registration / Medicaid forms C. Medical consult forms / medication lists / other allied medical documents D. Health history/dental screening. The right inside contents of the oral health record in ascending order (as applicable): A. X-ray envelope. B. Dental referral form /vouchers C. Request letters. D. Dental claim form/ superbill E. Informed consent most current on top. F. Treatment planning form. G. Chronological record of dental care. The Chronological record of dental care will be completed as follows: A. The side with the patient s name on the bottom will be designated page 1. B. The restorations and treatments section: During the initial examination, all existing restorations, treatments, and missing teeth will be noted in ink. All subsequent restorations, treatment, and extraction of teeth will also be noted in ink. The remarks blank will be used to annotate permanent anomalies and other significant findings. C. The disease and abnormalities section will be completed in pencil. It will designate required treatment. Once treatment is completed, the entry will be erased and annotated in the restoration and treatment section. The remarks/treatment plan
2 block will also be completed in pencil. It will be used to clarify patient management. D. The dental progress notes section will address the following items as applicable. Refer to record keeping checklist for additional considerations. 1) Chief complaint (C.C.) 2) Health history taken/reviewed (HHT/HHR). 3) Reason for visit (type of examination). a) Comprehensive oral evaluation (COE) b) Periodic oral evaluation (POE) c) Limited oral evaluation (LOE) problem focused d) Post operative treatment (POT) e) Continuation of treatment (CT) f) Restorative appointment (RES Appt) 4) Diagnostic tests and results A) X Ray (Bite-wings BWX, peripheral PAX) B) Percussion C) Thermal D) Electronic pulp test (EPT) 5) Diagnosis/treatment plan formulated a) Caries (CAR) b) Defective(DEF) c) Fractured (FRAC) d) Irreversible pulpitis e) Etc. 6) Treatment rendered a) Tooth number/area of the mouth b) Tooth surface c) Specific materials and medication used d) Local anesthesia (LA) site and close e) Prescriptions f) Patient instructions 7) Preventive comments 8) Next visit (NV)/treatment episode status/disposition 9) Signature Approved: Date Initiated: Date Reviewed/Revised: Date Reviewed/Revised: Date Reviewed/Revised:
3 Attachment 1 to: POLICY: The dental health record will be annotated with a medical alert sticker whenever there is a significant health related condition that may affect patient treatment and / or the administration of medications. The final decision as to the placement of the medical alert sticker rests with the professional judgement of the provider. PROCEDURE: I. The provider/assistant rendering the initial care to a patient will be the focal point to review the patient s medical history and insure, when indicated, that the dental health record is properly annotated with a medical alert sticker. II. The medical alert sticker will be attached to the upper right hand corner of the front cover of the patient s dental health record. Do not list the specific problem on the sticker. III. With reference to the Dental Clinic Medical History Form the following conditions require placement of a medical alert sticker ; A. Line item 6a. relating to coronary valvular conditions. B. Line item 6b. relating to congenital heart lesions. C. Line item 6c. relating to cardiovascular disease. D. Line item 6i. relating to Diabetes. E. Line item 6j. relating to hepatic disease. F. Line item 6n. relating to Tuberculosis. G. Line item 6q. relating to sexually transmitted diseases. H. Line item 6t. relating to AIDS or immunosuppression. I. Line item 6a&b. relating to bleeding abnormalities. J. Line item 12b. relating to taking anticoagulants. K. Line item 12c. relating to taking blood pressure meds. L. Line item 12d. relating to taking steroids. M. Line item 12i. related to taking drugs for heart trouble. N. Line item 12j. related to taking Nitroglycerin. O. Line item 13atoh. relating to allergies to medications.
4 Attachment 2 to: Record Keeping Considerations 1. Date and time of appointment (include the year) 2. Clinical findings 3. Chief complaint of the patient 4. Radiographs and findings, number taken 5. Tests and results 6. Diagnosis 7. Treatment plan as rendered (expanded fully) 8. Use standard abbreviations 9. How the treatment was rendered 10. Anesthesia site and dose 11. Post-operative instructions 12. Medications prescribed and how to be taken 13. Treatment refused 14. Patient comments 15. Treatment accepted 16. Failed appointments 17. Lack of following directions 18. Non-compliance by the patient 19. Limitations of treatment 20. Risks of treatment 21. Risks of not having treatment 22. Future treatment that may be required 23. Name of the doctor to whom the patient was referred 24. A copy of the referral sheet 25. Signature for refused recommendations 26. Informed consent document 27. Discussion topics 28. Drawing or pictures used in describing treatment or clarifying treatment 29. Estimated expenses for the patient 30. Medication reactions 31. Copy of the information letter 32. Corroborating notes by your auxiliary with signature or initials
5 33. Avoid using vernacular 34. Use accepted dental and medical terminology 35. Record oral orders 36. Denture approval 37. Adverse patient attitude 38. All existing restorations 39. Foreign bodies found 40. Inadvertent mishaps during treatment and the advising of the patient (broken file, root tip, etc.). Be complete. 41. There are not guarantees 42. Materials used 43. Home care instructions and pamphlets 44. Laboratory prescriptions 45. All telephone calls regarding the patient s treatment. Record if no answer, also. 46. Telephone calls received at home from a patient 47. Patient s expected method of payment 48. Complete medical history 49. Complete dental history 50. Allergy to metals 51. Allergy to acrylics 52. Allergy to latex 53. Allergy to vinyl
6 Attachment 3 to: Examples 1. The policy and procedure letter titled contains guidelines of how we set up, format and complete our records. 2. Additional information: A. The patient will complete their medical information history prior to seating. You must review the completed history and clarify, amend and/or correct any positive entries. Check the patient history at every visit and update those that are out of date. B. Generally, format the dental progress notes as follows: 1/7/99 c.c. Pain #14, HHT, LOE, clinical and PAX #14 indicates severely carious #14 with periapical radiolucency, chronic apical periodontitis #14 Ext., LA: Lidocaine 2% 1:100,000 Epi x 3.6 ml. By infiltration. Rx Tylenol #3 x 12, cap 4-6 PRN pain. Written & verbal post instr. Given. N.V. T Comp. Signature C. Format restorative as follows: 1/7/99 HHR, Res appt, CAR #14-MO-dycal copalite-am, RD LA: Lidocaine 2% 1:00,000 EPI: X1.8ml by infiltration. OHI flossing instructions. N.V. op #18 & 19. Signature. D. When doing an examination, include the following: 1. Charting of restorations, missing teeth, caries, teeth requiring extraction, other Pathology, etc., as specified in the policy and procedure letter.
7 2. Perio: note the general periodontal condition of the patient (usually on adults only). Address one of three items: a. Presence or absence of irritants; b. Presence or absence of gingivitis; or c. Presence or absence of periodontitis. 3. Occlusion: indicate molar relationship; severe overbites and overjets and any Crossbite relationships. 4. Cancer check: examine the entire oral cavity and pharynx for any lesions. 5. Prevention counseling: include brief oral bygiene instruction, nutritional Counseling, advantages of sealants, and if applicable, stress the benefits of fluoride. 6. Format examination appointment as follows: 1/7/99 HHT, comprehensive oral evaluation (COE), BWX, Neg. car, mild localized gingivitis present, class I molar relationship, OHI nutritional and oral health counseling, N.V. pro and sealants. Signature. E. Perio charting is done on a separate form titled Hygiene Exam. Completion of this form is self-explanatory.
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