DANGER IN PHOTOCOPIERS

If you have a newer model photocopier in your office that can copy, print, scan, fax, and email documents or perform some combination of such tasks, be aware that your copy machine is actually a computer.  The digital capability of the machine means that the information on the copied document is stored on its hard drive.  This information can be pirated and stolen from the hard drive via remote access or extracted once the machine is scraped and the hard drive removed.

Since patients’ records and other private health information may be copied in a dental office, it is imperative that dentists/practice owners take steps to ensure that copy machines are secure while being used in the office and when trashed at replacement.  Ignorance is no defense if private health information is distributed via carelessness in your office.  The Federal Trade Commission’s Bureau of Consumer Protection has issued guidelines for photocopier security which all practitioners would be wise to access.  For information, visit  http://business.ftc.gov/documents/bus43copier-data-security

OSHA COMPLIANCE---STILL MANDATORY, STILL COMPLEX, AND STILL MONITORED

While most dentists have always focused on maintaining high standards for their staff members’ and patients’ safety, additional government-decreed regulations hit the profession’s “headlines” in1992 with the requirement that latex or similar protective gloves be worn during treatment.  Modifications and numerous additional regulations since then mean the dentist must stay aware of the law, implement all OSHA-decreed regulations in a timely manner, and maintain accurate compliance records for having done so.  OSHA inspections and inquiries about compliance demand immediate, complete response.  Questions about how to “host” OSHA inspectors and answer OSHA inquiries leave many dentists scratching their head.

Since May 2013, the American Dental Association has publicized an updated, comprehensive OSHA Compliance Kit (K011) which includes a Regulatory Compliance Manual with a CD-ROM, a three-year subscription to the annual Regulatory Compliance Update Service, a DVD and workbook, “OSHA Training for Dental Professionals.”  Besides employee training materials, the Kit includes instructions for drafting a pathogen exposure control plan, a hazard communication program, compliance record keeping, and suggestions for appropriate responses to OSHA inquiries.

For more information about the Kit, visit ADAcatalog.org  or call 1-800-947-4746.

“FREEDOM DAY USA” BENEFITS MILITARY PERSONNEL AND THEIR FAMILIES

September 12, 2013 is Freedom Day USA for this year.  Freedom Day USA is one day each year when active duty military personnel and veterans and their immediate family members receive free dental care as well as a variety of other services and products free of charge.  What a wonderful way to honor those who have sacrificed so much for our country and for freedom worldwide.

For more information, to donate, or to participate, visit www.FreedomDay.com.

ALERT: DENTAL PROCEDURE CODES WILL CHANGE IN 2014

In 2014, the American Dental Association will issue a new version of the CDT (Code on Dental Procedures and Nomenclature).    With input from many factions in the dental arena, the ADA’s 16-member Code MINTENANCE Committee heard in early 2013 numerous comments and suggestions about code changes, many of which involve specialists, professional organizations, and third party payers.  The CDT Code allows uniform, consistent, specific, and accurate reporting of dental treatment provided in order to efficiently process dental claims and complete electronic health records.

Be sure to order a CDT 2014 book when codes are finalized.  Dr. Charles Blair’s book, Coding With Confidence, which has proven indispensable to offices determined to prevent costly claims-filing errors and boost legitimate reimbursement, will be available from Practicon when it is published in October 2013.  Order your copy now either on line at www.practicon.com or by calling 1-800-959-9505.  It is the responsibility of each individual practitioner to make certain the codes for delivered treatment are correct.  Be proactive and ahead of the game by alerting your staff now of upcoming changes and deletions.  Watch the ADA’s website for a report of pending Code changes between now and October when Dr. Blair’s book is available.

Our Canadian readers may check the accuracy and potential changes to the codes used in their practice by visiting  Ask.com/DentalCodesCanada.

A MONTHLY GENERAL TEAM MEETING, ONE NECESSITY IN YOUR OFFICE

Over 33 years of dental practice management consulting has convinced me that one General Meeting per month is minimal.  In fact, some practices schedule two or more General Meetings each month.  This meeting helps to assure efficient management, achieving practice goals, effective intra-team communications, and smooth over-all operation of the practice.  

Each meeting should have an agenda determined by the dentist and/or the practice administrator with input from staff members.  Incidentally, suggestions by team members must be taken seriously and considered for inclusion in the agenda to encourage continued participation and interest by the team.  Front desk and clinical concerns also should be included in the agenda with meeting time spent assessing if goals for each area were met.

The privilege of leading the meeting may be retained by the dentist, delegated to the practice administrator, or rotated among staff members.  Allowing experienced staff members to lead an occasional meeting is one more way to encourage feelings of involvement, participation, and commitment.

Another excellent tool to maintain staff interest and help them stay abreast of changes in dentistry is to include a brief (5 to 10 minute) “lesson” presented by the dentist as the closing agenda item.  With this tool the entire staff can be made aware of clinical updates, new methods, new treatment options, new services, enhanced computer technology, different payment options for patients, changes in CDT coding, etc.

REGULAR TEAM MEETINGS, NECESSARY STEP TO ACHIEVING YOUR PRACTICE GOALS

There are several types of team meetings in many well-managed practices:  (1) Morning Huddle to review the upcoming day, (2) One-on-One in which the dentist or practice administrator meets with a single staff member to coach or to discipline, (3) General Team Meeting involving the entire staff in a review of the past month and planning for the month to come, (4) Area Meeting in which business and clinical teams meet separately to hone their particular work area, and (5) Annual or Semi-annual Planning Retreat in which the dentist’s vision for the practice, all work systems, goal achievement and/or setting, interpersonal skills or problems, accomplishments for the past six to 12 months for individuals or for the practice itself, etc.,  are reviewed and assessed.

The office that is “too busy” to have all or some combination of that variety of meetings is, indeed, too busy.  Declaring no time for team meetings is like going into the woods, starting to fell trees with an adequately sharp saw, taking no time ever to sharpen it, and then getting upset when the saw no longer cuts the trees you want harvested.  Saw sharpening time is mandatory for continued success.

Watch our blogs for the next several months.  We’ll include some details about each type of meeting for your edification.