H. Patient Administration

Admissions/Screening Policy

Subject: Clinical III. – H. Patient Administration

Department: Oncology and Diagnostic Sciences

Effective Date: 5/6/16

Reviewed and/or Revised: 09/01/2017, 02/28/2025, 07/31/2025

Additional Resource: Screening Flow Chart (PDF)

Policy and/or Procedure:

1. The dental student will begin working up the screening patient during their block assignment. Patient will be assigned to a primary student provider preferably, the student who is performed the screening, as well as a secondary student provider for co-therapy if indicated. The dental student will complete and have a faculty approve the medical history form in EPR. All pertinent findings will be explained and detailed in the EPR.
2. If indicated by the medical history, a medical consult form will be completed and approved by faculty in the EPR. This form will be printed and given to the patient to be completed by his/her physician, or the form can be emailed or faxed to the physician.
3. The dental student will perform a thorough extra and intra oral examination on the patient and findings will be recorded and approved by a faculty in EPR. All lesions must be described using the drop down in the EPR. Findings can also be described on the diagram in EPR as well as an intraoral photo.
4. Any patient with a lesion that warrants evaluation and/or follow up must be informed and referred to the oral medicine clinic. Appointments in the oral medicine clinic can be scheduled by calling 410-706-7956 or by emailing oralmedicine@umaryland.edu.
5. Any patient that has an urgent need (pain, swelling, infection) must be referred as soon as possible for treatment. This may include a referral to oral surgery or endodontics. The appropriate referral to specialty clinic form must be completed and authorized in EPR.
6. All appropriate radiographs must be planned in Axium by a faculty to be exposed by the student in Infinitt on each patient. All radiographs must be diagnostic and approved by a faculty member. If faculty deems it necessary, a Panorex would be exposed in addition to the CRS. There are instances where a Panorex and bitewings may be the standard of care.
7. If the patient has had radiographs available from an outside office, the student should instruct the office to send the radiographs to oralrad@umaryland.edu. They will then be uploaded to Infinitt by the radiology staff. These radiographs need to be evaluated for diagnostic quality and any supplemental films need to be exposed at that point. See radiology section.
8. The student will enter and have a faculty approve the appropriate screening and treatment planning macrocodes. 
9. The patient assignment form will be completed and approved by a faculty member. This form will indicate if the patient should be assigned to a third year dental student, fourth year dental student, AGD resident, SCG clinic or post-graduate resident. The reason for referral to another clinic must be indicated on the patient assignment form. The patient care coordinator assigns the patient to the appropriate provider.
10. If a student wants to screen their own patient, the patient can be registered and appointed in the predoctoral clinic.
11. If a student does not report to block, he or she must make up two sessions for each one missed. A missed block will also result in a U grade in professionalism, which will have a negative impact on their Comprehensive Care and Patient Management course grade. If a student is not needed in the screening clinic, he/she must report to urgent care and/or oral surgery.

Each student must report to clinic on time. Tardiness is not accepted. If a student is late, they will receive an N grade in professionalism. If they are more than 15 minutes late, it constitutes a missed session and will result in a U grade for professionalism.

After Hours Access to Clinical Spaces Policy

Subject: III – Clinical – H. Patient Administration

Department: Clinical Affairs

Origination Date: December 1, 2023

Effective Date: December 1, 2023 

Review and/or Revise Date: 02/28/2024, 7/31/2025

Policy and/or Procedure:

To ensure building safety and minimize risk all dental chairs/units, unless specifically designated for emergency use, will be automatically turned off every evening 1.5 hours past the end of normal clinic hours, on weekends and during holiday breaks. All dental chairs/units will be turned on 1 hour before the start of normal clinic hours. 

Consequently, except for chairs specifically designated for emergency use, no students or residents should be in the clinical spaces during off hours. Students should only use clinical operatories that they have been designated for their program.
Please note, this does not apply to student/resident labs spaces. 

Clinics are only OPEN during the following hours:

General Practice Clinics, SC & G, and First Floor OMFS

• Monday & Friday: 8am – 6pm
• Tuesday & Thursday: 8am – 8pm
• Wednesday: 6am – 6pm   

AEGD

• Monday through Friday: 6:30am – 8pm

ASE Programs and PLUS Clinic

• Monday through Thursday: 6:30am – 8pm
• Friday: 6:30am – 6pm

Clinical operatories MAY NOT BE USED outside of these normal business hours.

Appointment Recall Process (Pre-Doctoral Clinic) Policy

Subject: III. Clinical – H. Patient Administration #2

Effective Date: July 2016

Reviewed and/or Revised: 12/05/2016, 09/01/2017

Purpose: To ensure that the patient’s oral health is being properly maintained through appropriate recall intervals. Recall intervals are determined at the treatment planning appointments and/or the evaluation of initial periodontal therapy by the GP Director, Assistant GP Director, or Periodontal faculty. 

Policy and/or Procedure

Recall appointments are set in Axium according to their predetermined interval (3, 4, 6 months or 12 month denture recall). Students are expected to adhere to prescribed recall interval when possible. Reports can be queried to ensure that the indicated recall interval is being met. Some patients may require a customized recall strategy to ensure optimal oral health is being maintained. 

Clinical courses including Comprehensive Care and Patient Management and Periodontics have certain requirements regarding recall status. Periodic chart audits are performed by the Patient Care Coordinators to ensure that the patients are being appointed appropriately for treatment. GP Directors and Assistant GP Directors periodically review patient lists with students to assure compliance to our recall policy.

Auditing Patient Records Policy and Procedure

Subject: III. Clinical – H. Patient Administration

Origination Date: 01/01/2010

Reviewed and/or Revised: 09/01/2016, 09/01/2017, 02/28/2024, 07/31/2025

Purpose:

To provide data as a basis for recommending approaches to problems and improving the overall operations of University of Maryland School of Dentistry (UMSOD).

Policy and/or Procedure

UMSOD will conduct objective and systematic audits using explicit criteria to assure that accepted business processes are followed, that the patient receives appropriate care, and the results of such audits shall guide actions to improve business practices, improve patient care, address organizational concerns, and correct other deficiencies.

Director of Medical Credentialing runs monthly audit reports via the computer patient records system for unapproved or unsigned items such as consents, treatment plans and general policy and informed consent policy. Results of these audits are reported monthly to the Quality Assurance Committee.

Booking an Appointment Pre-doctoral Dental and Dental Hygiene Students Procedure

Subject: III. Clinical – H. Patient Administration

Department: Periodontics/Dental Hygiene Division

Effective Date: August 7, 2013

Reviewed and/or Revised: 09/01/2017

Purpose: To assist students regarding scheduling an appointment in Axium

Policy and/or Procedure:

Overall, requesting an appointment will be very similar to what you are currently doing. You will still have your chair assignments for the week, select a treatment to link to the appointment, and use the dropdown to select the appropriate treatment discipline. Colors will all remain the same. Here are the key changes:

1. You will only be able to see 1 floor at a time on your “chair” view. In the bottom row of chairs, you will see each GP labeled and your chair reserves within that GP. In the top row, you will see the various treatment disciplines noted, and the faculty coverage listed on the bottom.
2. Once you have used a chair reserve to book the appointment, it will be noted in the appropriate color in the bottom row within your GP. You must then click and drag the appointment and drop it into the appropriate place in the top row in order to reserve your spot.
3. Your chair that you have selected in the top row will be your chair that you are to work in. There will be no more daily seating assignments, it will now be already noted on the chair view.
4. Once the treatment discipline has been filled in the top row, YOU CANNOT BOOK ANOTHER CHAIR. Therefore, if there is “blank” box in the top row, it should remain empty.
5. It is very important to use the “reason” section of your appointment request to write specifically what you are doing for that appointment. Do not just write “operative”. Write “#2 DO” or “#12 Post and Core”. Faculty coverage will be determined on a daily basis depending on the specific procedures.
6. You will notice that each floor is symmetrical. On floor 2, GP’s 5 and 6 can book any of the chairs in the top left section for Treatment Planning and General Dentistry. GP’s 7 and 8 can book any of the chairs in the top right section for Treatment Planning and General Dentistry. Prosth is always in the second section (previously GP6), and Perio is always in the 3rd section (previously GP7). The specialties are now first come, first served for the entire floor. The layout is identical on the 3rd floor and the same booking rules apply.
7. Any “GD” chairs noted that are not within the far top left and top right sections, are also “bonus” first come, first served chairs. You are able to book these across the floor as well. These are not available every session so look carefully.
8. Below you will see an example. TP/GD are noted in the top left, and top right sections to be used by sister GP’s. Prosth is noted in the 2nd section. There are 6 “bonus” GD chairs covered by Dr. Freunlich in this section as well. These are available to the entire floor as stated above. All Perio are in the 3rd section. “PEF” denotes perio faculty (use the numbers on the bottom to book treatment plans and instrumentation the same way as before). “PEH” denotes hygiene, and “PER” denotes perio resident. The bottom row denotes each GP, and will show your chair reserves.
9. “TP” chairs should be reserved for TPU’s and TXP’s. GD chairs should be used for operative, perio, prosth that you would do with GD, and TPW’s.
10. If there is an opening on the opposite side of the floor for TP/GD, you may use the 48 hour rule to book after obtaining permission from the appropriate director. Example: If you are in GP 1 or 2, and you see an opening in GP’s 3/4 and it is within 48hrs, you may book there with permission. You can never switch floors.

How to View and Read the Appointment Scheduler for Dental Hygiene Clinics

The dental hygiene (2nd&3rd Floor) clinic book will display all 9 GPs within the Chair tab.

The chairs within your GP will be color coded to define the reserve status and type of specialty appointments available.

• Reserve Status
  • Green = Chair reserved for YOU (no appts)  or has appt 
  • Yellow = Chair within your GP is reserved for a student 
  • Blue or Salmon = Appt booked for a student ;Appt last edited by student 
  • White = Vacant GP# chair  (NOT SOTD chairs ) 
    • When no appt < 48 hours,
    • Available for appt within your GP which must be made at the front desk
  • Grey = for information purposes 
    • Faculty coverage and maximum appts of attending slots
• Example View

Q: How many Prosth appointments are available still?

A: The schedule lists that the Prosth faculty can handle 3 Prosth appointments, but all 3 appointments have already been booked. No Prosth appointments are available.

How to Make an Appointment for Dental Hygiene Clinics

Beginning 7/22/13, to make an appointment in the Clinic the following steps must be followed:

1. Within the Scheduler module, on the bottom, go to the day you’d like the schedule the appointment.
   
   
2. Find your name on the green stamped chair within your GP.
   
   
3. After reviewing the faculty appointment coverage, click the Active tab on the right side.
   
   
4. The yellow background color indicates the time available for the appointment. The appointment should begin at 9am (C1), 1pm (C2), or 4:30pm (C3). Click within the yellow background for applicable background.
5. Select the patient from your patient list.
   
   
6. Enter the required appointment information.
   1. TX Discipline
   2. Appt. Status (aka specialty dept)
   3. Reason
   4. Note with details – (1) click the Notes button; (2) Enter the note content in the blank field; (3) click the Add/+ Folder button.
      
      
7. Click the Accept button.
8. There will now be a yellow floating appointment. Position the appointment over the clinic start time (9am - C1, 1pm - C2, or 4:30pm - C3) and double click. The appointment background will then change to the color of the type of specialty appointment you booked.

At this point, everyone will be able to see that you have scheduled an appointment within your assigned chair, as well as what kind of appointment scheduled.

Chart Documentation for Insurance Submission Procedure

Subject: III. Clinical – H. Patient Administration

Origination Date:

Effective Date:

Reviewed and/or Revised: 09/01/2017

Purpose

To ensure that much of the required information that has not been provided by the requestor of the pre-authorization is received. Also because many charts are kept out for extended periods of time and thus copies of charting can not be made, progress notes etc., that may be required as part of the claims submission are also received.

Policy and/or Procedure

1. All missing teeth numbers
2. Dates of extractions (does not have to be the month, day, but definitely has to be a year, or the insurance company will continue to ask for it and we will never get it processed until we give them a year) of any extractions not done here.
3. Actual teeth numbers for Osseous surgery, gingival flaps, alveoplastys, bone grafts. Insurance will not accept LL, LR, UR or UL anymore for these procedures, they keep coming back and asking for actual teeth numbers.
4. Is it first time for crowns, implants, bridges etc?
5. If not, what is the original date of placement for those procedures?
6. Why are they being replaced if not first time?
7. IF there is a crown being done and there is no endo on the tooth, insurance requires a narrative as to why a crown is being done without endo (if there is endo, this is not a problem)
8. Are there pre-operative x-rays in Romexis? (most of the time, a pan or CRS is the best, but sometimes they do want pre-op periapicals of the tooth) We will print them, but we just need to make sure the provider knows this is needed so he/she can take one if needed.
9. For veneers - a short narrative as to why they are being done and they ask for pre-op x-rays for that too.
10. The pre-authorization has to be swiped into Axium.

Also, they will not accept a pre-authorization that has alternate treatment plans (such as implants/denture) to see which one pays more. You can only send for one tx plan at a time. So if you got a denial for implants, then we could turn around and submit one for dentures, but never both together (if they encompass the same teeth, that is.)

Clinic Fee Courtesies for Employees and Their Families

Subject: Class III – Clinical – H. Patient Administration

Policy Owner: Director of Finance

Effective Date: July 1, 2023

Reviewed and/or Revised: 07/01/2023

Purpose

The purpose of this policy is to allow special financial arrangements for employees and their families.

Policy Statement

School of Dentistry / UMFDSP Employee Fee Courtesy

• For dental care regardless of type of employee.
  • This courtesy cannot be applied to procedures when insurance is used to pay for the procedure.
  • 20% fee reduction as a courtesy for all School of Dentistry / UMFDSP staff and their immediate family to include only their spouse and children.
  • The maximum annual accumulated courtesies are $2,000 per employee.

Clinic Fee Courtesies for Students, Residents and Their Families

Subject: Class III – Clinical – H. Patient Administration

Policy Owner: Director of Finance

Effective Date: July 1, 2023

Reviewed and/or Revised: 07/01/2023

Purpose

The purpose of this policy is to allow special financial arrangements for students, residents and their families.

Policy Statement

Student Fee Courtesy

• Educational fee courtesy for students treating students and their immediate family members.
  • Only allowed for patients who are DDS or DH students and their immediate family to include only their spouse, children, siblings, and parents.
  • Care must be provided by pre-doctoral DDS or DH students in the pre-doctoral clinic.
  • Patient will receive an 80% reduction of clinic fees exclusive of direct costs such as lab fees or clinic materials (e.g. bone graft, etc.).
  • Patient will be responsible for paying direct costs (e.g. lab fees or graft material).
  • Implants are not included in this program.

Resident Fee Courtesy

• Educational fee courtesy for residents treating their immediate family members.
  • Residents should meet with the program business manager about possible patient care fee reduction for treating their immediate family members. The program director must approve the courtesy based upon the program’s ability to cover the expense.

Clinical Financial Management Policy - Predoctoral Clinics and AGD/ASE Clinics

Subject: III. Clinical – H. Patient Administration

Effective Date: July 20 2009

Reviewed and/or Revised: 09/01/2017

Policy Statement for Predoctoral Clinics

All treatment must be paid in full at each treatment appointment unless a Patient Financial Agreement (contract) or other arrangements have been approved. If dental insurance, third-party coverage, or other prepaid financing covers the patient, pre-authorization approval must be obtained before treatment is initiated. A General Practice Director or Business Manager must approve exceptions to this policy. Typically, forty percent of the estimated total case fee must be collected at the time the Agreement is signed. Each student is responsible for overseeing patient compliance with the Agreement. The G.P. Director will be notified of each account that had a balance more than 60 days in arrears. Elective treatment may be discontinued, at the direction of the G.P. Director, for patients whose balance is unpaid or overdue for 60 days or more. Year IV students may not place active patients on a financial contract after February 1, in the year in which graduation is expected, unless approved in writing by a G.P. Director.

Dental and dental hygiene students, their spouses and children are eligible for special fee reductions in the predoctoral program. Graduate students and Dental School employees may also qualify for fee reductions. Please refer to the policy below:

• Clinic Fee Courtesies for Students, Residents and Their Families
• Clinic Fee Courtesies for Employees and Their Families

Policy Statement for Advanced General Dentistry and Post-Graduate Clinics

All treatment must be paid in full at each treatment appointment unless a Patient Financial Agreement (contract) or other arrangements have been approved. If dental insurance, third-party coverage, or other prepaid financing covers the patient, pre-authorization approval must be obtained before treatment is initiated. A Director or Business Manager must approve exceptions to this policy. Typically, thirty (30) percent of the estimated total case fee must be collected at the time the Agreement is signed and the balance to be paid over the estimated length of treatment. Each student is responsible for overseeing patient compliance with the Agreement. The Director will be notified of each account that had a balance more than 60 days in arrears. Elective treatment may be discontinued, at the direction of the Director, for patients whose balance is unpaid or overdue for 60 days or more.

Dental and dental hygiene students, their spouses and children are eligible for special fee reductions in the predoctoral program. Graduate students and Dental School employees may also qualify for fee reductions. Please refer to the policy below:

• Clinic Fee Courtesies for Students, Residents and Their Families
• Clinic Fee Courtesies for Employees and Their Families

Clinic Missteps and Sanctions Policy

Subject: Class III – Clinical – H. Patient Administration

Department: Pre-Doctoral Clinics 

Effective Date: 8/28/13

Reviewed and/or Revised: 05/31/2016, 09/01/2017

Click the following link to access a printable PDF of the UMSOD Student Responsibility Statement (PDF).

Clinic Missteps and Sanctions

*Clinic Suspension: If you are suspended from clinic, you will not be allowed to see or treat your patients of record. You will however be assigned at the discretion of your GP Director or the Assistant Chair of General Dentistry’s (Dr. Larry Cohen) discretion to either:

1. Be assigned to a Block based on operational need,
2. Shadow a GP Director or clinic faculty for the day,
3. Be assigned to assist another pre-doctoral student or AEGD resident in clinic.

Failure to comply with clinic suspension will result in referral of the matter to the Judicial Board.

**Affects CCPM grade- Any negative grade in Professionalism will be reflected in the CCPM grade as detailed in syllabus for CCPM.

***Signed Informed Consent (in Axium): Consent for treatment must be signed by the patient, in Axium, before any treatment is initiated! This refers to:

1. All assigned comprehensive care patients
2. Modification/Addendum to an existing treatment plan
3. “Limited” or “Urgent Care” treatment plans

The treatment plan must contain the appropriate codes, description (including materials to be used), and fee for that procedure. Each procedure is to be listed individually on the treatment plan (no bundling of codes). The treatment plan consent form must be signed by the patient, and subsequently the GP Director who evaluated the proposed treatment.

Commercial Dental Insurance Policy

Subject: Class III – Clinical – H. Patient Administration

Effective Date: July 20 2009

Reviewed and/or Revised: 09/01/2017

Purpose

To ensure that proper information is collected if the patient indicated that they carry dental insurance.

Policy Statement

Patients who indicate upon registration or at any time during the course of treatment that they carry dental insurance must provide a copy of their insurance card and the following information by completing the Insurance Information Form.

Information needed: name of policy holder, group and policy identification numbers, employer data, insurance company data, dental benefit information, deductible amounts (if known), and effective policy date.

The registrar reviews the employer data and checks it against our published employer data file. If there is no match, all information is forwarded to the Business Office for inclusion in the Insurance/Employer database.

The patient must provide the insurance office with a copy of their company's insurance form at the initiation of care and each new calendar year with all pertinent employee and patient information provided. The form must also contain the patient's signature authorizing submission and designation to pay benefits.

For patients whose treatment plan exceeds $250.00, a preauthorization request must be forwarded to the insurance company for determination of benefits. When presenting the record for preauthorization to the insurance clerk, the following must be present:

Completed treatment plan (signed by patient and faculty); completed dental charting including pocket depth readings and with all missing teeth crossed out; and appropriate radiographic images. Provider should indicate whether the proposed bridges or prosthetic appliance(s) are initial or replacement devices. If appropriate, indicate the age of existing prosthesis and the reason for replacement.

Treatment should not commence until a confirming authorization has been received. A duplicate copy of the authorization will be forwarded to the provider of care for information purposes and discussion with the patient of their finical obligation for those services not covered by insurance.

As treatment is completed, the insurance form will be executed as part of the charge out procedure. Providers are requested to advise the insurance clerk when prosthetic devices have been delivered so he/she may complete the preauthorization form and forward it for payment.

The business Office will post all insurance payments directly to the patient account.

Any inquiries received by our office for additional information from the insurance carrier may be forwarded to the provider of service for appropriate response. All requests should be returned to the Business Office within 5 working days.

Consents Policy and Procedure – Initial Consent (SC & G)

Subject: Class III – Clinical – H. Patient Administration

Department: Special Care and Geriatrics Clinic / Department of Periodontology

Origination Date: 7/31/15

Effective Date: 7/31/15

Reviewed and/or Revised: 09/01/2017

Purpose: To ensure that prior to providing non-emergency oral health care services to a patient, informed consent is obtained from the patient if the patient is capable of making an informed decision, or a legal guardian or individual authorized to make health care decisions for the patient.

Definitions:

Legal Guardian: An individual appointed by the court through a guardianship proceeding to make decisions on behalf of a person who has been certified incapable of making their own informed decisions.

Patients may be incapable of making their own informed decisions due to intellectual disabilities or for other reasons. Consent from a legal guardian or individual authorized to make health care decisions for the patient is required before such patients may receive care.

Policy and/or Procedure:

At the time of scheduling an appointment, all patients will be asked to identify whether they are capable of making their own informed decisions, or whether they have a legal guardian or an individual who is authorized to make health care decisions on their behalf. Documentation of guardianship is required.

An Informed Consent form(s) signed by the legal guardian or an individual authorized to make health care decisions for the patient must be in the record before the patient can receive any services in the Clinic.

Consents Policy - Urgent Care and SCG Clinic Inability to Consent

Subject: Class III – Clinical – H. Patient Administration

Department: Oral & Maxillofacial Surgery – Urgent Care Clinic and Special Care and Geriatrics Clinic

Origination Date: 4/24/2025

Effective Date: 4/24/2025

Reviewed and/or Revised: 4/24/2025

Purpose: To ensure that prior to providing emergency oral health care services to a patient, informed consent is obtained from the patient if the patient is capable of making an informed decision, or a legal guardian or individual authorized to make health care decisions for the patient. 

Definitions:

Legal Guardian: An individual appointed by the court through a guardianship proceeding to make decisions on behalf of a person who has been certified incapable of making their own informed decisions.

Patients may be incapable of making their own informed decisions due to intellectual disabilities or for other reasons. Consent from a legal guardian or individual authorized to make health care decisions for the patient is required before such patients may receive care. If this is not possible, then implied consent may be assumed in emergency situations where immediate care is necessary to preserve life or prevent serious harm, in accordance with applicable laws and ethical standards.

Policy and/or Procedure:

An Informed Consent form(s) signed by the patient or legal guardian or an individual authorized to make health care decisions for the patient must be in the record before the patient can receive any services in the Clinic.  If this is not possible, the provider of care has to make a reasonable determination if the patient is competent to consent. Non-verbal is not a basis to say that they cannot consent. If the patient is autistic or mute, that alone is not reason enough to say that they cannot consent.  

During an emergency visit: 

• Explain the procedure and have the patient sign the consent. 
• If they are unable to sign the consent and there is no legal guardian or individual authorized to make health care decisions, you would do the following: 
  • Place a progress note to the patient’s file, for example: “Attempts to give the patient informed consent were futile. No legal guardian or individual authorized to make health care decisions is present. In our professional judgment, this was an emergency situation and requires immediate care.”

Creating a Payment Plan Policy and Procedure

Subject: Class III – Clinical – H. Patient Administration

Effective Date: July 21 2009

Reviewed and/or Revised: 09/01/2017

Policy Statement

Patients to go on a payment for planned treatment.

Purpose

To have payment before treatment for lab fees.

Definitions

Contract/financial agreement - a binding agreement between two or more persons or parties; especially: one legally enforceable b: a business arrangement for the supply of dental services at a fixed price.

Policy and/or Procedure

Discuss contract, down payment, timeframe and with patient in order to arrive at the terms of the financial contract.

Establish down payment and plan timeframe.

Enter information into patient record via computer program. Note: information will not be in the patient record chart.

Dispensing Preventive Products Procedure

Subject: Class III – Clinical – H. Patient Administration

Department: All Clinical Departments

Origination Date: January 27, 2016

Effective Date: February 1, 2016

Reviewed and/or Revised: 09/01/2017

Purpose: To dispense preventive products at the UMSOD to our patients in lieu of having patients have to go to their pharmacy—if they so desire.

Scope (applies to): Dental and Dental Hygiene Students/Faculty

Definitions: Prescription products such as MI Paste, MI Paste Plus, Prevident 5000 Plus, Chlorhexidine

Policy and/or Procedure:

• Provider/faculty use existing drug selection list to order Rx (current protocol)
• Use the approved printed prescription from Axium – this ensures data is in Axium under the patients EPR as prior.
• Print prescription and have the covering dentist sign it.
• If patient elects to fill the prescription at the School Store, student will take the prescription and money from patient to School Store Manager (Mr. Ernest Leivers). School Store Manager (Mr. Ernest Leivers) will take money and Rx paperwork. School Store Manager (Mr. Ernest Leivers) will then give the student the product to give to the patient along with a receipt.
• Mr. Leivers will keep a list on file of the following information and submit a copy to Dr. Leventer for records purposes:
  • Date of Prescription
  • Name of Patient
  • Name of Provider prescribing
  • Name of Student
  • Name of product prescribed
  • Price charged to patient
  • Date prescription is given to student to give to patient

Fees:

• Prevident 5000 Plus: $4.00
• MI Paste products: $7.99
• Chlorhexidine: Small Bottle, $3.50, Large bottle, $5.50

Entering Treatment into Axium

Subject: Class III – Clinical – H. Patient Administration

Reviewed and/or Revised: 09/01/2017

Purpose

Support policies: Patient Care Finances, Record treatment planned and/or delivered

Policy and/or Procedure

1. For treatment as planned performed by student

1. Student opens screen
2. Student selects planned treatment
3. Student changes status from "In process" to "Complete"
4. Faculty swipes-approves to complete

2. Definition of Successful Execution

1. Student opens screen
2. Student selects planned treatment
3. Student deletes planned treatment
4. Student adds new treatment
5. Faculty swipe-approves deleted treatment and completed treatment

Definition of Successful Execution

This procedure step has concluded successfully when Faculty swipe-approves deleted treatment and completed treatment

Definition of Successful Execution

This procedure step has concluded successfully when Faculty swipes-approves to complete

3. For treatment with minor change performed by student

1. Student opens screen
2. Student selects planned treatment
3. Student deletes planned treatment
4. Student adds new treatment
5. Faculty swipe-approves deleted treatment and completed treatment

Definition of Successful Execution

This procedure step has concluded successfully when Faculty swipe-approves deleted treatment and completed treatment

4. For new treatment performed by student Treatment Planning.

5. To Delete treatment performed by student

1. Student opens screen
2. Student selects treatment
3. Student deletes treatment
4. Faculty swipe-approves deleted treatment

Definition of Successful Execution

This procedure step has concluded successfully when Faculty swipe-approves deleted treatment

To All Students/Residents/Faculty:

The Dental School is taking an important step in moving towards more complete and accurate chart notes.

Effective 7/11/16, all residents and pre-doc students will be required to select the name of the “Covering Faculty” for all procedures. For faculty performing a procedure, they are to select their own name.

Notes can be created in several ways:

1. Note manually typed freehand via Template Notes

Select Tx History tab

1. Click on the “add a new note” symbol (second green PLUS sign)
2. A box will pop up; click on the square next to CODE
3. This will give the dropdown list of type of template notes to select from

“General Note” or “SOAP/ATEN Note”

To enter the note, click on {*Required} which will bring up

Click on Covering Faculty {*Required}, type first character of last name then select from the dropdown list of faculty.

2. Note via multi-disciplinary VISIT form.

1. Appointment Provider must add the form. Go to Forms tab , click on “add a new record” icon
2. An “Add Form” box will pop up; click on the dropdown list in “Form” and select the “VISIT Form ” and hit “ok”
3. This “Visit Form” is a fill-in-the-blank / dropdown multidisciplinary question set that automatically creates a progress note. After the form is reviewed and approved, the progress note is added to the patient’s chart under the Tx History tab.

   **A Built in option for addendum and/or corrections to this note is available when you scroll down to the bottom of the Visit Form.

For additional information and an online demo of the complete process for creating a progress note using the VISIT form, access “Visit Form Progress Note” via Axium Links

Thank you for your anticipated cooperation!

Fee Schedule

Subject: III. Clinical, H. Patient Administration

Origination Date: 9/1/2027

Revisions Date: 2/29/2024, 8/1/2025