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 Missteps	Expected Sanctions
Deliberate failure to follow faculty/auxiliary staff instruction in clinic:	1st offense -warning **2nd offense -Failing grade in Professionalism; failure for procedure; Academic Counseling Form
Running over >20 minutes beyond scheduled clinic time: if a Time Mgt/Preparedness Issue:	1st offense -warning 2nd offense -Failing grade in Professionalism; failure for procedure 3rd offense - Failing grade in Professionalism; failure for procedure; and Academic Counseling Form
Starting additional procedures without faculty authorization:	1st offense- warning 2nd offense -Failing grade in Professionalism; failure for procedure 3rd offense -Failing grade in Professionalism; failure for procedure; and Academic Counseling Form
Patient dismissed from clinic before procedures and medical history are swiped into Axium without communicating with covering faculty (Swiping in treatment after the patient has left clinic):	1st offense –warning **2nd offense -Failing grade in Professionalism the procedure(s); Write a one page report on Accounts Receivable (A/R)
Patient identifiers and/ or prescriptions left in clinic or other public areas of the building:	Write a one page report on HIPAA regulations with copies to GP director, and vice-chair of the Department of General Dentistry.
Failure to review medical history, take blood pressure, know drugs patient is taking, or ensure that medical consult has been returned and scanned into Axium:	**1st offense- Failure in professionalism; Additional sanctions are at the discretion of the supervising faculty.
Failure to know minimum basic information about the procedure to be performed:	Student receives a “U” for procedure (sanction applied at the discretion of faculty). Student needs to submit written report detailing the armamentarium and step-by-step technique required for procedure.
Treating patient without a “start”:	1st offense -U for professionalism and procedure Academic Counseling Form; 1st offense** for rising D3-Warning -at discretion of covering faculty
Dismissing patient without a “final check”:	1st offense- warning 2nd offense -U for professionalism and procedure; Academic Counseling Form 3rd offense - U for professionalism and procedure; Academic Counseling Form; Judicial Board
Student presents in inappropriate attire; does not follow school dress code:	1st offense - warning 2nd offense -Student is dismissed from clinic
Failure to present to a “Block” assignment. Late arrival or early departure to/from a block:	1st offense Repeat the Block + one additional Block; Academic Counseling Form; 2nd offense 3 day suspension in addition to repeat block+1.
Bringing in a patient without an appointment in Axium - attempting to “add-on” w/o prior approval – scheduling pt. in wrong discipline:	*One day clinic suspension; Academic Counseling Form; Failing grade Professionalism/procedure(s)
Bringing in a patient while scheduled on Block assignment:	*Two and a half days of clinic suspension; Repeat Block plus one; Academic Counseling Form; failing grade Professionalism/procedure(s)
Juniors bringing in a patient to clinic during designated class time:	*One day clinic suspension; Academic Counseling Form; Failing grade in professionalism/procedure(s)
Juniors/ Seniors bringing a patient to clinic when scheduled for senior case or translational conferences:	*One day clinic suspension; Academic Counseling Form; Failing grade professionalism and procedure(s)
Performing treatment on a patient with a “frozen” account:	At discretion of Director -One week clinic suspension; Academic Counseling Form; Possible Judicial Board*
Performing treatment or scheduling a patient with an account balance > 60 days delinquent:	One week clinic suspension*; Academic Counseling Form.
Performing treatment without signed consent**:	One wk. clinic suspension ; Academic Counseling Form; refer to Academic Dean; Judicial Board*
Performing prosthetic procedures without having completed the Pre-prosthetic Audit:	**Academic Counseling Form; No credit for the prosthetic procedure; Failure Professionalism
Failure to check in or check out the patient at the reception area:	**One day clinic suspension, Failure in professionalism, Failure for procedure
Failure to appoint patients/provide care in a timely manner within 3 weeks after assignment:	**Failure in Professionalism; Academic Counseling Form; will affect CCPM grade
Inappropriate attire in the clinic, whether treating a patient or not:	Refer to school dress code; send student home
Failure to obtain starting and finishing swipes as well as lab orders from the same faculty member:	**Failure in professionalism/procedure; lab order does not receive a signature until the original faculty supervisor is present and is ready to sign.
Seeing a patient in the clinic despite clinic suspension:	Additional Clinic Suspension; refer to Dean of Academic Affairs; Judicial Board
“Ghost Booking” and/or failure to cancel in Axium any patient who needs to reschedule; Scheduling > the allowed # of appointments for any patient:	**Failure in Professionalism; 1 week clinic suspension; Academic Counseling form; Judicial Board Action
Failure to return materials/equipment to Prep-Dispense at the end of session:	Clinic Suspension of 1 – 5 days and academic counseling report at faculty discretion

*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:

Be assigned to a Block based on operational need,
Shadow a GP Director or clinic faculty for the day,
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:

All assigned comprehensive care patients
Modification/Addendum to an existing treatment plan
“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.

*I have read and understand the above mentioned clinic policies as relates to unacceptable behavior and expected sanctions:*
____________________________________________	_________	_________	_____
Student Name (Print & Signature)	Student #	Date	GP