This is provided for use by Health Centers and other safety-net clinics in creating materials to be used as part of an orientation process for students who are beginning a clinical affiliation. Please modify the content as you wish. Throughout the slideset, some text appears in [red typeface]. These are prompts for entry of information specific to your organization or clinic. Be sure to type your own text in those areas, change the color to “automatic,” and remove the brackets. We recommend that you insert your own JPEG images into the placeholders provided, but the placeholders are easily deleted.

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You can also create new slides within this template. When you click “New Slide” on the “Home” ribbon, you’ll see a number of slide layouts. Each of them shares the colors and graphics of the existing slides. You can change the color scheme of all slides at once by editing the graphics in the “Slide Master” view for each slide type.

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This template was developed by the National Network for Oral Health Access and Dr. Rob Berg of the University of Colorado School of Dental Medicine. If you have any questions, please contact us at info@nnoha.org.

Note for oral health programs using this template

ORIENTATION TO YOUR AFFILIATION WITH [XYZ] HEALTH CENTER’S CLINIC IN�[ _____________ ]

Student having previously completed a community-based clinical affiliation

[XYZ] HEALTH CENTER

• Our mission at [XYZ] Health Center
• [Your organization’s mission statement]
• Last year, we provided services to [number] people
• Medical: [number] patients, [number] visits
• Mental health: ________ patients, [number] visits
• Dental: [number] patients, [number] visits
• Pharmacy: [number] patients, [number] visits
• Our programs aimed at specific populations include
• [Diabetes/Health Education Team]
• [Maternal Child Health Program]
• [Adolescent Services]
• [Healthy Start Program]
• [AmeriCorps Program]

GET TO KNOW US

Section 1 –

WORKING AT OUR CLINIC

• Here are the times you’ll be at work in our clinic
• Please arrive by [time] am, Monday through Friday
• We usually break for lunch between [time] and [time]
• Last appointment at [time] pm, staff leaves by [time] pm
• You need to stay until your preceptor says you can leave!
• Make yourself comfortable
• Do park in [parking info] / Don’t park in [no-parking info]
• Put coat & backpack in [Name’s] office
• No patient? Talk, study, or eat in [Name’s] office
• Delays & absences are major problems for us
• We understand traffic/weather delays and we understand illness
• But keep us informed by calling [Name] at [cell phone number]

MEET THE FACULTY

• Primary clinical supervisor
• Dr. [Name]
• [Specialty or clinical interests]
• [Hometown or personal interest]
• Other staff clinicians
• Dr. [Name]
• [Specialty or clinical interests]
• [Hometown or personal interest]
• Dr. [Name]
• [Specialty or clinical interests]
• [Hometown or personal interest]
• Dr. [Name]
• [Specialty or clinical interests]
• [Hometown or personal interest]

MEET THE STAFF

• Dental Hygienists
• [Name]
• [Name]
• Clinic operations manager
• [Name]
• Lead dental assistant
• [Name]
• Dental assisting staff members
• [Name]
• [Name]
• [Name]
• [Name]

WHO WE TREAT

• Our catchment area or geographic focus [describe boundaries]
• [Policy for people outside catchment area]
• [Focus on specific primary or secondary schools]
• Pediatric patients: [number]% of patient visits
• [Describe, e.g. policy for patients with behavior issues]
• Services available for specific medical conditions or age groups
• [Pregnant women]
• [Older adults]
• [Referrals from medical division]
• Levels of care
• Urgent care, [number]%
• Limited care, [number]%
• Examples such as Phase 1 or Phase 2 care
• Comprehensive care, [number]%
• Examples of exclusions such as second molar endodontics)

PRACTICING IN OUR CLINIC

Section 2 –

REVIEW OF PRACTICE RULES

• Scheduling and allocation of patients
• [Describe how columns are handled]
• [Describe what to do in order to get your next patient]
• Review chart and brief preceptor before entering operatory
• Introduce yourself to patient as a student dentist
• Prescribing policies
• [Protocols for issuing prescriptions]
• Remember you’re practicing under preceptor’s license
• Never change treatment plan without preceptor permission
• If ahead of schedule, talk with preceptor before starting additional treatment
• Preceptor must approve 3^rd radiograph attempt, 3^rd carpule
• Endo access prep must be directly observed by preceptor
• Never start treatment or dismiss patient without preceptor approval

CHARTS AND NOTES

• Learn to use our EDR system
• [Talk with [Name] about our EDR training materials]
• Practice finding medical and dental histories in charts
• You must always write progress notes yourself
• Progress notes must be reviewed and counter-signed by preceptor who supervised treatment
• Completed by [time] am and [time] pm daily
• Here are our rules for progress notes
• No unnecessary abbreviations; No misspelled words
• Hx update, diagnostic codes, anesthetic, CDT codes, pain level
• Our standard note structure
• [Example of your clinic’s note structure here]
• [Example of your clinic’s note structure here]

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SURGICAL SAFETY CHECKLIST

• Sign in – prior to administering anesthetic
• Assess patient’s vital signs and confirm identity
• Review planned procedure and site with supervising dentist
• Review planned procedure and site with patient
• Ensure verbal and written consent is reviewed, signed, & witnessed
• Confirm if medical prophylaxis is needed and has been done
• Time out – prior to cutting tissue
• Verbally confirm procedure and site
• Review available radiographs and treatment plan
• Confirm availability of needed instruments
• Sign out – prior to dismissing patient
• Assess patient’s vital signs
• Provide post-operative instructions
• Review with supervising dentist, obtain permission to dismiss patient

SHARPS INJURY RESPONSE

• Rule #1: Be careful and prevent sharps injuries
• [Describe your rules for handling burs, other sharps]
• [Describe your rules for safe injection technique]
• What to do if you have a sharps injury
• Stop treatment immediately, discuss with preceptor
• Procedure temporized/completed by other dentist
• Resolve uncertainty with PEPLine, 1-888-448-4911
• Two blood draws are needed
• From health care worker (you, the student): Baseline to show you are not currently seropositive
• From source patient (only assent needed): Assess for HIV, HBV, HCV
• Samples must be tested as soon as possible
• Prophylaxis until source patient status is determined

REVIEW OF HIPAA RULES

• You must read our HIPAA training materials
• Talk with [Name] about our PHI rules and review our training materials
• PHI privacy
• Includes printed, spoken and electronic forms of information
• Can only be accessed with patient permission, to do your job
• PHI security
• Confirm identities, phone numbers before providing PHI
• Emails containing PHI must be encrypted
• PHI may never be placed on a social networking site
• Never leave a computer with access to PHI unattended
• Computer with access to PHI may not access peer-to-peer sites
• Sticky notes & loose papers entered into chart, then shredded
• No PHI on flash drives, personal laptops, tablets or smartphones
• Conversations about PHI must be limited to non-public areas

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WHAT WE EXPECT OF YOU

• Write down goals you want to achieve in this affiliation
• Talk with Dr. [Name] about them today
• Discussion progress in weekly meetings, [day] at [time] am
• Remain engaged with us in a learning experience
• Take responsibility as a staff provider on our team
• Help promote open communication and mutual respect
• Work with us to make each clinic day a success
• Make sure you meet with Dr. [Name] at the end
• Bring your written goals to the end-of-affiliation meeting
• Expect open and direct feedback
• Tell [her/him] what went well, what could make it better

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WELCOME!

We hope you’ll have a great clinical affiliation –

MEET OUR TEAM

• Preceptor/Clinical supervisor
• Dr. [Name]
• Specialty or clinical interest
• Hometown or personal interest
• Other staff members
• [Name]
• Job role at clinic
• Personal interest
• [Name]
• Job role at clinic
• Personal interest

If you have a smaller staff, use this instead of the “Meet the Faculty” and “Meet the Staff” slides

CQMS: CLINICAL QUALITY MEASURES

• To qualify for “meaningful use” reimbursement of EDR costs, our dentists must track six CQMs
• There are three Core Set measures
• Hypertension: blood pressure measurement
• Tobacco use: assessment and counseling
• Periodontal disease assessment*
• The alternate Core Set measures we’ve chosen
• Topical fluoride or fluoride varnish treatment*
• Provision of dental sealant*
• Oral cancer risk assessment and counseling*

*Alternative CQMs under review by CMS

Enter your oral health CQMs here if you’re tracking CQMs

QUALITY IMPROVEMENT (CQI)

• Step 1: Plan
• We’ve chosen CQMs that will help improve the health of our patients
• Step 2: Do
• In your practice here, carry out these CQMs and document that you’ve done so
• Step 3: Study
• We review our effectiveness at carrying out the CQMs, as well as their outcomes for our patients
• Step 4: Act
• Based on conclusions we draw from this process, we continue to refine both the CQM goals and what we do to pursue those goals

Use slide if you’re tracking CQMs