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Technician Administration and Responsibilities DT Vol. 1 Chap 2

Technician Administration and Responsibilities DT Vol. 1 Chap 2. Facilitated by: HM2 Mancia. The efficient operation of a dental clinic depends upon its administration and its personnel. Patient contact point. The Patient The health care provider The physical spaces.

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Technician Administration and Responsibilities DT Vol. 1 Chap 2

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  1. Technician Administration and ResponsibilitiesDT Vol. 1 Chap 2 Facilitated by: HM2 Mancia

  2. The efficient operation of a dental clinic depends upon its administration and its personnel

  3. Patient contact point • The Patient • The health care provider • The physical spaces Patient contact point is when two people interact. Three factors involved:

  4. Records and Reception • The records and reception area (Front Desk) is directly responsible for the image of the dental service provided.

  5. Telephone Courtesy • Try to answer by the third ring • Never diagnose on the telephone • Never prescribe on the telephone

  6. Treatment Eligibility • You must verify the eligibility through the Defense Enrollment Eligibility Reporting System (DEERS).

  7. Types of Dental care • Routine • Preventive • Corrective • Emergency • Relief of pain • Control bleeding • Elective • Ortho

  8. Priority Categories • 1A – Active Duty • 1B – Reserves • 2 – Family Members of active duty • 3 – Senior Reserve Officers’ Training Corp • 4 – Retirees and their families • 5 – Civilian employees • 6 – All others

  9. Patient Register • It lists every patient who was seen at the DTF on a particular day • Contains: • Name • Date • Rank/Rate • Reason for visit

  10. Patient Call List • Use for patients requiring extensive treatment, or need to be seen sooner than normally possible. • Used to fill broken appointments or cancellation • Contains: • Name • Rank • Telephone • Treatment to be performed

  11. Dental Computerized Recall • Used to schedule patients return on a 3, 6, 12 month basis • Uses 12 separate lists (one for each month)

  12. Patient Contact Program • Program used to allow patients the ability to voice and document unsatisfactory or satisfactory treatment

  13. Dental Treatment RecordNAVMED 6150/21-30

  14. Patients w/out SSNs • 800 • Month • Day • Year • For a patient born July 10, 1945 • Assign 800-07-1045 as the “substitute” SSN

  15. Family Member Prefix (FMP)

  16. Record Retirement • A record will be retired January 1 on the calendar year (CY) following a 24 month period of no patient exam or treatment.

  17. Record Retirement Tape

  18. Record Category Tape • Used immediately below the retirement year tape box • Blue – Active Duty and Reservists over 30 days • Red – Reservists • Yellow – Family Members • Green – Retirees • Black – All others

  19. Terminal Digit Filing System • SSN 123-45-6789 • Primary Group Second Group Third Group 89 67 123-45

  20. Dental Record Inside Front Cover • Completed in pencil • Contains: • Radiographs

  21. Dental Record Front of Center Page • Preprinted DD 2005 – Privacy Act Statement • Contains: • NAVMED 6600/3 – Dental Health Questionnaire

  22. Dental Record Back of Center Page • Preprinted Disclosure Accounting Record • Contains: • All Dental Exam Forms EZ603s in reverse chronological order

  23. Dental Record • On this page of the dental record jacket, place all other forms: • Current Status Form • EZ603a • SF 513 • SF 502 • SF 509 • SF 515 • SF 522 • Etc. Inside Back Cover

  24. Tidbits • Records are not to be charged out for more than 5 days • Loose forms are retained for 1 year

  25. Few Forms • NAVMED 6600/3 – Dental health Question • Must be reviewed before each treatment • NAVMED 6600/5 – Dental Appt. Daily • Used as the appointment book • NAVMED 6600/6 – Dental Appt. Card • Given to each patient for each appointment • NAVMED 6600/11 – Daily DIRS • Record of treatment performed daily • Tracks clinical or lab procedures

  26. Few Forms (cont.) • DD 2005 – Privacy Act Statement • DD 877 – Request for Dental Record Information • NAVMED 6150/7 – Charge-out form • NAVMED 6150/21-30 – Dental record • EZ603 – Dental Exam Form • EZ603a – Dental Treatment Form

  27. Few forms (cont.) • SF 513 – Consultation Sheet • SF 502 – Narrative Summary • SF 509 – Doctor’s progress notes • SF 515 – Tissue examination • SF 522 – Request for anesthesia

  28. Any Questions?

  29. The most current EZ603a is filed in what section of the NAVMED 6150/21-30? A. Inside front cover B. Inside back cover C. Front of Center page D. Back of Center page

  30. Answer: B. Inside Back Cover

  31. What log list will show the date, name, grade/rate, and reason for visit? A. Appointment Register B. Patient Register C. Front Desk Register D. Patient Call List

  32. Answer: B. Patient Register

  33. The Request for Dental Record Information Form A. DD 778 B. DD 878 C. DD 787 D. DD 877

  34. Answer: D. DD 877

  35. A good rule is to try to answer the telephone by which maximum rings? A. 1 ring B. 2 rings C. 3 rings D. 4 rings

  36. Answer: C. 3 rings

  37. Which department is directly responsible for the image of the dental service provided? A. Front Desk B. Oral Diagnosis C. Operative D. Surgical

  38. Answer: A. Front Desk

  39. A patient’s eligibility must be verified through which of the following systems? A. NEETS B. DIRS C. DENCAS D. DEERS

  40. Answer: D. DEERS

  41. Maximum time allowed for the retention of loose forms? A. 12 months B. 2 years C. 1 year D. Both A and C

  42. Answer: D. Both A and C

  43. What priority category will retirees be placed in? • 1A B. 1B C. 2 D. 4

  44. Answer: D. 4

  45. What record category tape is used for retirees? A. Black B. Red C. Yellow D. Green

  46. Answer: D. Green

  47. The NAVMED 6600/11 DIRS record is designed to give providers what type of treatment record? A. Weekly B. Monthly C. Daily D. Quarterly

  48. Answer: C. Daily

  49. The Dental Computerized recall system uses a maximum of how many lists? A. 3 B. 6 C. 9 D. 12

  50. Answer: D. 12

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