Talking with the Toothcop

Do you know how to properly care for your nitrous oxide equipment? Are you properly following instructions for use (IFU) documents when cleaning your Accutron? Knowing how to properly care for your equipment—and therefore your patients—is important for their longevity and functionality.

Here to chat with me today is Steve Nugent from Professional Sales Associates. One of his specialties is Accutron nitrous oxide products. He reached out to me about a recent episode I did to give me some feedback and I'm so glad he did. He's got some insightful tips on protecting your equipment. Be sure to listen to this important episode of Talking with the Toothcop!

Outline of This Episode

• [0:22] I welcome my guest Stephan Nugent to the podcast
• [4:45] Centrally plumbed and portable nitrous oxide manifolds
• [7:20] Inspection of equipment—follow the instructions for use!
• [11:35] Disinfecting Flowmeters
• [16:00] Don't let complacency seep into your office
• [19:30] Maintenance of nitrous oxide equipment
• [21:55] Single-use MEANS one and done!

Pros and cons of a centrally plumbed or portable manifold

According to Steve, both systems are fairly durable and robust. A centrally plumbed system is going to allow you more flexibility and can be available in every room needed. It's going to be at a higher price point to install, but resupplying the gas is fairly affordable.

On the flip side, a portable manifold system has a lower price point. But it does come with some limitations. It is moveable but cumbersome—and it can't be in two places at once. So you'll either need multiple manifolds or have to schedule patients accordingly. You'll also be constantly refilling canisters, and it isn't as affordable when you go that route.

Either way, both options are suited for the task at hand. You just need to take into consideration your budget and intended use.

Follow Instructions for Use (IFU)—they are the letter of the law

Nearly every device used in a dental practice is regulated by the FDA with strict guidelines for use. Therefore, it is extremely important to follow the IFU's that accompany the product. Not following the instructions could cost you—and is technically breaking federal law. IFU's give you one less process that you need to develop yourself, so take advantage of that!

Even something that seems simple, such as cleaning your devices, is clearly laid out for you. Steve recommends only utilizing the cleaning products outlined in the IFU. If you go rogue and use a stronger chemical, you risk damaging your equipment and impacting its longevity. For more details on how to properly clean your dental tools—keep listening!

Don't let your dental office become complacent

I'm a firm believer that if you work in the dental industry, you need to become an expert on infection control. It is a complex thing to tackle, but there are resources available—I certainly provide some! Make sure you stay up to date on the latest FDA guidelines. Do not let your practice become complacent. If you do, you're setting yourself up for lawsuits.

Also, don't go off-script. You may have the best of intentions when purchasing a heavy-duty well-reviewed cleaning product. But when put to use you could inadvertently destroy expensive equipment. You always need to consider the long term affects your actions have—even when it comes to something simple.

Evaluating your nitrous oxide equipment

You know me—I'm all about compliance. Evaluating and monitoring your equipment is high on the list of things you must do. Steve and I both recommend using a barrier to help alleviate disinfectant concerns, as well as spraying cleaning chemicals on a cloth. DO NOT spray chemicals directly on your equipment (unless, of course, your IFU states to do so…).

Evaluate your rubber goods regularly. If there are holes in them you're exposing yourself and the patient unnecessarily. If there's a hole, duct tape is not your friend—it's time to replace it. Likewise, single-use nasal hoods mean single-use. Throw them away when you're done!

For more discussion on proper product usage, properly cleaning your Accutron equipment, and MORE listen to the full episode of Talking with the Toothcop!

Resources & People Mentioned

• Professional Sales Associates
• CaviCide Disinfectant
• Accutron

Connect With Stephan

• On LinkedIn
• snugent(at)profsales.com

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

HIPAA Compliance—protecting your client's information—NEEDS to be an important practice in your dental office. This topic is just as pressing as protecting the health of your patients and staff. Managed Service Providers (MSP) are a great way to help you maintain HIPAA compliance. In this episode of Talking with the Toothcop, I talk with Nancy Sabino of SabinoCompTech about technology and protecting patient information.

Nancy and her husband founded SabinoCompTech in 2008 out of a desire to help people. They primarily focus on Medical and Oral Healthcare—so she KNOWS the ins and outs of the dental industry. They focus on the "Awesome IT Way" and providing excellent care to their businesses. Listen for some great advice on keeping your dental practice HIPAA compliant.

What is a Managed Service Provider (MSP)?

I'm going to be honest—you should know what an MSP is, but if you don't, it's easily described as an "outsourced IT department". They offer technical support, advice, cyber-security, cloud services and much more. Your MSP stays up to date on technology so that it's one less thing that you as the provider have to worry about.

This gives you the freedom to focus on what you NEED to do.

The IT world is constantly changing, and unless you and your staff are completely savvy in all things technology, I recommend utilizing the services of an MSP. SabinoCompTech is based in Katy, TX but local service providers can be found everywhere.

Remediation is ALWAYS more expensive than being proactive

People often jump to "how much is this going to cost me?" but fail to consider the ramifications of the cost if something goes wrong. It's all about prevention! Being proactive allows you to better control costs. An example Nancy gave is that in 2020 Windows 7 will no longer be supported by Microsoft.

If you're still using that operating system, it will no longer be issued important security updates.

Would you necessarily know that? Probably not. But your MSP will. If you continue using non-supported operating systems, you open yourself up for security breaches. If you don't plan now to replace those computers—it will cost you. This year the lowest HIPAA violation will cost you a whopping $25,000. That's enough to put most small practices out of business! Keep listening as Nancy and I talk about protecting and securing patient information.

What baseline technology and security measures should be in place?

Nancy was kind enough to share some of the things that you need to have in place for your practice, here are just a few:

• You need to pay for antivirus software that is updated continually

• Encrypt any device that can be encrypted in case of theft

• Your staff needs to be educated on the most common scams

• Update Windows frequently and make sure the updates go through

• Have backups of your data set in place and check them DAILY

The last point is extremely important—if your computer crashes and you lose all your patient data you need to have it saved elsewhere. This is something your MSP can help you manage and backup daily. They'll also run tests to make sure the information is not corrupt and can be recovered.

The two most common problems that are preventable

The first issue is that most dental practices don't have security risk assessments done. If you don't know where your weaknesses lie it leaves you more open to security breaches. Nancy's company offers an annual risk assessment and then work with you to make needed changes to become HIPAA compliant. Remember, prevention costs you far less than cleaning up a patient data breach!

The second issue is that many businesses do not have proper policies and procedures in place. How can staff be properly trained on patient security when a comprehensive guideline isn't in place? They can't. An MSP can run a risk assessment and actively work with you to develop security guidelines for your practice.

This episode is a must-listen if you're looking for ways to secure patient information and make sure your practice is HIPAA compliant!

Outline of This Episode

• [0:22] I introduce my special guest, Nancy Sabino.
• [1:40] About SabinoCompTech
• [6:18] Being proactive allows you to control costs
• [10:20] Protect and secure patient information
• [13:30] Baseline for technology and security measures
• [22:35] Two common issues that are preventable
• [26:30] Things you can to immediately

Resources & People Mentioned

• SabinoCompTech
• The Office for Civil Rights

Connect With Nancy

• Nancy Sabino on LinkedIn
• SabinoCompTech on LinkedIn
• SabinoCompTech on Twitter
• SabinoCompTech on Facebook
• Awesome(at)SCT-MSP.com
• Call SabinoCompTech at 281-392-8802

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

You're probably listening to this podcast because you know the importance of compliance standards in the dental practice. We want to control the cleanliness of our tools, limit the spread of bacteria and illnesses, and offer our clients the best environment. Just as important as quality control is HIPAA compliance with your electronic devices, records audits—and so much more. This important episode of Talking with the Toothcop will cover these often overlooked procedures.

Outline of This Episode

• [2:16] Mobile devices and cybersecurity
• [7:20] Claims and Record Audits
• [13:35] Mitigating workplace violence
• [22:50] Policy on service animals

Mobile devices and cybersecurity

You want to make sure that any device used in your office—whether it's a phone, tablet, or computer—is properly equipped to protect client information. Also, your staff needs to be properly trained to be HIPAA compliant and procedures must be in place. Set it up so that you don't save patient information on the computer or there is a policy in place to consistently remove it.

If you use your personal laptop or mobile device to access client information, use a virtual private network (VPN) connection. Did you know some of your devices can be set to remotely wipe if stolen? There are so many tools you can utilize to protect client information. Andrea and I cover a huge chunk of tools you can utilize—you don't want to miss it.

Don't "set it and forget it" when it comes to record audits

I'm just going to briefly touch on this topic because it will be covered fully in another episode. But it is inherently important that you are constantly reviewing your documentation. There needs to be a paper trail that shows you're auditing your work, that billing procedures are being followed, and you're rectifying any mistakes that have been made.

Make no mistake, you WILL be audited at some point or another.

It is not a matter of if, but when. Any insurance company, even if you're not an in-network provider, can audit you. So make sure you're doing your due diligence to stay up to date on billing policies and procedures. Take time to audit some of your files (making note that you did so). Remember—you will be liable for mistakes made.

Mitigating the effect of workplace violence: have safety protocols in place

No one goes to the dentist expecting or anticipating that any form of violence may occur. Unfortunately, recently, a man in Florida pointed a gun at staff in a dental office because he was tired of waiting for his appointment. It's rare, but workplace violence does happen, and your staff must be prepared.

99% of the time your policy won't get used. Be prepared for the 1%.

Have you heard of the procedure 'run, hide, fight'? If not, I'll lay it out for you:

RUN: If at all possible, flee the situation that's been forced upon you and escape.

HIDE: If you are unable to escape, find cover (you're hidden and safe from bullets) or at the very least concealment (staying hidden).

FIGHT: If all else fails, be prepared to protect yourself by any means necessary with any tool available.

We cover ALL the details if you listen to the whole segment.

Are service dogs allowed in the dentist's office?

This is a question straight from the mailbag, and the answer is yes. According to the Department of Justice and the American's with Disabilities Act (ADA), service animals are allowed anywhere that the "public is normally allowed to go". This does not mean you have to allow Emotional Support animals into your practice—they're not the same thing. You are legally allowed to ask two questions to determine if the animal is allowed to enter:

1. Is the dog a service animal required for a disability?
2. What work or task has the dog been trained to perform?

You are not legally allowed (or required) to ask any other questions or request documentation. It is important to know these rules so that you are not discriminating against the disabled. Your community knows that your practice is accommodating and knows the law!

Resources & People Mentioned

• OSAP.org
• Department of Justice Service Animal Policy
• Man Pulls Gun in Dental Office

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

Compliance and risk management in your dental practice should be of the utmost importance. We have a responsibility to our patients to maintain their health and safety. Though it can often overlooked, it plays a crucial role in your practice. Your brand becomes worthless if you don't have a standard of excellence in place. Linda Harvey is joining me today on Talking with the Toothcop to talk about all things dental compliance.

Linda is equally as passionate as I am about compliance. She's been in the industry for over 20 years, starting her career as a dental hygienist. After finishing her master's degree, she worked in medicine and gained risk management experience. She founded the Linda Harvey group as a resource for both medical and dental compliance. In 2014, she founded the Institute for Dental Compliance and Risk Management. Though technically a competitor in the space, Linda is also a colleague and a friend and I highly value her insight in the field.

Outline of This Episode

• [0:40] Linda Harvey's background in the industry
• [4:45] Reliability and the era of responsibility in compliance
• [10:10] Maintaining quality standards
• [17:10] Instrument processing and monitoring equipment
• [20:10] Monitor your equipment!
• [26:00] Why it's important to not make assumptions
• [30:50] Dental water line cleaning
• [39:50] Sterilization technician as a future job?
• [41:00] How to connect with Linda

Entering an era of responsibility

Years ago, the biggest issue facing dentistry was controlling the incidences of fraud. Now, with the new technology becoming available in the space, we are entering a time when we must face infection control head-on. The technology we have that allows for more accurate testing and accurate cleaning of tools places the responsibility for our patient's health squarely on our shoulders.

I strive to make those resources available to you as well as consistently inform you of changes and strides being made in the industry. I hope that you embrace becoming as big of a nerd about compliance as I am! The Institute for Dental Compliance and Risk Management provides education and training for those looking to expand their skills—I recommend checking them out!

The standard of care should be your baseline

Every practice has a brand and an image to uphold. Your community has a perception about you and it is your responsibility to go above and beyond that standard. Does your practice boast the best and latest technology? Do you offer exceptional care? Is your staff up-to-date with the latest training and certifications?

My greatest pet peeve is dental websites that tout they "Are compliant with all OSHA and CDC recommendations and requirements". Of course you are, because your practice wouldn't be open if you weren't! I want to know that your standards go above and beyond what's expected because as a patient, that's what I deserve. As a practice, you should follow the most stringent requirements for safety—not the baseline.

Do not make assumptions

Linda and I talk about multiple examples of instances where a dental practice wasn't necessarily being non-compliant but they were allowing things to slip through the cracks. One practice had ordered Peel Packs from 4 different vendors and didn't know how long they'd had any of them. So how do they know if they've expired? Compliance is in the details—so we encourage practices to keep those things in mind.

Linda was working with another practice who had a small metal trash can under the table in their surgery center. She noticed what appeared to be rust spots on the exterior of the can. So she put on some gloves, used a little elbow grease, and scrubbed off the spots. It was exactly as she had hypothesized. The trash can didn't have rust spots—it was covered in blood. It's a good reminder to focus on keeping your practice spotless and don't make assumptions.

The future of infection control in dentistry

Most of the sterilization processes in a dental office are delegated to a dental assistant. In most cases, these employees are also juggling patient responsibilities and administrative tasks. As of right now, I'm unaware of a practice that has someone on staff whose sole job is infection control. Linda hypothesizes that the future of dentistry includes some sort of sterilization technician.

With the dangers of biofilms in water lines and untreatable infections running cropping up, sterilization of all tools and equipment should be prioritized. A dental infection control certification could be required down the road and would be a great leap towards better client care. We don't want to continue seeing reports in the media of people falling ill because of neglect on our part. Caring for our patients and their well-being is why compliance and risk management is necessary.

Listen to the whole episode to hear my conversation with Linda as we cover some great tools and resources!

Connect With Linda

• Linda(at)lindaharvey.net
• Linda Harvey
• Linda on LinkedIn
• Linda Harvey Group on Facebook

Resources & People Mentioned

• OSAP
• Juan Yepes
• "The CPD Guy" Stephen Kovach

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

The topic of infection control in dentistry is important and should be at the forefront of your mind when it comes to patient care. It's definitely something I'm passionate about! That's why this episode is devoted to different resources you can use to ensure you and your patient are protected. I came across many of these at the recent Organization for Safety, Asepsis and Prevention (OSAP) conference. I'm excited to share them with you!

Infection control in dentistry starts by testing your equipment often

Something that is always emphasized at the yearly OSAP conference is the importance of cleaning your tools as often as possible. The last thing you want is for a patient to get sick on your watch! Something we include on our personal checklist is testing your autoclave and making sure it is functioning correctly. You need to make sure the machine to clean your tools is operating properly at all times.

The Ultrasonic machine's job is to automatically scrub your instruments, right? One of the most common ways to test that it's working properly is the foil test (which, by the way, should be done at the end of the day). At the conference, I came across these capsules that you can drop in your ultrasonic. If it's working properly, the SonoCheck will change the color of the water. Keep listening as Andrea and I cover some other safety devices now available.

The dangers of biofilm in your water lines

Biofilms can contain harmful bacteria such as Pseudomonas, Tuberculosis, and even Legionnaires' disease. You have to know the quality of the water that is going into your patient's mouth. You need a protocol for cleaning water lines and you should be testing it regularly. Assume every patient you work with is immunocompromised and do your best possible work to remove and prevent biofilms.

Recently, one of our clients here in Dallas was testing their water and their tap water was coming back with numbers in the 1,700 range—safe is below 500. They were doing shock treatments and kept coming back with higher numbers. The problem is, old biofilm solidifies and is difficult to clean. Sometimes, for the safety of your patients, it comes down to replacing your equipment.

At the OSAP conference, I came across a booth for a product called Dentaqua. It's a machine that you can rent (I believe for $200 a month) that is a dental line testing and cleaning system that supposedly can remove and prevent the formation of biofilms. It's also chemical free. If anyone listening uses it, please let me know what you think, I'd love to hear some feedback!

Prioritize protective glasses as if they were a bullet-proof vest

As many of you know, I worked as a cop for years. Safety on the job is highly important, and can be a matter of life and death! There was an instance where I didn't wear my bullet-proof vest for two days, and when my wife found out she was very angry—and rightly so. I didn't take the necessary precautions to protect myself. Moral of the story? Do not take unnecessary risks.

So wear your eye protection! It serves to protect your eyes from bodily fluids from your patient. You're also supposed to use green glasses to protect your eyes when you're using lasers. But did you know when you're supposed to use orange tinted lenses when utilizing curing lights? Exposure to the ultraviolet light can and will damage your eyes. So the extra few seconds it takes to change to a different pair of glasses if 100% worth the inconvenience.

Make sure to listen to the whole episode as Andrea and I dive into the world of infection control and talk in-depth about what you can do to protect yourself and your patients!

Outline of This Episode

• [0:55] Wrap-up from the last episode
• [3:15] From the mailbag!
• [7:25] OSAP: the infection control think tank of the dental space
• [14:00] A tool for testing your ultrasonic machine
• [15:45] Test your equipment every day!
• [17:25] Safer device for your needles
• [20:25] We discuss waterline safety
• [27:10] An option for testing water safety
• [30:15] Hygienic keyboards
• [32:20] Eye-Protection

Resources & People Mentioned

• The MFCEO Project Podcast by Andy Frisella
• The Ed Mylett show
• The Organization for Safety, Asepsis and Prevention (OSAP)
• The Linda Harvey Group
• Stephen Kovach
• Healthmark Industries
• Proformance cleaning verification - SonoCheck
• Ultra Safety Plus XL Needle stick injury prevention device
• SimpleCap
• ProEdge Dental Water Labs
• Dentaqua dental waterline disinfection system
• Productive Practices Hygienic Keyboards
• Ultrasonic cleaner foil test video

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

Your integrity is a critical aspect of your reputation as a dental professional - are yourself doing everything you can to protect it? If you don't stay proactive when it comes to protecting your integrity, your business could be in danger!

On this episode, Andrea and I discuss our experience with the 75 Hard Challenge and what it takes for dentists like you to protect your integrity. You'll want to pay extra attention to this episode - it's full of content I know you'll find helpful!

The 75 Hard Challenge

I'll be honest - over the last couple of years; I've let my health slide. I've been so consumed with the dental compliance space that my attention to my health has taken a back seat. Recently - I've been starting to think about my health and a podcast I listened to really helped me see what I can do to get back on track. Andrea and I have started the 75 Hard Challenge - here is what it entails:

1. Pick a diet to follow and stick with it - no cheat days.
2. Drink a gallon of water a day.
3. Exercise twice a day for 45-minutes each session - one has to be outside.
4. Take a progress picture every day.
5. Read ten pages each night of a personal/professional development book.

I know the 75 Hard Challenge won't be for everyone and that's OK! I brought the 75 Hard Challenge up because I want to encourage and motivate dental professionals like you to stay in the game and pay attention to your health. Find out how Andrea and I have fared with the challenge by listening to this episode!

Why I started Dental Compliance

As you know - I'm pretty obsessed with dental compliance. I totally geek-out when it comes to self-disclosure protocols, expired medical equipment, securing patient information, and a whole host of additional topics. When I started Dental Compliance back in 2011, my goal was to bridge the gap between government agencies and dental providers. In my experience, most regulators don't understand dentistry - someone needed to step in with solutions - that's why I got into dental compliance. We've got a ton of helpful resources that will help dental professionals like you stay at the top of your game - if you haven't joined our email list - that's a great place to start!

Your integrity is your greatest asset

If you don't have your integrity - your word - your reputation - what do you have? This might sound a little old school, but at the end of the day - your integrity is your greatest asset! If your patients don't trust you to take care of them and always do the right thing - your business will fail. Too many dentists like to stick their head in the sand and assume that ignorance is bliss when it comes to patient billing mistakes - don't do that! Time might heal all wounds, but if you mess up when it comes to your integrity - you can kiss your business goodbye! Join Andrea and as we go even deeper with the topic of protecting your integrity on this episode.

Outline of This Episode

• [0:45] Andrea and I share our story about taking on a personal health challenge.
• [20:00] Why you should connect with us on social media!
• [21:30] The reason I started Dental Compliance.
• [23:30] Andrea and I discuss self-disclosure protocols.
• [25:15] Responding to detected violations.
• [27:00] Don't be stupid and blow your integrity!
• [31:30] What is a corporate integrity agreement?
• [34:20] Closing thoughts.

Resources & People Mentioned

• 75 Hard Challenge on Facebook
• Roy S. Shelburne

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

Do you ever find yourself fascinated and terrified by a case of dental embezzlement? I'll admit it - I find those type of stories so gripping! I wonder what the dentist could have done to prevent the fraud or I wonder how they didn't see it coming. If you've ever wondered if your dental practice is really protected from dental embezzlement or other types of fraud - this is the episode for you!

On this episode - you'll hear from my guest, William Hiltz. William is an expert in embezzlement detection, investigation, and remediation. He is also a published author and speaker on the subject of embezzlement in healthcare. William currently serves as the CEO and Founder of Hiltz and Associates.

Set the tone from the top!

Whatever policy and controls you put in place at your dental office - they mean nothing if you don't follow those standards yourself! Remember that old saying - money see, monkey do? It turns out that humans aren't that different. You can't have one policy for preventing dental embezzlement that applies to your staff and a separate one that applies to you. If you want your office to survive dental compliance checks and avoid other types of fraud - you've got to have your bases covered. To learn more about setting the tone from the top - make sure to listen to this episode featuring William Hiltz!

How to respond when you suspect theft from your staff

It's that day that every dentist fears - you've discovered that someone in your office has been committing dental embezzlement. What do you do? Do you immediately call the police and focus on apprehending the wrongdoer? Will you press charges? Don't leave it all up to chance or a spur of the moment decision! You need to have clear and executable policies that everyone in your office knows about. In our conversation, William Hiltz suggested this helpful course of action.

1. Confirm the theft.
2. Sanction the individual.
3. Fire the individual responsible.
4. Document what happened.

Beyond covering your practice - following William's course of action can also help future employers avoid the same scenario with that individual. Listen to William expand on this topic and much more by tuning into this episode!

Set and forget controls you can put in place

While it's great to have a process to deal with dental embezzlement once it occurs - an even better question is how do you prevent it from being a temptation for your staff in the first place? The easier you make it for people to steal, the more likely they are to steal! Why not put some measures in place to make it difficult to commit dental embezzlement? According to William Hiltz, there are several "Set it and forget it" steps you can take to protect your dental practice.

• Secure your point of sale system so your staff can't do unauthorized refunds.
• Get rid of check payments as much as possible - go digital or direct deposit.
• Emphasize the severe nature of any financial misconduct.

You can't expect policy alone to protect your practice from dental embezzlement - you've got to make your people feel the enormity of the situation. After all - people on the road speed every day - but they don't speed when a police officer is behind them! You are the police officer of your office - if people feel like they can get away with theft, it's because you haven't monitored them close enough.

Don't hide your head in the sand!

I know - you see all this information, and you hear William's dire warnings, but the truth is - running a business is difficult. As much as you'd like to cover all the bases - sometimes ignorance is bliss - right? No! While you don't have to have it all figured out tomorrow - this isn't an issue you can sweep under the rug. If you want to protect your reputation and give your patients the best service possible - you've got to take steps to prevent dental embezzlement and forms of fraud. Reach out to William and his team if you'd like more information - their website is located in the resources section at the end of this post.

Outline of This Episode

• [0:28] I welcome my guest, William Hiltz.
• [4:00] What William looks for with unauthorized refunds.
• [12:20] Set the tone from the top!
• [18:15] What should you do if you suspect a staff member of stealing?
• [32:30] Why you need controls and monitors in place.
• [35:30] Set and forget controls you can use.
• [37:30] Ignorance is not a solution!
• [39:20] Closing thoughts.

Resources & People Mentioned

• Hiltz & Associates • Dentistry's Embezzlement & Data Audit Specialists
• Dental Fraud Busters - Facebook Group
• William on LinkedIn

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

Let's face it - expired medical equipment and expired drugs are NOT the sexiest of topics to cover, but it is SO important. On this episode - Andrea and I talk about expired equipment, expired drugs, why you need to have written policies and procedures, the danger of getting too comfortable sedating a patient, and much more. You don't have to struggle to find the right resources on these topics - we've got you covered. There is a ton of helpful information, Andrea, and I cover - grab pen and paper - you are going to need it!

Keeping track of expired medical equipment and expired drugs

I know - keeping track of expired medical equipment and expired drugs is a chore. You might even be tempted to think that expired medical equipment and expired drugs are covered by your spreadsheet or list - think again! Time and time again, I discover the most dental offices that assume their expired dates are covered by their processes are actually wrong. Don't let an assumption get your office in trouble! Make it part of the process to go to the physical product, and double check those expiration dates regularly. To hear Andrea and I discuss this critical topic in further detail - make sure to listen to our full conversation on this episode.

Why you need written policies and procedures

If all this talk about expired medical equipment and expired drugs has you concerned about your policies and procedures - good! Principled dentists like you can use that fear and extra concern as fuel to serve your patients. When was the last time you scheduled a day to review and edit your policies and procedures? If it's been a while - now is the time! We've got a helpful resource called the Medical Emergencies and Training Program that will help dental offices like yours tighten things up and stay in compliance - take a look in our products and services section to learn more!

Don't get too comfortable sedating a patient!

In all my years in the dental industry - I've found that the best dentists are the ones who approach patient care with the utmost seriousness. The truth is - the moment you get comfortable and let your guard down is the moment where mistakes start to creep in. Fight complacency and comfortably in your dental office. Not that you want everyone going around sad and depressed, but you want them (including yourself) to recognise that they have people's lives in their hands. Make sure to listen to this episode as I expand on this subject with Andrea!

Stumped? Send us your question.

From exploring the topic of expired medical equipment to sedating a patient - I want to resource excellent dentists like you to provide the best care possible. Remember - this podcast and our website is a resource for dental offices' like yours. If there are topics you'd like Andrea and I to cover or concerns you'd like us to address - let us know! We love getting your feedback (and constructive criticism), so don't be shy - we are rooting for you!

Outline of This Episode

• [0:43] I introduce the topics covered in this episode.
• [2:30] Why you should watch out for expired equipment and expired drugs.
• [5:30] How damaging is it to be found using expired drugs?
• [7:00] Make sure you have written policies and procedures.
• [10:20] Don't get too comfortable about sedating a patient.
• [14:15] Why you need to follow a pre-operation checklist.
• [18:20] Mailbag questions and answers!
• [26:35] Closing thoughts.

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

Do you really need legal representation shortly after a patient death or hospitalization? While it's a scenario that no dentist ever wants to face over the course of their career you need to have a plan in place. Here to help you understand what you can expect and how to prepare for dealing with a patient death or hospitalization is Laura Diamond.

Laura is an administrative and healthcare law attorney with experience representing healthcare providers in administrative proceedings. She is a partner in the firm of Dalrymple, Shellhorse, Ellis & Diamond, LLP. Laura's practice focuses on assisting individuals and businesses in defending their occupational licenses.

She represents clients at the agency level (complaint, investigation, and informal settlement conference) as well as before the State Office of Administrative Hearings (SOAH). Ms. Diamond advises dentists, nurses (RN, LVN), physicians, respiratory therapists, radiologic technicians, psychologists, and mental health providers including social workers and counselors (LPC, LCDC, LMFT, LSOTP).

In our conversation, Laura explains how the self-reporting process works when a patient death or hospitalization occurs, the best way to protect yourself when that happens, why you need legal representation when you appear before a regulatory body, and much more. Don't miss a minute of this valuable episode featuring Laura's expert perspective!

When to report a patient death or hospitalization.

It may sound like an obvious answer, but there can be challenges when deciding when to report a patient death or hospitalization to a regulatory body. Of course, you need to report a patient death to law enforcement right away when it happens in your office, but you do have time before you need to report it to an organization like the State Board of Dental Examiners.

When a death occurs as a direct result of a dental procedure or if they are admitted to the hospital due to that procedure, you are required to report it to your state regulatory body. To get the full discussion on this critical topic with Laura, make sure to listen to this episode!

Why you need legal representation.

Many dentists are so eager to comply with state or federal law when a patient death or hospital admittance occurs that they fail to protect themselves with legal representation. The point of securing legal representation at this crucial time is not to hide the facts or hinder the investigation it's to make sure you are telling the full story.

Too often dentists and their staff will volunteer information to state investigators without consulting with legal representation and unnecessarily open themselves up to liability. Don't let that happen to your office! Have a plan in place, so your practice is covered and prepared.

Use the timeframe requirements to prepare your documents.

On a similar note, you need to make sure that as you prepare to submit a self-report to your state's regulatory board that you do so only when you've got all your documents ready. This doesn't mean you should file a report past the required deadline; it just means that you should use the full 72 hours or whatever time your state requires to your full advantage.

Remember, you'll need to submit copies of your patient's chart, emergency protocols, electronic images, and a whole host of additional documents. Once you've self-reported, you'll need to provide that information right away, that is why using the full timeframe is in your best interest. To learn more about this complicated process, make sure to listen to this episode!

Make sure you have your bases covered.

If it has been some time since you last reviewed your office's procedure for a patient death or hospitalization, let this episode serve as your reminder. Take the time today to schedule your procedure review and put it on the calendar for the next review too.

You can never be too careful when it comes to patient safety, legal representation, and dental compliance. If you'd like to follow up with Laura about specific questions or to get connected to legal representation for your practice, make sure to check out the links in the resources section at the end of this post.

Outline of This Episode

• [0:22] I welcome my guest, Laura Diamond.
• [3:00] Laura and I talk about self-reporting patient deaths and hospitalizations.
• [5:30] How do you know when you should self-report a death or hospitalization?
• [8:30] Why you need legal representation when you appear before a regulatory body.
• [13:00] I share a story about a dentist that self-reported a patient death.
• [16:00] What you'll need to provide when you self-report a patient death or hospitalization.
• [21:00] Understanding how the timeframe requirements work.
• [24:00] Closing thoughts.

Resources & People Mentioned

• Dalrymple, Shellhorse, Ellis & Diamond, LLP
• Laura on LinkedIn
• Laura's email address - LDIAMOND[at]DSEDLAW.COM
• Texas State Board of Dental Examiners - Texas.gov

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube

Is your dental office using the best methods for securing patient information? When was the last time you reviewed your process and made an update? On this episode, Andrea and I jump into an important conversation about securing patient information, controlling designated agents, electronic record-keeping, and much more. If you are ready to up your game and make sure your office is ready for any dental compliance issue, have pen and paper ready, you don't want to miss a minute of this informative episode!

Using designated agents properly.

I get it, you want to delegate as many roles and responsibilities as possible in your dental office but how do you make sure you are following the right guidelines? Do you have a process in place when it comes to designated agents? There are a lot of different aspects of controlling your designated agents that you need to consider and it can vary from state to state. Listen to this episode as Andrea, and I discuss this critical topic and make sure to check out the link to the blog post I wrote about this topic - you can find it in the resources section at the end of this post.

Don't cut corners when it comes to securing patient information.

One of your most important roles as a dental care provider is to ensure that patient information is kept safe and secure. Did you know that many dental offices have habits and common practices that put patient information at risk every day? It's true! You can avoid that from happening in your office by taking a few simple steps.

1. Make sure everyone who uses a computer has their own login credentials.
2. Do not allow anyone in your office to use a computer without logging in with their credentials.
3. When someone leaves the room, make sure they lock their computer!

These steps are by no means an exhaustive list of things you should do to secure patient information, but it can serve as a helpful starting place. To learn more about this critical topic, make sure to listen to this episode!

Paper or electronic record-keeping?

With the constant flow of updates and new regulations do you find it easier to stick with your old paper record-keeping system? Or do you find it easier to have all of your patient information digitized and available on a cloud? Currently, you don't have to pick one way over the other! If you prefer the old-school method of paper records, that's fine, but I do suggest moving to digital. To get a good grasp on this topic, join Andrea and I as we dig deep on this episode - you don't want to miss it!

Know your plan and update it.

Too often I've seen dental office after dental office assume they had a rock-solid plan to secure patient information only to find that it was severely outdated. I don't want you to be overwhelmed with fear about securing patient information, but I also don't want you to be lulled into a state of complacency. Make sure you are familiar with your plan and have it on the calendar for review annually. You'll never get in trouble for over preparing and over planning! Learn more about securing your patient information and ensuring your office is in good shape by listening to this episode!

Outline of This Episode

• [0:22] I introduce this week's topics, designated agents, securing patient information, electronic data records, and more.
• [3:30] Why you need to have controls in place when it comes to controlled substances.
• [7:00] Critical questions you should ask when it comes to the use of Designated Agents.
• [13:20] Make sure to use a Designated Agents authorization form.
• [17:30] Andrea and I talk about securing patient information.
• [23:50] Do you have to store your data electronically or are paper records still OK?
• [32:00] Make sure to have access to your data off-site.
• [34:00] Closing thoughts.

Resources & People Mentioned

• The Use of Designated Agents
• The National Institute of Standards and Technology (NIST)

Connect With Duane

• https://www.dentalcompliance.com/
• toothcop(at)dentalcompliance.com
• On Facebook
• On Twitter
• On LinkedIn
• On Youtube