Dentists are required by law to keep records. Keep the register in a secure area in the office, preferably with the drugs. It may be helpful for dentists to retain a copy of documentation attesting to that person’s signed consent to the release of information to the patient’s family in the patient’s record. RCDSO, Standard of Practice Infection Prevention and Control in the Dental Office (2018) CDHO Infection Prevention and Control (IPAC) Guidelines (2018) M . Educational Requirements & Professional Responsibilities for Implant Dentistry. What would be considered a reasonable time frame for the release of dental records? While a patient may request copies of the dental records for a spouse or a child 16 and over, the dentist will require the consent of these individuals to release their records. Resource: In such cases, the original dental records should be sent directly from dentist to dentist by courier and, after consultation and treatment, the original dental records should be returned to the dentist who lent them. Are there any circumstances where original dental records can be released? Only a dentist can be a custodian of patients’ dental records. This information may be helpful should a claim or complaint arise at a later date. What happens if the request for patient records comes from a family member of a deceased patient? Other material from insurance companies, such as predeterminations, explanations of benefits and cheque stubs, should be kept until final settlement of the account. Approved by Council – May 2013 This is replacing the document last published in August 2002. When a dental office is transitioning from paper records to electronic records, can existing paper records be scanned and destroyed? Border Patrol Sectors. All Rights Reserved. OTs must know and understand the record keeping requirements of their specific practice as responsibilities will vary depending on the role each OT assumes under PHIPA. However, the privacy legislation requires that patients’ dental records be stored in secure premises to prevent unauthorized access and dentists should take reasonable steps to protect them from theft and damage from fire or flood. (1) Records management requirements (as described in DoD 5015.02-STD (Reference (i))), issues, and solutions must be identified and linked to their implementing technologies and business processes. Border Security. Finally, other APA prac-tice guidelines were examined to ensure internal consis-tency of APA policies. Records for which the most recent entry was created on or after June 1, 2013 must be kept for 16 years from the date of last entry. At Ports of Entry. The same retention period applies to appointment books and other office records (such as equipment maintenance records, sterilization log and drug register). Dental Recordkeeping Online Course. The request for dental records does not have to originate from another dental office, and dentists can provide copies of dental records to their patients directly if requested. Notify police of the theft and report the breach to the Office of the Information and Privacy Commissioner of Ontario. A laptop or briefcase containing patients’ records has been stolen. Yes, if the patient has consented to the release of the records. Recall History Name: MR. / MISS / MRS. / MS. / DR. Maintenance of a Learning Portfolio (Required for Option 1, Recommended for Options 2 and 3) Dental hygienists planning to submit their Quality Assurance information under Option 1 must maintain a Learning Portfolio and complete continuing quality improvement (CQI) activities that are sufficient to ensure Yes, if the patient has consented to the release of the records. The College also publishes the Medical History Recordkeeping Guide, which includes additional supporting materials for this key area of … A drug register must record and account for all narcotics, controlled drugs, benzodiazepines and targeted substances that are kept on-site at the dental office. If the patient picks up the records, have the patient sign in the patient’s record that they have received them. Can I provide copies of dental records to my patient’s new dentist? Record Keeping Documentation of the sterilization of dental instruments and devices is a critical element of a dental practice’s IPAC program. 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