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How to Secure Patient Information, Control Designated Agents, Use Electronic Records and More!

Talking with the Toothcop

Release Date: 05/07/2019

Maximizing Dental Practice Success show art Maximizing Dental Practice Success

Talking with the Toothcop

Introduction: Join Duane Tinker as he welcomes Leah Roling, an acclaimed life coach and celebrated author of "Shift" and "Nobody's Coming to Save You." Specializing in dental professionals' growth and success, Leah shares transformative insights aimed at enhancing both personal and professional realms. Embracing the Platinum Rule with Leah Roling: Discover the transition from the Golden Rule to the Platinum Rule with Leah Roling. Understand the pivotal shift towards treating individuals based on their personal preferences and needs, a cornerstone for effective communication and...

info_outline Clinical Recordkeeping for Dental Assistants show art Clinical Recordkeeping for Dental Assistants

Talking with the Toothcop

Clinical Recordkeeping for Dental Assistants for Nifty Thrifty Dentists Group   🦷 The importance of proper documentation and compliance in dental practices: Learn from Dwayne Tinker, former police officer for the Texas Dental Board, as he shares insights on #DentalCompliance and record-keeping.   Key Takeaways: 1️⃣ Proper notations for medications and doctor's instructions are crucial. 2️⃣ #HIPAA compliance is a must, especially for patient record access. 3️⃣ Respect patient privacy and obtain consent during conversations. 4️⃣ Ensure accuracy and reliability...

info_outline Waterline Safety – Amanda Hill, RDH, BSDH show art Waterline Safety – Amanda Hill, RDH, BSDH

Talking with the Toothcop

Amanda Hill RDH, BSDH has been a dental hygienist for over 26 years. When she took her annual infection control training in 2017, the speaker covered waterlines. She never knew that she had to do more than flush her waterlines. No one else in her dental office knew that they were supposed to do more. Her practice failed their first water test, badly. So Amanda dug in and got them to pass their water testing. Then she started offering to help other dental offices. In this episode, Amanda shares her expertise and we have a deep discussion about waterline testing.  Outline of This...

info_outline MCS Infection Control Solutions - Paul Saueressig show art MCS Infection Control Solutions - Paul Saueressig

Talking with the Toothcop

Without question, the Covid pandemic had a large impact on the healthcare field. It highlighted monstrous changes that needed to occur in the infection control space. MCS put its resources into investigating standards of care in infection control.  MCS came out with some new technologies that will transform the world of infection control. Paul Saueressig outlines the solutions they’ve created and how they can benefit your dental practice in this episode of Talking with the Toothcop. Do NOT miss this one! Outline of This Episode [2:12] Learn more about MCS Infection Control Solutions...

info_outline How the No Surprises Act Impacts Dentists - Laura Diamond show art How the No Surprises Act Impacts Dentists - Laura Diamond

Talking with the Toothcop

Have you heard of the federally implemented “No Surprises Act?” Were you aware that it applies to dentists? The No Surprises Act protects uninsured and self-pay patients from receiving surprise medical bills. So what does that mean for your practice? Find out in this episode of Talking with the Toothcop!  How the “No Surprises Act” applies to dentists As of 1/1/2022, you need to provide patients an estimate of anticipated charges for dental services, i.e. “Good Faith Estimates” or GFEs. They must be provided upon request or upon scheduling an appointment—well in...

info_outline Protect Your Practice: Exclusions Monitoring + Compliance Programs - Justin Withrow show art Protect Your Practice: Exclusions Monitoring + Compliance Programs - Justin Withrow

Talking with the Toothcop

Everyone needs a compliance program tailored to the needs of their practice. Justin Withrow jumps in when a compliance program is absent and things go horribly wrong. Perhaps a client was employing an individual that's excluded from participation in the Federal Healthcare Program that should have been caught.  There is a multitude of things that could happen that could have been prevented by a compliance program. In this episode of Talking with the Toothcop, we dissect the importance of exclusion monitoring, the basics of the false claims act, self-disclosure protocol, and much more. The...

info_outline Dental Compliance Doesn't Matter Until It Matters. Then It Matters BIG TIME. show art Dental Compliance Doesn't Matter Until It Matters. Then It Matters BIG TIME.

Talking with the Toothcop

When you’re in the midst of a busy day in your dental office, the details are the things that you typically let slide, right? But in the dental business, it’s the details that keep you on track and it’s the details that protect your office from huge fines and your Doctor from losing her licenses. This episode highlights some of the things I’ve seen recently that I think all dental office workers need to have top-of-mind. If you don’t take these things seriously, you’re going to have issues eventually. Online training or in-person training? Which do you need? Every dental office is...

info_outline Enforcement Activity Is Up! Do You Have A Legit Paper Trail? show art Enforcement Activity Is Up! Do You Have A Legit Paper Trail?

Talking with the Toothcop

During the 4th Quarter of 2021 we saw a lot of enforcement activity, from the agencies that are announcing their fraud enforcement efforts to insurance companies that are initiating audits, etc. So whatever you’re involved with (Medicare, Medicaid, Indian Health Services, etc.), be sure you have an audit process in place that includes good records on the steps you’ve taken. You need to be able to prove your compliance should an audit or investigation comes your way. Narcotics charges against a Michigan Dentist, and lesson for all of us A Michigan Dentist was busted recently on narcotics...

info_outline An Important Announcement from the Toothcop show art An Important Announcement from the Toothcop

Talking with the Toothcop

I started the Talking with the Toothcop podcast in December 2017. Andrea has been with me since early 2019. We love doing this podcast together. Sadly, it’s time for us to hit the pause button. We will be back—I promise! But we have a lot on our plates right now and it makes sense to pull back temporarily. If this podcast has been rewarding and educational for you professionally, take some time and go back to listen to our episode archive!  Outline of This Episode [0:22] What’s happening in our lives! [4:18] Check out ProEdge Dental [7:01] Sharing some bittersweet news...

info_outline Instrument Processing Part I: The Proper Cleaning Process show art Instrument Processing Part I: The Proper Cleaning Process

Talking with the Toothcop

I work with dental offices and do a lot of dental inspections/consults. I help people identify what they need to do differently. We talk through OSHA, HIPAA, infection control, radiology, medications, state board compliance, etc. But I get really excited about infection control and sterilization. That’s my stage—my moment to shine. In this episode of Talking with the Toothcop, we’re going to talk about instrument processing and cleaning procedures. Find out what you could be doing wrong and what to do instead! Outline of This Episode [0:49] Time to redo the 75 Hard Challenge!...

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More Episodes

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

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