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Members' Update October 2009 Contents News Articles The Data Protection Act Losses from Swine Flu Skydiving for charity Student dental nurses Cancer screening day Excellence Through People Vulnerable Groups Act Good Practice Scotland

Dates for your diary 2010 BDPMA spring seminars Information Technology – presented by David Thomas Friday 12 February – Taunton Friday 26 February – County Durham Friday 12 March – Manchester Friday 26 March – venue tba Friday 23 April – London BDPMA Annual Conference 26 June at Ettington Chase, Stratford upon Avon. For more details and to book your place, contact Denise Simpson at BDPMA HQ.

Dentistry Show 2010 19 & 20 March at NEC Birmingham

www.thedentistryshow.co.uk

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Chocks away The BDPMA's one-day autumn seminars started last month. The main topic is marketing strategy and in the afternoons there is a session on Health Technical Memorandum 01-05: Decontamination in primary care dental practices. Here's a comment from the seminar held in Taunton last month: I have found this year's seminars with Andy excellent. Certainly the best BDPMA presentations so far. The remaining dates of the seminars are: Thursday 22 October – Birmingham Thursday 5 November – York Thursday 19 November – Cheadle Friday 27 November – London. Contact Denise Simpson at the BDPMA on 01452 886364 or denise@bdpma.org.uk

VIPs at Showcase The confirmed VIPs (Very Interesting People) who will be on the BDPMA stand at Dental Showcase and

available to answer questions are: • TBA from Ellis Whittam www.elliswhittam.com (11.3012.30 Thursday, 13.30 to 13.30 Friday & 12.30 to 13.30 Saturday). • Carole Stacey – image consultant www.debutinteriors.co.uk

(12.30-13.30 Thursday, 13.30-14.30 & 16.30-17.30 Friday) • Jennifer de St. Georges, BDPMA Honorary Vice President and international management consultant www.jdsg.com

(13.30-14.30 Thursday, 14.30-15.30 Friday & 13.3014.30 Saturday) • Glenys Bridges, trainer, Dental Resource Company www.dental-resource.co.uk

(14.30-15.30 Thursday & 11.30-12.30 Saturday) • David Thomas, Managing Director, Bluegrass Computer Services and presenter of BDPMA spring 2010 seminars www.bluegrasscs.com

(16.30-17.30 Thursday & 11.30-12.30 Friday) • Sheila Scott, dental business and dental practice management consultant www.sheila-scott.co.uk

(10.30-11.30 Friday)

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Members' Update October 2009 • Andy McDougall, business consultant and presenter of BDPMA autumn seminars www.spotonbusinessplanning.co.uk

(15.30-16.30 Friday)

The Probe articles

guidance leaflet in time for this year's campaign.

Following the request last month, Angela Ward, Practice Manager at Romsey Dental Care, volunteered to write about Environmental Awareness in Practice for a BDPMA editorial in The Probe in 2010.

http://www.isma.org.uk/nation al-stress-awareness-day/

http://www.romseydentalcare.c o.uk/our_vision.html

Dental Showcase takes place at the NEC, Birmingham in November 2009. Thursday 12 November 11am – 6pm Friday 13 November 10am – 6pm Saturday 14 November 10am – 5pm For more information visit www.dentalshowcase.com. Advance registration closes 6 November 2009. On the day registration: £10 per person.

We now need volunteers to supply information for these topics: Practice Finance, Practice Promotion (marketing) and (hurrah!) Health & Safety. Please contact Dave Hancock, our Marketing Coordinator, at hancock@dashmedia.demon.co .uk

To subscribe to The Probe, send your details to: theprobe@escosubs.co.uk

Mouth Cancer Action Month This takes place from 1 to 30 November 2009. www.mouthcancer.org/

National Stress Awareness Day National Stress Awareness Day 2009 is on 4 November and is supported by the HSE, which is launching a new

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South Devon group Liz Northmore, Area Manager Smile Horizons Limited, has been a BDPMA member for several years. She recently helped establish a group of dental professionals in south Devon. All the members are practice managers; some are members of the BDPMA and regularly attend events. The next meeting is on 26 November and Maggie Williams, BDPMA South West Regional co-ordinator, is the guest speaker. liz@devondental.co.uk

NHS/private now 50/50 In the latest annual survey of CODE members published this month, figures reveal that on average, participating practices are providing 50 per cent of treatment privately. It was also found that the average re-examination fee was £34.55 and the average hourly rate per dentist was £185.79.

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Members' Update October 2009 The CODE benchmarking survey, completed by members, also provides evidence of some remarkable differences between private fees charged, including a continuing trend for consultation fees being a loss leader. It also reveals continued marked differences in UDA values around the country. Other trends include creeping rises in staff salaries and materials, and more than half of the practices responding to the survey offer some sort of dental plan. www.CODEuk.com

Extra Holiday if Employees fall sick The information below is taken from the Employer's (sic) Brief September 2009 posted on the Ellis Whittam website www.elliswhittam.com. This website is an excellent source of UK employment law advice and health and safety information. The big news this month is the decision of the European Court of Justice that workers who are sick whilst on pre-

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arranged holiday leave are entitled to request extra leave in order to make up their minimum leave entitlement under the Working Time Directive. The rationale is that all workers should be entitled to a minimum of four weeks’ rest and relaxation a year, which they are not getting if they are sitting sick at home or in a hospital bed. Critics say this decision leaves the system open to abuse, with the potential for employees to (falsely) claim to be ill on holiday to obtain further paid holiday. Whilst true, there is no reason why employees should be any less truthful about this than about being ill on any ordinary day when they might prefer not to come into work. Further, the impact of this decision is less onerous than suggested in many newspapers. First, the employee has to actually ask for the extra holiday, and take it in the same leave year (unless it’s not possible to take it in the same year, in which case it can be carried over). Second, by changing the status of his or her absence from paid holiday to sick absence, the employee loses the right to

holiday pay for the days they have been ill and will just be entitled to SSP (which is nothing for the first three days, and then ÂŁ79.15 per week), unless their contract entitles them to greater levels of sick pay.

Dental Tribune articles Nikki Berryman (below), BDPMA Membership coordinator is writing a series of articles on aspects of practice management for Dental Tribune. To subscribe, send your details to

sam.volk@dentaltribuneuk.com

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Members' Update October 2009 Ask DPL – the Data Protection Act Dental Protection has provided the following information.

When communicating with dental laboratories, how do practices adhere to the Data Protection Act (1998) when ordering items for patients? Dental Practitioners sometimes find themselves wondering just what patient information they should be sharing with a dental laboratory in order for the appropriate lab work to be constructed, but at the same time being aware of the need to protect patient confidentiality. In the UK, the problem has been greatly simplified since members of the laboratory team became registered as Dental Care Professionals with the General Dental Council. Like all the other registrants, they are subject to the same professional obligations that apply to everyone whose name is entered into that register. In this respect, the laboratory team has an obligation to safeguard all patient information which has been shared with them. The clinician will decide how much patient information needs to be shared with the laboratory on a case-by-case basis. In some cases it will simply be the patient’s name on the lab ticket which, for obvious reasons, will also contain the practice name. In other cases the clinician may wish to convey more information to assist in creating an appropriate aesthetic result; for example, that the patient is an elderly-looking 65 year-old. If that is the case then it may be appropriate to seek the patient’s specific consent for that information to be conveyed. Any decision about the patient details that are given to the laboratory will very much depend on the specifics of the situation. For example, if the laboratory work is being processed locally then the patient might be concerned that their personal information is being shared – although they can be assured that the laboratory team are fully aware of their obligation to keep information confidential. The situation is somewhat different if the technician is invited into the surgery to meet the patient and to review the laboratory work at the chair side when they will have access to all the appropriate information that has been collected about the patient. Apart from deciding what information the clinician needs to share with the laboratory to enable the prescribed laboratory work to be successfully completed, it is important that the clinician has been given reassurance by the laboratory team that they are aware of their professional obligation to ensure patient confidentiality.

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Members' Update October 2009 The laboratory worksheet forms part of the patient record and as such it should be stored securely for the same length of time as the rest of the patient record. Dental protection would advise that practitioners keep records as long as possible but in any event a minimum of 11 years for adults. The reason for this is that claims can arise many years after the treatment is provided. Further information on storing records is available from the risk management section of the Dental Protection website. http://www.dentalprotection.org/adx/aspx/adxGetMedia.aspx?DocID=2842

Losses from Swine Flu Nina Burkett, dental practices consultant, writes All is not lost if your UDA count is down due to Swine Flu. There is a clause in your contract which will allow you to make a claim from the PCT for losses affecting the UDA count during these unpredictable times. This clause (force majeure) allows for a claim to be made should you have been prevented from performing your contractual obligations and your UDA count has been negatively affected. Situations such as a drop in patient attendance, a dentist being away, or even a lack of nurses could have affected your provision of services to patients. There are requirements you will need to have adhered to in making your claim so check the contract wording and adhere to those requirements. The main points are: • you must have notified your PCT in writing that a claim may be forthcoming • you must have completed a risk assessment for your business which will allow you to address any risk areas • and you must have prepared a business continuity and disaster recovery plan. You will need to have taken all action possible to be able to comply with the terms of the contract as fully and promptly as possible as well as being able to respond immediately if necessary, and advise your PCT of this. Additionally, tell the staff how to minimise the risk of infection as well as containing the spread, and again, advise the PCT that you have. Make assurances to the PCT of your continued compliance with government guidelines and contractual terms and make sure that you record all instances where your business has been affected, whether it’s relating to patient FTAs or staff

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Members' Update October 2009 shortages so that you can produce evidence if required. And lastly, keep talking to your PCT – it helps. For more assistance and complete guidance with templates, please contact me. Nina Burkett has a background in procedure management and regulation, and being qualified in business and financial management, established Dental Practice Solutions. She provides a consultancy service to dental practices, particularly in the areas of policy and procedure management and the organisational structure, as well as training, HR and leadership. Dental Practice Solutions, tel: 07920 837942 or 01562 850524.

Taking a dive Alison Chomette, Practice Manager at Chipping Manor Dental Practice, writes: We are a dental practice based in WottonUnder-Edge in Gloucestershire. On the 12 September, three of our team skydived to raise money for Bridge2Aid – a charity we have raised over £60,000 for in the past few years. For other practices interested in raising money this way, it costs £500.00 per person to jump but within this is a donation of £140.00 to charity. The photo shows Hannah Wakefield, one of our dental nurses, jumping with her instructor. We are organising a trip to Bukumbi in March 2011 to renovate the health centre there. We need to raise £30,000 for the travel expenses and the cost of renovating the building. It will be a team trip and there will be 14 of us going from Chipping Manor. Please send your donations as a cheque payable to Chipping Manor Charities, c/o Alison Chomette, Chipping Manor Dental Practice, 10 Long Street, Wotton-Under-Edge, GL12 7ER. If you want to know more about our charity activities please call me on 01453 844646.

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Members' Update October 2009 Student support Samantha McConnell, BDPMA Regional Co-ordinator Midlands, is a Training Course Coordinator and tutor for Arden Dental Training Centre. ADTC is accredited by the NEBDN and currently runs the National Certificate for Dental Nurses and Certificate in Dental Radiography for Dental Nurses courses. She writes: It’s a really exciting (and nerve-wracking) time for student dental nurses as the November National Certificate examination approaches fast! The exam application deadline was 1 September and for the first time, all applicants had to submit evidence of completing at least the minimal requirements of the Record of Experience (RoE). The Record of Experience was introduced to demonstrate evidence of workplace activities under the supervision of a GDC-registered colleague by completing Practical Experience Record Sheets to explain procedures. Just because the RoE tracking document has been submitted, it doesn’t mean that that support stops. Best practice would suggest that students continue to complete Practical Experience Record Sheets (PERS) to help them memorise and write down procedures, which is great when planning and structuring the answer to an essay question. They can also be used as revision aids and when completing PERS with their supervising colleague, this gives the candidate opportunity to ask questions and clarify points that they are uncertain of. Other ways you can support your national examination candidates in the workplace is by knowing the NEBDN syllabus and format of the examination. Information about this can be found on the NEBDN website at www.nebdn.org under Primary Qualifications. A spotter list is available, which can be used in practice to help students identify and name specific instruments. A charting exercise is part of the written paper, so practicing manual charting is great experience for on the day – as is labelling anatomy diagrams such as the heart, the mandible, muscles of mastication etc. Giving candidates study leave or dedicated time to study will give them more chance of success in their exam. Helping them to put together a revision programme and monitoring their progress will help them keep motivated and again gives them a point of contact to air concerns and check on any problems. Past papers and essay questions can also be used to structure study time and again are available on the NEBDN website. This just leaves me to wish every student dental nurse taking the National Certificate in November the very best of luck!

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Members' Update October 2009 Free oral cancer screening day Nicki Rowland, practice manager at Perfect 32 Dental Practice, Beverley, writes: Every year we offer a free oral cancer screening day (using a traditional examination and the VELscope) in support of Mouth Cancer Action Month. Screening is available not only to our patients but also to the general public. We place a press release in the local paper to inform people of the relevant information. This year our free screening day is planned for Thursday 26 November. Last year we screened more than 45 people in a day and had to run a second day because of the demand. Myself and my husband, who is the principal dentist, were invited on Radio Humberside and Hull University Radio to talk about the prevalence and risk factors affecting oral cancer. Calendar News has also helped get our message out there in the past. We particularly want to raise awareness of human papillomavirus (HPV) this year. The Times published an article last Christmas stating that 47 per cent of oral cancer is caused by HPV which is transmitted during sexual activity. This is a frightening statistic, without adding in the effects of smoking and alcohol, and affects nearly everyone. For more information contact me on 01482 863667 or nicki@perfect32.com. Nicki and her practice will be featured in the November issue of Dentistry magazine and she is writing an article to be published in The Probe.

Awards rewards Angela Ward, Practice Manager, Romsey Dental Care, writes: In April 2009, Romsey Dental Care was delighted to hear that the practice was awarded ‘Highly Commended’ in one of the Test Valley Business Awards – the HSA Excellence Through People Award. In 2008, the practice was runner-up in the Small Business Award category but this year we wanted to recognise the excellent work our team does by entering in a people orientated category. Many businesses of all kinds from the Test Valley region enter the competition, so it was even better that we were being assessed against other businesses and not just other dental practices. The criteria we were judged against were: • having staff who are passionate about the business • enlightened staff development, i.e. flexible working, staff support and making work fun • making a successful business

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Members' Update October 2009 • demonstrating a commitment to employee well being • reward and recognition of staff achievements. Our practice is based on a ‘People Culture’, which means that everyone’s role is equally important – this only works if each individual is committed to working to fulfil their role. We have a strong review and appraisal process from which emerges a Personal Development Plan for each team member. The plan is for 12 months and everyone is fully supported and encouraged to achieve their aims. Gaining this award reinforces our belief that the success of Romsey Dental Care is down to a fantastic and committed team who provide outstanding customer service. The photograph shows (left to right) Chris Harrison of HAS, Dr Samantha Price (practice owner) and Ray Mears.

The Safeguarding Vulnerable Groups Act 2006 Julia Densem PgDL BDS LDS RCS, Dento Legal Adviser, writes: Under the Safeguarding Vulnerable Groups Act 2006, an activity falling under the auspices of the Act may be a regulated activity or a controlled activity. Regulated activities include those that involve contact with children or vulnerable adults, including within the Health Care setting. People carrying out regulated activities will need to register with the ISA. Dental professionals who come into contact with children or vulnerable adults frequently will be classed as carrying out a regulated activity. A controlled activity occurs when an individual provides frequent or intensive support work in general health settings, or the NHS. The examples provided by the Independent Safeguarding Authority (ISA) are individuals carrying out work such as cleaners and receptionists. Anyone providing a regulated activity or a controlled activity will need to register with the ISA. This is regardless of whether they work full time, part time, their grade or qualifications. It will be a criminal offence for an employer to take on an individual for a regulated or controlled activity, if they failed to check that individual’s status. If an activity is a regulated activity, it is a criminal offence for an employer to allow a barred individual, or an individual who is yet to be registered to carry out a regulated activity. In contrast an

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Members' Update October 2009 employer can permit a barred individual to work in a controlled activity, if sufficient safeguards are put in place. In essence, the Act requires that all members of the Dental Team, working within the practice, be registered with the ISA, although it may be that some members of the team, such as receptionists fall into the category of a controlled activity. Practices need to be aware that staff such as cleaners may also fall within the category of controlled activity work. Julia is an adviser with Dental Protection, which provides support, advice and assistance in all matters that challenge a dentist's professional integrity. In the UK, it is a member of The Medical Protection Society Limited group of companies. www.dentalprotection.org

GP the Scottish way Jill Taylor, Practice Manager at Botanics Dental Care, continues her series of articles on working towards the Good Practice Scheme Scotland. As part of the BDA commitment and our own commitment to patients, we are in the process of reviewing all cross-infection procedures. We have just recently had our Local Decontamination Unit (LDU) installed, which is almost complete. We opted for a washer disinfector – this is awaiting installation. We have purchased a hand-piece lubricating machine, which is fantastic. It has made oiling the hand-pieces a much less messy task and far more thorough. We have NHS education for Scotland (NES) cross-infection control nurses booked to come in to our practice for an afternoon next month to ensure that protocols and procedures are being followed within the 'best practice' guidelines. This will also allow team members requiring verifiable CPD the opportunity to fulfil their core CPD hours. The young women from NES are fantastic – anyone in Scotland looking for advice should contact them for the current and forthcoming legislation. Protocols and procedures are the key to the running of all good dental practices. When we embarked on the BDA Good Practice journey it seemed like such a lot of work. However, it is really good to see how much of what we all do as a practice has been set out by the BDA as 'best practice'. We found it encouraging that we were already working to this. This also provided us with the back-up when we have been met with resistance to protocols – this is not just what we ask for as a practice, but what the BDA asks for as BDA Good Practice. As many practice managers discover, team members don’t always appreciate the protocols and procedures, these can very often be met with resistance. One of the best ways to overcome this resistance is to involve all team members in the planning stage. Specific tasks were set for specific

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Members' Update October 2009 team members. One of the tasks which one of the nurses undertook was to update our COSHH (Control of Substances Hazardous to Health) reports. Another team member undertook the clinical audit. This helps them to understand the importance of why we need to do these things and how it reflects the end result – patient and staff safety. We always encourage team members to help us with tasks such as updating procedures and protocols. Feedback is not only encouraged, it is imperative to the smooth running of the practice and the business. I would urge everyone to involve team members when planning protocols and procedures, these two words very often put fear and dread into people’s minds. If they feel involved, they can look back with the frame of mind that they have contributed rather than someone having simply told them that this is the way it is to be done. ❏

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BDPMA e-update October 2009  

Monthly newsletter for members of the BDPMA

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