SUCCESS STORY

UCSF School of

Organization Profile The School of Dentistry at the University of , (“UCSFSD”), is committed to training the next generation of dentists. Clinical productivity at UCSFSD ranks second among all 55 U.S. dental schools. UCSFSD ranks first among all U.S. dental schools in research funding from the National Institutes of Health (NIH). The school has held this first-place ranking for the past 13 years.

Challenge: Eliminate manual data entry of chart audit forms Between its 14 clinics, UCSFSD provides more than 120,000 patient visits each year, offering dental care, dental surgery and care for special needs patients. The school performs continuous chart audits to ensure students are adhering closely to charting protocols. At each clinic, assistants audit the charts and fill out a complex form that indicates whether the student has done an acceptable or unacceptable job of UCSF School of Dentistry charting the medical history, progress notes, baseline examinations and treatment plans. In all, they check • Top US 77 aspects of the chart and consolidate their findings into a single form.

• Operates 14 clinics with over 120,000 patients visits per year.

Industry Healthcare

Challenge • Manual data entry of thousands of chart audits

Strategy • Use automated scanning technology from Formtran Unfortunately, the school found it was wasting hours and dollars trying to monitor its students. “It’s really important that we ensure that our students are following through with charting procedures but Results manual entry was becoming too vast a task for our staff,” says Gina Dossey, clinic administration analyst. • Implemented in less than 10 days Strategy: • Entry of a single sheet Formtran provides automated forms processing system went from 5 minutes to UCSFSD was referred to Formtran by another department at UCSF. The UCSFSD team showed the 5 seconds chart audit form to Formtran and discussed their requirements for the project, namely affordability and • 39 days per year saved in data entry time ease of use. “Things change often in the school environment, and we can’t bog down staff with new technologies or run up huge expenses,” says Tom Ferris, Director of Information Services.

Formtran recommended a turnkey solution consisting of scanning software, a scanner, training and technical support. UCSFSD was up and running in less than 10 days. “Formtran’s system was extremely easy to learn: three hours of training allowed the school to leverage all the system’s strength. “We spent one morning asking questions and then we went forward full speed,” says Ferris.

Results: Automation saves 39 work days per year The Formtran system eliminates the arduous process of entering each check mark from the each audit forms into a spreadsheet manually. The data entry time has gone from an average of 5 minutes to 5 seconds. “The person doing the entry saves approximately six hours a week, or a total of more than 300 FORMTRAN hours or 39 work days per year.” says Ferris

26501 Rancho Parkway South The automated system also allows the clinic to export data into an Access database. By getting the data Suite 103 into Access, the school is able to run quarterly reports in minutes. “Now, we can measure how well the Lake Forest, CA 92630 students are doing and measure how much they are improving,” says Dossey. “By taking the human error out of the process, we also know our auditing accuracy is much higher.” Phone: 949-829-5822 Efax: 309-409-6342 The biggest benefit, though, is for the patients and their doctors. With student doctors, the school needs [email protected] to make sure that there is a way to quickly trace any issue to a single person so they can remediate it. A bad chart now can be caught in a day rather than a month. www.formtran.com CHART AUDIT FORM PREDOCTORAL AND INTERNATIONAL School of Dentistry PARNASSUS DENTAL CLINIC Date: Chart #: Student Name: Student Number: 0 mm dd yy Acceptable Unacceptable NA Acceptable Unacceptable NA 1. MEDICAL HISTORY (Including Medical Consult) 7. BASELINE EXAMINATION a. Vital signs a. Radiography record b. Patient signature (Progress Notes stamped) c. Faculty signature and number (1) Completed d. Student signature and number b. Case Report (1) Student's name and number 2. CLINIC'S FINANCIAL POLICIES (2) Faculty's name and number a. Patient's signature and date (3) Date c. Comp. Diagnoses & Treatment Plan 3. CONDITIONS OF TREATMENT (1) Student's name and number a. Patient's signature and date (2) Faculty's name and number (3) Date HIPPA Y N d. Dental & Periodontal Charting Record (1) Student's name and number Dental Material Fact Sheet Y N (2) Faculty's name and number e. Initial Periodontal Examination 4. EMERGENCY CARE (1) Periodontal diagnosis (2) Faculty's signature and date a. Triage f. Comprehensive Oral Examination (1) Document chief complaint (1)Student's name (2) Tooth number - Area (2) Faculty's name and number (3) Referral (3) Date of record (4) Student name and number g. Radiographic Interpretation (5) Faculty name and number (1) Type of radiographic survey taken b. Emergency Treatment (2) Date of survey (1) Radiograph mounted (3) Student signature and number (2) Diagnosis, Tooth # - Area (4) Faculty signature and number (3) Documented discussion (4) Treatment description (5) Follow-up or next visit described 8. TX/PROCEDURE PLAN (6) Student name and number a. Treatment plan entered in AxiUm (7) Faculty name and number b. Treatment plan phased c. Outcome Assessment Exam 5. NEW PATIENT VISIT d. Patient signature and date a. Date of screening e. Faculty's signature and number b. Reason for seeking care f. Student 's signature and number c. Past dental experience g. Procedure Plan d. Patient expectations (1) Tooth #s - Areas entered e. Medical history considerations (2) Procedure descriptions f. Availability (3) Procedure codes entered g. Predoctoral program explained (4) Procedure fees entered h. Limited Oral exam (5) Division signatures i. Refer or transfer noted (7) Date procedures started j. Types of Radiographs requested (8) Faculty signatures k. Faculty signature & number (9) Date procedures completed l. Student signature & number (10) Faculty signatures (11) Student number 6. PROGRESS NOTES (12) Total Treatment Plan fee (13) Patient signature a. Date of procedure (14) Future POE entered b. Tooth # or Area (15) Future Perio Tx entered c. Procedure description (1) Anesthesia (2) Next appointment description/ referral d. Student signature and number e. Faculty signature and number

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