Data Entry Policies and Procedures

From the Clinic Manual

Associated Forms/Links

• Dental Records Layout
• PHTEN Method
• About Dental Codes
• Dental Coding Summary Sheet

PURPOSE

To ensure that patient data is complete and that electronic and paper records agree.

POLICY:

All students, faculty, and staff must enter the required information that allows for the timely tracking of patient care and finance.

PROCEDURES:

• Following treatment, students obtain faculty signatures and clinical identification numbers on all written treatment records for services that they supervised
• All physical patient charts must be returned to the PCC or Appointment Secretary desk after completing the day's treatment. This must be done no later than 48 hours after treatment.
• Dental treatment information must be entered into the computer immediately following procedures and approved by attending faculty the same day of treatment.
• Dental codes entered in SOE must accurately reflect the actual procedure that was performed.
• Corrections to paper records are made in accordance with dental records policy. If a correction to the electronic record is necessary for treatment rendered, the student must go to the Auditing Department.

Rev: 6/8/09