Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.


Published on

  • Be the first to comment

  • Be the first to like this

  1. 1. THE OFFICIAL (NON-OFFICIAL) MANUAL FOR NEW CLINICAL FACULTY This manual is intended only to help the relatively new clinical faculty in the long orientation process. In no way should any of this information be considered contrary to the policies and interests of the University of Missouri or the School of Dentistry. It is intended to be informal and to help provide necessary information and locations at which more complete information can be obtained. Help us keep this up to date. Additions, corrections and suggestions are greatly appreciated. This document will be reviewed and updated on a monthly basis or sooner if the situations require. Suggestions, additions and changes should be addressed to one of the following: Dr. Tressa Parkinson Dr. Gerald L. Foley Dr. James L. Parrott First of all, visit Dr. Pam Overman to get your copy of the Faculty Handbook. Second, get to Biomedical Communications (BMC) and sign up for an e-mail account. Much of the dental school communication is via e-mail. Get an account, and check it at least weekly. TP/GF/JP (Revised as of 9/2008) 1
  2. 2. Table of Contents 1. Composite Booklet 2. Malpractice Insurance 3. BNDD number (Federal Narcotic License) 4. Vacations and other days off (Clinic closed for what and when) 5. Your responsibilities on the computer (CMS and Lexicomp) 6. BMC and Beyond (What they can do for you: Dial-up, e-mail, personal web site, business cards 7. Meetings (Mandatory and not so mandatory) 8. Benefits and Human Resources 9. Parking and associated dangers 10. HIPPA, OSHA, BLS Certification 11. Bridge Course for new Junior Students 12. Dress Code 13. Hours to arrive and leave work, to include staying late 14. Identification Card 15. Your chain of command (Who is your boss and who is your boss’s boss), dept. chairs 16. Activities outside of normal school hours 17. Graduate programs: What they are, who they are, and who’s in charge 18. Pre-clinical laboratories and you 19. Lunch 20. Telephones 21. Your relationship with students 22. CE allowances 23. Faculty Annual Evaluations 24. Mentoring 25. Giving a letter grade to a Student 26. In-service classes 27. Reports; How your work will be evaluated 28. Crown and bridge 29. Swinney Recreation Center and Annex, usage and cost 30. Signing a student in and out 31. Prerequisites before any student does endodontics 32. Exit exams and how they affect you 33. Our labs and the outside labs; the Rx required 34. What is available in dispensary and what must have faculty signature 35. SBE meds: when to use, how to obtain from O.S. 36. Study models and credit 37. What to do and who to call when you are sick/late 38. Clinical requirements for each class 39. 1st floor Administration and what they do. 40. 4th floor Administration and what they do 41. Clinical Faculty’s relationship with the Pediatric Dentistry Department 42. Books, pamphlets, etc. that you should have 43. The University of Missouri System 44. Discount UPS Available 45. Safety Glasses may be provided by the SOD 46. Your work place 47. Word Processing Available 48. Employee Self Service TP/GF/JP (Revised as of 9/2008) 2
  3. 3. 49. NPI number 1. The composite booklet is about 4” x 8” and has a listing and most photographs of the faculty, students and staff of the School of Dentistry. It is usually published yearly and is delivered to you. If you do not get one fairly soon after employment, ask for a copy from the Clinical Dean’s office (Room 123; ph# 2137) or check with your team secretary/clerk. 2. Malpractice insurance is furnished by the SOD for activities having to do with the SOD only. You are not covered for practicing dentistry outside of the school and you should contact your own carrier for more information if you have interests outside. Written confirmation and documentation can be obtained at the business office (Room 449; ph#2020). 3. You should be able to retain the same number and registration with the Justice Department and the BNDD. You may need to either change or add your UMKC address with the DEA and BNDD. The SOD would like to have this number and your state number. When renewing, fill out the forms as in the past, and check the area in the lower left for exemption. Put it in a stamped, addressed envelope and deliver it to the Clinical Dean’s office (Room 123) to get the official SOD signatures and it will be mailed for you. There is some question on this, but the above has worked to make the charges exempt and the request does go through the system. 4. You are authorized vacation that is prorated according to the date of employment. Requests for vacation are to be presented on a form (many needed forms may be obtained in Room 168). Have your team coordinator and the Generalist chair sign it and give it to Mary Helen Schooley in the Clinical Dean’s office. It will be returned via mailbox (second floor hallway). Be sure to note in your team the days you will be absent (information for the students and other faculty) and inform your team’s Secretary/Clerk. Approval is contingent upon maintaining adequate faculty levels in all teams (not just yours). Vacation days are to be used before September 1 each year. They may be carried forward to subsequent years; however, you are only allowed a maximum of 5 weeks per year regardless of your accrued amount. Doctor’s appointments and other personal business appointments are to be scheduled on your non-contact day or taken as a vacation day. 5. You should get copies of the Faculty Handbook (room 441) and the Clinic Manual (also available on to find answers for specific questions. The Computer Management System (CMS) is a comprehensive program dealing with all aspects of patient contact, student ratings and reports by the faculty and the students’ mentors. These reports are used in many ways for tracking the progress of the students. Lexicomp is the program used to check medications, etc. Again, this is explained in your clinic manual. 6. Biomedical Communications (BMC) is the full-service, media-production, presentation- support component for the School of Dentistry. BMC is staffed by full-time and part- time professionals who average 10 years experience in similar commercial or academic pursuits. The department provides, at no-cost to the constituency, conventional photography and digital imaging, graphic design and illustration, print production, writing and copy editing, computer/information technology hardware and software support, engineering/technical maintenance services, TP/GF/JP (Revised as of 9/2008) 3
  4. 4. computer-based (optical-scan) test scoring and analysis, classroom presentation and audio visual/media presentation support, general creative services and special events support. While the primary mission of the department is to support the academic, research and other scholarly activities of the school, there is a very strong contribution to products and services for student and faculty recruitment, alumni and advancement, institutional marketing and promotion. The SOD will provide business cards upon request. ( Room 260m or ph#2070 ) 7. You will be advised about a number of meetings. During normal days when the clinic is open, these meetings are usually held during the lunch hour. It is not unusual for more than one meeting to be scheduled at the same time. Check with your team coordinator to get advice on which is more important. Generalists’ meetings are published well in advance. 8. You should receive a Faculty & Staff Benefit Programs notebook, containing benefits offered. It is very comprehensive and should answer almost all of your questions. Note the web-site. Meetings can be arranged with UMKC Human Resources if desired. Pay particular attention to sign-up dates and penalties for not following these guidelines. 9. Parking is available in University parking lots. There is a charge (payroll deduction) for this on a monthly basis. Check with the Business Affairs Office (Room 449; ph#2020) on the 4th floor to arrange this. “Failure to hang” is the most used reason for tickets, so make sure the tag is clearly visible. Should you get a ticket and the tag is visible, go to the Business Affairs Office for help. Rumor is that you have 3 violations before money is involved (but don’t count on it). 10. The SOD has a comprehensive policy on HIPPA. It is too long and complicated to place here, but you should have a working knowledge of it. It is fully documented in the clinic manual. The same is true for Basic Life Support policies and Infection Control policies. Faculty members are required to re-certify in BLS every other year and in OSHA every year. Further information can be obtained in Room 168. 11. The Bridge Course is designed to ease the transition for the faculty and the students from the 2nd year to the 3rd year on the clinic floor. These classes will change each year in content and length and is probably a good idea for each faculty member to attend as many of these classes as possible. It is given just prior to the summer clinic session and the times and dates are TBA. 12. The latest dress code took effect after the Spring Semester of 2003. The administration has asked all faculty to assist in enforcement and role modeling. A copy of this code is in your clinic manual. 13. The SOD work day is 8:00 – 4:30 in the fall and winter, 8:00 – 3:30 in the summer. Student instruction hours can be obtained by talking to your team coordinator. In reality, on occasion, some students will place the faculty in a position requiring someone to stay later than the published leaving time. Cooperation between team members is the only way to solve the problem. The students should be warned (almost constantly) about when they should release the patient and start cleaning their sites (15 minutes before the close of the clinic). Even with that, a faculty member needs to stay to insure proper completeness of treatment for the patient. Faculty members should work together and possibly rotate staying late or at least discuss the problem before it happens. TP/GF/JP (Revised as of 9/2008) 4
  5. 5. 14. University ID cards may be obtained on main campus at Pierson Hall. There is no charge for the first card; however, if you lose it there is a $5.00 charge to replace it. This card gives you access into the building. A SOD ID must be worn when you are in the building. The ID holder may be obtained in the 4th floor office Student Affairs. 15. You will have two immediate bosses, your team coordinator and your department chair. There is a list of the coordinators, department chairs, Assistant Deans, the Dean, and other administrative personnel on the UMKC web site: 16. The teams generally have parties that may occur during or after school hours, including a Christmas party, a team picnic and sometimes a graduation party. There is on occasion a retreat meeting for faculty and there is some CE offered after school hours. The school offers tickets to the opening day of the Royals; however, the clinic will still be open and you need to ask permission to go. You may also want to attend fraternity parties if you are an alumnus of the fraternity. 17. The Advanced Education programs at UMKC are AEGD, Periodontics, Pediatric Dentistry, Ortho, Endo, Surgery, Radiology, and Dental Hygiene Education. There is also an Oral Biology PHD program. These programs are listed on the UMKC web site: 18. In theory, the faculty will rotate through all of the pre-clinical labs on a two-year basis. This is very difficult to accomplish and many changes and variations are common. Ask the course director for a textbook, lab manual and seating chart. 19. You get a one hour lunch. The school has very limited accommodations for lunch in the canteen. Vending machines are available. Students and faculty are not allowed to go to the cafeteria at CMH. There are restaurants in Crown Center, a McDonalds in TMC, a Quiznos in the parking facility, and Tiocalis (Mexican fare) just a ½ block south on Holmes. 20. When dialing an outside number, you need to dial 9 first. Long distance calls can be placed by your team Secretary/Clerk. Unless you have your own office, you will not have voice mail. You may use the team clerk’s number for emergencies. 21. Keep your relationship with the students professional!!! 22. You are allowed to take a total of one week off for continuing education (CE) in addition to your regular vacation time. Most CE expenses are not covered by the school and can not be reimbursed; however, some CE may qualify you to be sponsored by UMKC to attend. The Faculty Development Committee is the place to start. 23. You will need to regularly update and report (at least annually) your accomplishment information. Make sure that your information is current and up-to-date; this will help to ensure that you, your department and your academic unit get full credit for the work you are doing. These reports are also used as part of your annual review process. You should keep a copy of all CE attended as well as an up to date CV. You will have a review each year by your department chair. 24. You will be assigned students to mentor. Faculty and Mentor evaluations are usually done once each semester. You will need to enter a faculty evaluation for all of the TP/GF/JP (Revised as of 9/2008) 5
  6. 6. students in your team. Once the entire faculty in your team has completed their evaluations, you can then pull up a mentor evaluation that will combine all the faculty info. This will allow you to fill out an official mentor evaluation that will be discussed with each student that you mentor. You may want to also review the student status, their progress in competency completion status and range of procedures completed before you complete your mentor report. 25. Each semester your team coordinator will ask you to give each student in your team a letter grade. This grade will be averaged with all of the faculty’s grades. You should base this letter grade on clinical performance only. Time unit status, patient status, and competency completion status will be figured in by the coordinator before the final grade is determined. 26. Most in-service CE is held over the lunch hour. Normally, lunch is provided if you have previously signed up for the CE class. You will usually receive 1 hour of CE credit per class attended. All lecture-only CE held during the lunch hour is free of charge, and typically any other CE held at or sponsored by the School of Dentistry is free for full- time faculty. Hands-on classes may require you to pay a fee. There will be occasional faculty in-service meetings. There may also be a faculty and staff meeting held each month to keep you up to date with changes, new issues and problems the school may be encountering. 27. Everything that is done on the computer is evaluated by someone. Certain procedures will flag a report: Completion of a diagnosis, treatment plan presentations, x-rays taken, and exit exams. If any information appears to be incorrect or incomplete, you will be notified by a letter or by your team coordinator so you can evaluate the procedure. Any action or non-action taken should be noted and returned to the source of the report. A few hints to keep you off these lists would include the following: Make sure when doing an exit exam the patient is not due for recall, a diagnosis was performed in the last 6 months, the x-rays are up to date and no retakes are required. It is recommended that you review the charting for errors. Check if the periodontal therapy or prophylaxis is up to date with the patients recall interval. The student and faculty must both fill out an exit exam assessment. The student’s assessment must match yours exactly. If there are watch areas or treatment that the patient does not want done, these must be noted. If there are concerns or new lesions, the note for the exit exam should be entered but the exit exam should not be completed until the treatment has been added to the treatment plan and it has been completed. If the student misses the new lesions or problems, this should be noted, the exit exam should be completed with no credit given, and a new exit exam added. If there are numerous new lesions or corrections noted, a periodic diagnosis procedure is recommended. See the guidelines posted in your team. All conditions existing on each tooth should be noted. On a diagnosis any incipient and/or carious lesion should be noted, as well as open margins, and overhangs. The treatment plan (TX) should be accepted by a treatment planner. If you are approving treatment on a treatment plan (TX) make sure it is entered in order and all treatment was entered correctly. If you are not a treatment planner, you may want to make an administrative note as to the faculty member that signed the written treatment plan for the student. The radiographs are evaluated with the charting by Radiology after the diagnosis is completed. Errors in charting will be sent to you. If the patient has missing teeth, there must be a procedure listed on the TX plan to restore these areas. If the patient does not want the TX done, the treatment should be rejected on the TX plan and a reason why it was rejected entered in the notes. If no treatment is recommended for these areas, that also should be noted. TP/GF/JP (Revised as of 9/2008) 6
  7. 7. 28. You will receive a report from the crown and bridge lab on the number of cases you have signed for or requested that were returned. Make sure the student has properly mounted the casts, the margins are correct when compared to the rigid model, the margins are clearly marked, there are no undercuts, and adequate tooth reductions have been done based on the requested design of the crowns. Most cases are returned for poor margins or improper mounting. 29. The Swinney Recreation Center is located across from Pierson Hall on the main campus. The cost for individual faculty use is $240.00 per year. The fee for individual faculty with adult household (one additional person, also residing in the household) is $420.00 per year. The center is open Mon.-Thurs. 6am to 10pm, Fri. 6am to 8pm, Sat. 9am to 6 pm, and Sun. 12pm to 6 pm. Swinney Recreation Center Annex (Hospital Hill, 25th and Campbell) is currently open on Tuesday and Thursday from noon to 6pm and currently has a limited amount of exercise equipment. In the spring of 2009, the Annex will have extended hours, additional cardiovascular equipment and a full weight circuit. You will need to have your Faculty ID to get in. 30. Signing a student in and out. Before the student is signed in, the health history needs to be reviewed and the dental treatment to be done that day should be reviewed with the student and the patient. All of the information needs to be discussed with the instructor prior to sign in. You sign in through the “Health Summary” and should read the previous treatment notes. Make sure that all consultations have been performed, the procedure to be done has been properly diagnosed and TX planned and the TX plan presentation has been performed. After all procedures are completed and the student has completed their notes, sign the student out through “File…Post… Sign Out”. It may be necessary to refresh the CMS program to access the “Post” option. Read the notes, make any additions, and “thumb” out. 31. Pre-requisites before any student does an endodontic procedure: The student needs to complete a diagnosis and TX plan prior to patient TX. Be absolutely sure the tooth or teeth to be treated have had a consultation for restorability before the initiation of endodontic therapy. 32. Exit exams don’t affect you unless you have to do them. The team coordinator may assign two or three instructors to perform exit exams. Their duty is to review the chart, re-examine the patient, and evaluate all the work that has been done by the student. After all procedures and recall are up to date, a final “seal of approval” is given. The student and faculty member must fill out the exit exam based on the patient’s total dental health at the time of the examination, not just the treatments completed by the student. 33. UMKC SOD has a computer-generated laboratory script to fill out for any procedure that requires lab work done by other than the student. It should be filled out by the student in the same manner a lab slip would be filled out outside of the SOD. If an outside lab is to be used, permission must be obtained from the Clinic Dean or authorized representative. This is done mostly for aesthetic cases and all-porcelain cases. A crown and bridge design sheet is located in each team. 34. Dispensary items. All materials available from the dispensary are in the “Blue Book” located in each team. Items that need to be “thumbed” in by an instructor are under “Treatment Notes…Order Dispensary Supplies”. 35. Antibiotic pre-medication may be needed to cover conditions such as: Certain heart conditions, certain heart procedures done, and artificial joint replacement (for a period of TP/GF/JP (Revised as of 9/2008) 7
  8. 8. time). For specifics there are many publications, including the clinic manual, that review the recommendations. To obtain medications from Oral Surgery, go to “Treatment Plan…Prescriptions”. Order the desired pre-medication and Post/print. Send it up to oral surgery and add the medication to the treatment plan with a note to be made at sign out. There will be an appropriate fee assessed the patient. 36. Study models and credit. Study models are required on any case where extensive dental treatment, prosthetic or orthodontic treatments are to be considered. Study models may need to be mounted. When the student has presented the models to the treatment planner, credit can be given on the computer for the study models. 37. When you are sick/late, call the team secretary/clerk who will inform the team coordinator and adjust the schedule accordingly. You can call the coordinator directly and leave a message…but it is best to go directly to the “organizer” of the team…the team secretary/clerk. 38. Clinical Requirements for each class. This is a broad subject!! There are time unit requirements, specific departmental requirements for procedures, proficiency requirements, etc. Because these change from semester to semester, it is best to check with the specific department for details. Students’ time units, etc. can be checked in the computer. Go into CMS, “View…then the appropriate Provider category…then enter the student number”. Specific departmental requirements can be checked with the team clerk. There is a requirement list for each class. It can be obtained from the team coordinator. 39. Administration: First floor: Harvey C. Eplee, DDS, MPA, MJ is the Assistant Dean for Clinical Programs. He oversees clinical programs, the coordinators, and all our computer software technology. He takes care of patient relationship problems that cannot otherwise be handled by clinical faculty. Fourth floor: Nancy M. Mills, RN, Ph.D. is the Interim Dean of the School of Dentistry. Edgar J. Ellyson, PhD is the Assistant Dean for Business Affairs. He takes care of business and is in charge of Facilities Management. John W. Killip, DDS is the Assistant Dean for Student Programs. He is in charge of admissions and recruitment of students to the SOD. Pamela R. Overman, EdD is the Associate Dean for Academic Affairs. She oversees Academic programs, Faculty Development, and is head of the Curriculum Committee. Students see her when they are in “trouble”. Vicki VanNoy, Purchasing 40. Pediatric Dentistry Department. This department is under the control of Dr. John Haynes and believe me…he is in control. He is a very nice guy who will answer any questions you may have. This department has control over transfer and dismissal of all pediatric patients. Do not inactivate or place pedo patients on recall—Refer them to the Pediatric Department. There are students available for emergency treatment for pedo patients on most days…otherwise emergencies will be seen in the emergency clinic. TP/GF/JP (Revised as of 9/2008) 8
  9. 9. 41. Books, pamphlets, etc. that you should have are in the Faculty Manual. For any special books that may be needed, check with the department heads (i.e. orthodontics, periodontics, removable prosthetics, etc.). 42. Making copies. The code for the copy machine can be obtained from the team clerk. The copy machine is located outside of Room 168 on the first floor. You can make up to 50 copies down here, any more and you need to go to the copy center on the 4th floor. If you go there, you must have a department or other account to charge it. 43. It is strongly recommended you go to the web site for the University of Missouri system ( and become familiar with overall scheme of things. There are a number of schools with which you may not be familiar. Search the website also for the communication network to see just how big and comprehensive the system in which you are a part. 44. By going through the mail room (4th floor) you can ship items UPS using the University as the origination point. Personal items are charged to you. 45. Safety glasses with side shields are available at no cost. Get the form in Room 168 and follow the directions. There are a number of signatures required, you take the form to an approved supplier, are fitted and you have to return a few weeks later to pick them up. These glasses emphasize safety and not style. Remember, clinic glasses with side shields are absolutely required. 46. After a few months, you will be able to see the organization of your clinic place. Constantly be aware of the surrounding conditions, including but not limited to, items on the floor, PPE’s hanging on the cubicle walls, unattractive and almost any decorations in cubicles, students not adhering to normal barrier techniques and any unsafe and unclean practices. Insist on the highest standards of conduct and appearance in your work place. 47. Word processing for SOD related communications is available. Inquire at Room 416 on the 4th floor or call ph#2086. 48. Employee Self Service provides secure and easy access to review and update your human resources, payroll and benefits information online. Go to: In Employee Self Service, you can: View pay advice detail (current and past), update federal tax withholding, update direct deposit information, maintain current address and phone numbers, create and update emergency contacts, view personal information, view vacation, sick, personal and comp time balances, and view employee and dependent(s) benefit plan enrollments. Employee Self Service gives you the ability to verify your information. Many of the items can be updated online. The goal is to give you a tool to keep your data current and accurate. 49. Pharmacies may ask faculty members for their NPI number prior to processing scripts. The UMKC School of Dentistry NPI is 1992786412. Please provide pharmacists requesting an NPI with this number. TP/GF/JP (Revised as of 9/2008) 9