Dentists and dental team members had questions for CDA and The Dentists Insurance Company analysts last week at CDA Presents The Art and Science of Dentistry in Anaheim. The analysts fielded questions related to dental benefit plans, employment practices, practice management and regulatory compliance at their individual lectures and at the Member Benefits Center in the exhibit hall.
Here, five analysts present the two questions they heard most often at the convention and provide succinct answers plus member-only resources for additional support on the topics.
Dental benefit plans
Are dental plan audits legal?
Yes, they are legal. Furthermore, as a contracted provider, you are contractually obligated to comply with the dental plan’s request to provide records.
See: Understanding Dental Benefit Plan Audits (CDA)
How can I best evaluate going out of network with dental plans?
Evaluating what plans you should or shouldn’t contract with is an individual business decision, but CDA provides support and resources on doing an evaluation for your practice to help with that decision.
See: Evaluating Dental Benefit Plans Checklist (CDA)
Employment practices
How long do I need to retain my employee records?
There is no single retention rule for all employee records – it depends on the type of records. When in doubt, keep employment records for at least four years after termination and never destroy records tied to a pending claim, complaint or lawsuit.
See: Employee Records
Records and Documents Retention Guidelines (CDA)
My employee would like to work through lunch; can I allow that?
Yes, but only in limited situations. If an employee works six hours or less, they may voluntarily waive their meal break by mutual agreement with the employer. Meal break waivers should always be voluntary and documented in writing.
See: Meal and Rest Break Considerations. Sample Policy and Meal Break Waiver(CDA)
Practice management
Does CDA have forms that I can use in my discussions with patients?
Yes, these include our New Patient Information Form Bundle, Informed Consent Forms, and the Financial Agreement and Consent Form.
Regulatory compliance
I had already filed a DBA for my dental practice, but the Dental Board of California rejected it. Why?
A: The board has strict rules on acceptable fictitious names. It is best to obtain the board permit prior to filing a DBA with the county.
Fictitious Business Name (CDA)
Application for Fictitious Name Permit (dental board)
We suspected an incidence of domestic violence and reported it to the authorities, but our staff cannot locate the required reporting form. Where is it?
A CDA resource includes links to all forms needed for mandated reporting. The term “domestic violence” is not used specifically, but mandated reporters are required to report injuries suspected to be a result of violence.
See: California State Mandated Reporting (CDA)
Risk management
An employee who occasionally complains of wrist soreness is off work and treating with their primary care physician. There has been no prior indication that the injury is work-related. Do I need to give them a workers’ compensation claim form?
Follow up with the employee to determine if their physician has mentioned what could be causing their symptoms. If the physician or employee believes their work duties are contributing in some way to the injury/symptoms, the employee should be provided with a claim form.
Workers’ Compensation Claims Process (TDIC)
What is the standard of care regarding the frequency of dental X-rays?
The standard of care for X-rays generally is based on the patient’s individual needs, risk factors, symptoms and clinical findings. Dentists should use their own professional judgment in determining when diagnostic X-rays are necessary for diagnosis and treatment while also documenting recommendations and any patient refusal.
X-Rays/Radiographs guidelines (ADA)
Year-round support for dentists and their teams
When the analysts are not at CDA Presents, they are developing and updating resources for dentists and their teams and answering members’ questions via phone and email. Learn more about CDA’s expert analysts and how your practice can contact them year-round with questions about the business side of dentistry.
You can also contact TDIC’s Risk Management Advice Line with questions about an issue’s potential risks. The advice line is a no-cost benefit available to all CDA members.