Clinic Memo

September 12, 2025 |  Clinical Operations

Note: To find topics from previous bulletins, please use the search icon [🔎] in the top right-hand corner of this page.

ATTENTION: Increased cavitron cord damage due to cord wrapping techniques

Key Points for Proper Cord Handling: 

1.Avoid wrapping Too Tightly: Ensure that the cords are not wrapped around any equipment. Tight wrapping can create stress on the cord, leading to internal fraying and electrical issues. 

2. Use Gentle Coiling Techniques: When returning the Cavitron to the soiled dispensary counter, coil the cords loosely in a manner that does not put excessive pressure on any section of the cord. A circle coiling method is preferred over tight loops, as pictured below. 

3. Avoid Overstretching: Do not stretch the cords beyond their intended length. This can cause internal damage to the     wiring and lead to premature failure.

4. Regular Inspection of equipment at time of check out: Inspect the cords for signs of wear, including fraying, exposed wires, or other signs of damage. Follow the Process for Returning Damaged Items if any equipment is found to be damaged.

REMINDER: AARC Forms

Treatment-specific AARC Forms (Acknowledgement of Additional Risks & Considerations) are required for Patients (or legal guardians/signing authorities) to sign, along with the Consent to Treatment & Financial Agreement once treatment is planned.  

Once the Patient consents to the treatment plan, please look for red "Do Not Enter" signs (in the axiUm Treatment History) adjacent to treatment codes requiring treatment-specific AARC forms signed.

PROCESS/WORKFLOW:

1. Treatment Provider plans treatment

2. Supervising faculty approves treatment plan

3. Treatment Provider reviews draft of Consent to Treatment & Financial Agreement with Patient, including fees and basic risks and considerations

4. Patient consents to treatment by signing Consent to Treatment & Financial Agreement

5. Treatment Provider identifies need for treatment-specific AARC Form (red "Do Not Enter" sign in axiUm treatment history)

6. Treatment Provider reviews each treatment-specific AARC form (there may be several) with Patient ie. Additional Risks & Considerations section

7. Patient acknowledges treatment-specific additional risks and considerations, and signs AARC Form

8. When Treatment Provider accompanies Patient to Patient Services for "check out", PS Clerk will ask Treatment Provider if any AARC forms need to be printed or email out to Patient (Patient will provide PS Clerk with print/email preference)

9. Hopefully, this will provide the Patient with some time to digest the information prior to coming in for higher risk treatment.

The completed consent can be found in the patient’s chart - EHR - Attachments/Consents - Analog Consents. 

ATTENTION: DDS Students, axiUm step code "A"

Fixed Prosth Pre-Treatment Lab Work should be approved as “In Process” by Paul or Joe in the lab. This allows the opportunity for a valuable learning experience for the students, working with the lab to assess the wax up and review the case. The code will then be changed to “Complete” as treatment proceeds, and be approved by the supervising instructor. 

NEW: You need to book a meeting room in KEC? Please complete the KEC Meeting Room Request Form located on DentraNet > Oral Health Clinic.

REMINDER: If you are looking for protocols or policies related to the Oral Health Clinic, please consult the Clinic Manual. You can press Ctrl and F simultaneously to open a "Find" dialog box, where you can enter text to locate all relevant instances within the manual. If you are unable to find the information you need, please feel free to ask for assistance.

ATTENTION: Dispensary Account

Here is process for viewing your axiUm dispensary account to check the items that have been assigned to you. If you need to check what items are assigned to you in your Dispensary Axium account or view the kit number associated with your account, please follow these steps:

1.Go to the Personal Planner section

2. At the top, you will see two tabs: Dispensary History DDS and Dispensary History DH

3.Click on the tab corresponding to your student group.

4.This will display a list of all items currently assigned to you in your dispensary account