Second Year Summer Quarter Clinical Orientation and Training Manual

Academic Standing and Career Success Programs

• To maintain good academic standing, students must fulfill GPA requirements that encompass both didactic and clinical performance. These components contribute to the cumulative GPAs used for academic evaluations.

• Clinical good standing is a prerequisite for continuing in the clinics.

• Enrollment in Enrichment Programs depends on specific criteria searchable under "MyPasFIC" by entering the keyword "enrichment."

• Support regarding academic grading, curriculum, or course-specific inquiries is available through Dr. Ozan and the team located on the $4^{th}$ floor.

Attendance and Absence Policies

• Attendance requirements are specific to each course, and students are mandated to read the requirements for each individual syllabus.

• The school maintains a single, unified absence policy where reporting an absence is mandatory rather than optional.

• Absences must be reported via a dedicated Microsoft Form. This form should be submitted prior to the absence if possible, or at least on the morning of the day the student is absent.

• Documentation from a medical provider or other relevant authority is required if a student misses an assignment or exam. This documentation should be submitted within $1$ day of the absence.

Core Values, Ethics, and Humanism in Clinical Practice

• The foundation of the learning environment is built on humanism, respect, dignity, and trust.

• Institutional core values include:

  • Excellence: Committing to superior clinical care, education, and services.

  • Integrity: Acting with honesty and accountability in all professional interactions.

  • Leadership: Contributing meaningfully to the dental profession and the community.

• Professionalism centers on patient care and respect for staff, including those in the dispensary and support departments.

• Ethical obligations include:

  • Doing no harm and putting the patient first.

  • Obtaining proper informed consent.

  • Maintaining HIPAA confidentiality and avoiding conflicts of interest.

  • Reporting errors and "near misses."

  • Upholding academic integrity in the laboratory, simulation lab, and clinic.

• Humanism in action involves respecting diversity, learning from mistakes without shame, and fostering a collaborative environment.

White Coat Ceremony: Procedures and Logistics

• The White Coat Ceremony is managed by Sandra Darian from the Marketing department.

• Location: The Palace of Fine Arts Theater, a major San Francisco landmark located near a monument and a pond.

• Schedule for Saturday:

  • $09:45$: Students must be in line on the sidewalk at the theater (analogous to a TSA security line).

  • $10:15$: Theater doors open for students.

  • $10:30$: Theater doors open for guests.

  • $10:45$: Students must be in their assigned seats (boarding for the "flight" closes).

  • $11:00$: Ceremony begins with remarks from Dr. Chavez. Remarks are also given by representatives from the CDA, CDHA, and Dr. Knight.

• Attendance logistics:

  • Parking: Letterman Garage ($10$ minute walk, paid) or Marina Green (public parking). Guests are advised to leave cars empty to avoid theft.

  • Tickets: Mandatory for entry; barcodes are scanned once and are not reusable. Children over age $3$ require a separate ticket.

  • Check-in: Required upon arrival. Students must obtain an orange ticket from admissions lines based on last names (one line dedicated to IDS students).

  • Attire: White coats will be placed on chairs. Students should wear profession clothing and overcoats for the morning fog.

• Ceremony Protocol:

  • Students walk single file through Red Curtains to the stage.

  • An "X" on the stage marks the spot near the podium where names are read by Sam.

  • Students are coated by their Group Practice Leaders (GPLs) and then take a photo with Dr. Ozdemir and Dr. Chavez.

  • President of the Alumni Association, Dr. Y, presents students with a note card and a magnetic pin.

  • The Oath is read simultaneously by the whole class, led by Dr. Assadi.

Clinical Oral Health (COH) Department Policies

• Leadership: Dr. Shita Gupta (Chair), Dr. Nilu Narasaki (Vice Chair), and various Group Practice Leaders (GPLs) including Dr. Lori Duran Garcia from $3C$.

• Communication: Students must read and comply with all emails sent from "SF Clinic Operations" or Dr. Assadi’s office.

• Group Practice Coordinators (GPCs): GPCs manage the practice, chair assignments, patient assignments, and rotation schedules. They are the first contact for challenging patient situations.

• Clinic Schedule: Follows an "AB/BA" flip-flop pattern (morning vs. afternoon sessions). Students must be in their designated areas regardless of patient scheduling.

• Operatory Efficiency: Final patients should be dismissed $15$ to $30$ minutes before the session end ($12:30/12:45$ for morning; $04:30/04:45$ for afternoon) to ensure notes, procedure codes, and swipes are completed.

Clinical Training and Performance Expectations

• Clinical Process Practicums: Students must complete a peer practicum before performing an ODTP (Oral Diagnosis and Treatment Planning) on a live patient.

• Minimum expectations include $3$ ODTPs by the end of summer and $20$ by the end of the year.

• Grading for COH $216$ (Patient Management and Productivity):

  • Professionalism ($10$ points).

  • GPL Rating and Clinical Team Feedback.

  • Mastery of patient records and Axiom management.

• Grading for COH $218$ (Clinic Management and Judgment):

  • Patient Record Management ($25$ points).

  • Maintenance of an $80\%$ scheduled/planned appointment rate.

  • Avoidance of "missing codes," which result in being locked out of the clinical system.

Specialty Department Orientations

Endodontics (EN $253$ and $254$)

• Dr. Craig Dunlap (Vice Chair and Pre-doctoral Director) oversees training.

• Course Sequence: EN $253$ (Basic Endodontics, summer) and EN $254$ (Advanced Topics, autumn).

• Endo Block: Hands-on lab training using extracted teeth: two-rooted premolars, maxillary first molars, and mandibular first molars.

• Practical Exams: Clinical continuation exams are scheduled in the morning (e.g., May $10$ for Group B).

• Requirements: Students must assist D3s/IDS students in endo clinic $2$ times. Forms for assisting are found in the $2D$ hallway.

• Second-year students may start treating family members in spring if senior requirements are met.

Clinical Radiology (DS $266$)

• Requirements: $10$ Full Mouth Series (FMX) and $5$ Panoramics (Panos) over the year.

• Competencies: After $5$ FMX experiences, students may challenge two live-patient FMX competencies and two live-patient Panoramics competencies.

• Analysis Competencies: Includes two FMX image analyses and two Panoramic positioning/landmark analysis sessions.

• Prerequisites: Patients must have a signed treatment plan, the "P star" removed (payment), and be on the radiology schedule.

Pediatric Dentistry (PD $240$)

• Rotations: Typically start in the winter quarter of the second year ($2$ weeks, half days).

• Clinical exposure: Behavior management, sealants, trauma, and procedures under Nitrous or General Anesthesia ($GA$).

• Competencies: SSC (Stainless Steel Crown) competency moved to the first rotation. Seminar presentations involving case reflections are required on Fridays.

• Patient Presentation Worksheets (PPW): Must be filled out for every patient, including medical history, dental concerns, and social history.

Oral and Maxillofacial Surgery (OMFS)

• Dr. Nicks and Dr. Mashkor provide guidance for hands-on extractions and consultations.

• Minimum Experiences: $3$ consults and $3$ extraction cases (not just $3$ teeth) before challenging competencies.

• Consult Code: $D0140$ (Limited Oral Evaluation).

• Nitrous Oxide: Training involves a didactic portion (BMS $220$) and a night clinic delivery (Monday/Thursday).

• Grading Scale for Extractions:

  • A: $30$ procedures.

  • B: $20$ procedures.

  • C: $10$ procedures.

  • (IDS students roughly $2/3$ of these totals).

• Triple-check Safety Protocol: 1. Medical history review (blood pressure); 2. Start check (P star and consent); 3. Surgical Time-out (pointing to the tooth with faculty observation).

Infection Control and Patient Safety Protocols

• Water and Suction Lines: Water lines must be purged for $2$ minutes at the start of every session. Suction lines must be cleaned with the provided solution at the end of every session.

• Personal Protective Equipment (PPE): Utility gloves and eye protection are required for cleaning/disinfecting. Headphones are prohibited during patient care.

• Barrier Requirements: Barriers must be placed under anything on the counter. Only sterile strips and grading papers may be in the center panel.

• Instrument Protocols: Sterile pouches must only be opened in the operatory while the patient is present. Sharps (blades, needles, broken instruments) go in the red containers.

• Biohazard Waste: Only gauze drenched in blood, tissue, or pus goes in the biohazard bag ($not$ dry gauze).

• Professional Appearance: No joggers; ankles and calves must be covered. Nameplates must be displayed during operatory use.

• Competition: A "Friendly Competition" rewards groups for high compliance in infection control; currently, $3C$ is ranked number $1$.

Patient Finance and Revenue Cycle

• Patient Care Coordinators (PCCs) handle financial arrangements and insurance coverage ($Medi-Cal/Denti-Cal$).

• PCC Assignments:

  • Maria Brand ($3^{rd}$ floor): Groups $3A, 3BA, 2AB$.

  • Des Beltran ($3^{rd}$ floor): Groups $3C, 3BB, 2AA$.

  • Irene Vargas ($2^{nd}$ floor): Groups $2C, 2B$.

• Financial Conversations: Students should avoid discussing specific fees or coverage with patients to prevent misinformation; refer patients to the PCC waitlist in Axiom.

• Billing Issues: Issues must be resolved promptly (e.g., miscoded surface fillings or crowns) to ensure the school receives payment.

Student Health and Immunization Compliance

• Karen from Student Health manages compliance via the student portal.

• Insurance Waivers: Due July $31$ annually if using private insurance.

• Annual Requirements:

  • TB Screening: Updated annually (skin tests now require a $2$-step process; blood tests preferred).

  • Flu and COVID shots: Required annually. Flu shots are offered for free in October.

  • Tdap: Required every $10$ years.

• Compliance Gaps: Failure to maintain compliance results in being pulled from the clinic and rotations.

• Verification: Students must hit the "Done" or "Submit" button when uploading PDF records (avoid screenshots). Records are verified through secondary state portals.

Service Animal Policy and Sentinel Events

• Only one service and support animal per patient is permitted. Animals must be on a leash, house-trained, and not on furniture/laps.

• Sentinel Events: Serious breaches of protocol such as unsupervised care (no faculty present while treating a patient) or unethical treatment decisions. These can result in point loss or dismissal.