Course Title: Assist with administration in dental practice

Part B: Course Detail

Teaching Period: Term2 2015

Course Code: OFFC5286C

Course Title: Assist with administration in dental practice

School: 155T Vocational Health and Sciences

Campus: City Campus

Program: C3299 - Certificate III in Dental Assisting

Course Contact: Ms. Suzanne Dellas Fatone

Course Contact Phone: +61 3 9341 1406

Course Contact Email: sue.fatone@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

             

Dental Health Acting Program Manager: Mr Nicholas Greer
Office hours: Monday to Friday 8:30 to 4:30 pm
Telephone +61 3 3941 1420
Email: nicholas.greer@rmit.edu.au 


Ms. Suzie Georgeivski
Office hours: Monday to Friday 8:30 to 4:30 pm
Telephone +61 3 3941 1418
Email: suzanna.georgievski@rmit.edu.au



 

Nominal Hours: 30

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites

This unit must be assessed after successful achievement of pre-requisites:

        HLTDA303D Prepare for and assist with oral health care procedures
        HLTIN301C Comply with infection control policies and procedures
        HLTIN302C Process reusable instruments and equipment in the health care setting
        HLTWHS200A Participate in WHS processes

Course Description

This unit of competency describes the skills and knowledge required for a dental assistant to assist the operator by managing appointments to suit the client and the organisation, to record and reconcile payments and to maintain client records
 

All procedures are carried out in accordance with work health and safety (WHS) policies and procedures, current infection control guidelines, Australian and New Zealand Standards, State/Territory legislative requirements and organisation policy


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

HLTDA306D Assist with administration in dental practice

Element:

1. Communicate effectively with clients and other persons

Performance Criteria:

1.1 Greet clients and other visitors appropriately
1.2 Make available an appropriate environment for the client to complete medical, dental and financial details
1.3 Listen carefully and be sensitive to client and/or carer point of view
1.4 Provide information to client and/or carer appropriately and completely using language that can be easily understood
1.5 Ensure client and/or carer understands information provided to them
1.6 Show empathy and respect for client and/or carer by being polite and avoiding negative comments

Element:

2. Respond appropriately to enquiries from clients and visitors

Performance Criteria:

2.1 Maintain personal dress and presentation
2.2 Operate communication equipment effectively
2.3 Respond to enquiries promptly, politely and ethically
2.4 Determine the purpose of an enquiry, the identity of the person and retrieve relevant record/s if required
2.5 Prioritise messages and record them legibly and accurately
2.6 Refer enquiries outside area of responsibility and/or knowledge to appropriate supervisor
2.7 Comply with organisation protocols for electronic communication with clients and/or carers
2.8 Maintain confidentiality of information relating to clients, staff and the dental practice/organisation

Element:

3. Allocate appointments appropriate to client and organisation requirements

Performance Criteria:

3.1 Identify the client’s appointment requirements
3.2 Agree an appointment time which meets the client’s preferences and the organisation’s requirements
3.3 Record the appointment details accurately and legibly using standard dental notation in the organisations appointment system
3.4 Provide a copy of appointment details to the client
3.5 Monitor appointment schedules and notify clients and the oral health care team of any necessary changes within a suitable timeframe

Element:

4. Calculate and record basic financial transactions

Performance Criteria:

4.1 Complete petty cash vouchers accurately and account for all monies
4.2 Calculate correct fees
4.3 Apply GST where appropriate in line with identified requirements
4.4 Check and record legibly and accurately payments received
4.5 Validate cheques and credit card vouchers
4.6 Provide the client with a receipt

Element:

5. Handle cash and record financial transactions

Performance Criteria:

5.1 Balance accurately monies received against records of payment in accordance with organisation policies
5.2 Secure cash is secured in an approved location
5.3 Respond to suspected breaches of security and take the appropriate action with minimum delay in accordance with organisation policies
5.4 Identify a record of bad debts and take appropriate action in line with office procedures
5.5 Follow banking procedures in accordance with organisation policies

Element:

6. Maintain client records

Performance Criteria:

6.1 Remove the correct client files and attach the appropriate fees and diagnostic records
6.2 Place files in order of appointment
6.3 Enter information legibly, accurately and update as appropriate
6.4 File client dental records correctly after use
6.5 Maintain up-to-date, accurate, legible and complete records of laboratory work

Element:

7. Assist with client recalls

Performance Criteria:

7.1 Apply knowledge of a client recall system
7.2 Mark client records with the relevant recall date as appropriate and as directed by the operator
7.3 Identify clients who are due for recall and notify them that an appointment is due
7.4 Follow-up with courtesy those clients who do not respond to a recall appointment request


Learning Outcomes


1.1 Greet clients and other visitors appropriately
1.2 Make available an appropriate environment for the client to complete medical, dental and financial details
1.3 Listen carefully and be sensitive to client and/or carer point of view
1.4 Provide information to client and/or carer appropriately and completely using language that can be easily understood
1.5 Ensure client and/or carer understands information provided to them
1.6 Show empathy and respect for client and/or carer by being polite and avoiding negative comments

2.1 Maintain personal dress and presentation
2.2 Operate communication equipment effectively
2.3 Respond to enquiries promptly, politely and ethically
2.4 Determine the purpose of an enquiry, the identity of the person and retrieve relevant record/s if required
2.5 Prioritise messages and record them legibly and accurately
2.6 Refer enquiries outside area of responsibility and/or knowledge to appropriate supervisor
2.7 Comply with organisation protocols for electronic communication with clients and/or carers
2.8 Maintain confidentiality of information relating to clients, staff and the dental practice/organisation

3.1 Identify the client’s appointment requirements
3.2 Agree an appointment time which meets the client’s preferences and the organisation’s requirements
3.3 Record the appointment details accurately and legibly using standard dental notation in the organisations appointment system
3.4 Provide a copy of appointment details to the client
3.5 Monitor appointment schedules and notify clients and the oral health care team of any necessary changes within a suitable timeframe

4.1 Complete petty cash vouchers accurately and account for all monies
4.2 Calculate correct fees
4.3 Apply GST where appropriate in line with identified requirements
4.4 Check and record legibly and accurately payments received
4.5 Validate cheques and credit card vouchers
4.6 Provide the client with a receipt

5.1 Balance accurately monies received against records of payment in accordance with organisation policies
5.2 Secure cash is secured in an approved location
5.3 Respond to suspected breaches of security and take the appropriate action with minimum delay in accordance with organisation policies
5.4 Identify a record of bad debts and take appropriate action in line with office procedures
5.5 Follow banking procedures in accordance with organisation policies

6.1 Remove the correct client files and attach the appropriate fees and diagnostic records
6.2 Place files in order of appointment
6.3 Enter information legibly, accurately and update as appropriate
6.4 File client dental records correctly after use
6.5 Maintain up-to-date, accurate, legible and complete records of laboratory work

7.1 Apply knowledge of a client recall system
7.2 Mark client records with the relevant recall date as appropriate and as directed by the operator
7.3 Identify clients who are due for recall and notify them that an appointment is due
7.4 Follow-up with courtesy those clients who do not respond to a recall appointment request


Details of Learning Activities


A combination of learning activities will support student’s learning in this unit, such as

  • Facilitator led classroom based lecture and or workshop using PowerPoint Presentations.
  • Demonstration and classroom discussion.
  • Group discussions.
  • Participation in group activities based on simulated workplace exercises.
  • Simulated computer activities.
  • Written classroom tasks.
  • Self managed research to support completion of Dental Administration Case Study.
  • Dental Administration Online Quiz (multiple choice, true and false and short answer questions).
  • Work based learning and experience in administraion procedures and application in dental practice. 
     


Teaching Schedule


This unit is scheduled for delivery for both Trainee Groups and Non Trainee Groups in classrooms on Level 3 or 2 of
Building 154 (within the Royal Dental Hospital of Melbourne). Notification will be provided via student email if the
date or location change. The classes will be delivered over the last two Phases of the program.

Following schedules are detailed in the timetables issued on Phase 1 Day 1 and are provided on BlackBoard
(subject to change at the discretion of RMIT, in this event notification will be provided to your student email).

Phase 3 Topics:

  • Communication I: (Facilitator led class work shop/activities).
  • Communication II: (Facilitator led class work shop/activities).

Phase 4 Topics:

  • The Dental Practice (Front Desk)
  • Dental Electronic Records: (Facilitator led class work shop/practical simulated computer assessment).
  • Dental Appointments and Recall Appointments: (Facilitator led class work shop/activities)
  • Patient Records: (Facilitator led lecture& workshop).
  • Cash Management: (Facilitator led class work shop/activities). 


Learning Resources

Prescribed Texts

Bird D. & Robinson D.(2012),  Modern Dental Assisting, 11th Ed. W.B. Saunders Company. Philadelphia


References


Other Resources

Students will be expected to utilise a range of recent and appropriate library, electronic, text and other resources.
Students will be provided with resources and tools for learning in this course through myRMIT Studies (BlackBoard).

  • Australian Dental Association Vic Branch (2005): Human Resources Manual for Dental Practices.
  • Australian Dental Association Vic Branch (2005): Systematic Operating Procedures. A manual for infection control
    & occupational health and safety for the Dental Practices.
  • Australian Dental Association Vic Branch (2012): Privacy Manual for Dental Practices.
  • Finkbeiner, B.L. & Finkbeiner, C.A. (2010) Practice Management for the Dental Team. 7th. Ed. Mosby USA.
  • Gaynor, L. (2012) The Administrative Dental Assistant Saunders, 3rd. Ed. Canada.
  • Workplace Administration Manuals
  • Evolve Student Online Resources  https://evolve.elsevier.com/cs/product/9780323225878?role=student#
  • myRMIT Studies (Blackboard) for RMIT Online resources
  • RMIT Library for textbooks and other resources
  • RMIT Library (Dental Guides): http://rmit.libguides.com/dental  
     

RMIT provides all students with an extension range of online and campus based study support services ranging from:


Overview of Assessment

Assessment will include demonstration of underpinning skills and knowledge, assessment activities may include quizzes, project work, simulated computer demonstration and written work.


 


Assessment Tasks



1. Simulated computer assessment (simulated clinical observation) Phase 4 as per timetable.
The HLTDA306D Assist with Administration in Dental Practice Overview of Assessment document is issued in Phase 3
and provides a checklist of the items that will be observed in the simulated computer assessment. This checklist is based
on the following topics: Patient Records, Dental Appointments, Recall Appointments and Cash Management.  

2. Dental Administration 4 Online Tests (post Phase 4)
The four online tests (post Phase 4) is a combination of multiple choice questions, true & false and matching questions. 
A final mark of 100% is required for the four online tests a pass in HLTDA306D Assist with Administration in Dental Practice and
the student is allowed three attempts.

3. Dental Administration  Case Study (post Phase 4)
The HLTDA306D Assist with Administration in Dental Practice, Dental Administration  Case Study is submitted via Turn-it-in and is
based on a scenario relating to working at the administration desk in a dental practice.

You will attempt the computer practical assessment under supervision of the teacher and you will be graded with either a S (Satisfactory)
or NYS (Not Yet Satisfactory) according to the assessment guidelines outlined in the HLTDA304D Assessment Overview.
 


Assessment Matrix

 To achieve a grade of CA (Competency achieved) for the unit HLTDA306D/OFFC5286C Assist with Administration in Dental
Practice, you are required to obtain a pass result for all the following theoretical and practical assessments.


1. Simulated computer assessment (Dental 4 Windows computer program), Phase 4 Day 3 as per timetable.


2. Dental Administration 4 Online Tests (post Phase 4 and prior to the end of the enrolment for HLTDA306D Assist with Administration in dental practice):
pass mark 100% for all 4 online tests.

3. Dental Administration Case Study (post Phase 4 and prior to the end of the enrolment for HLTDA306D Assist with Administration in dental practice).

Failure to complete any of the above listed tasks/assessments will result in an NYC (Not yet competent) for the unit
HLTDA306D/OFFC5286C Assist with Administration in Dental Practice . A NYC result will be entered in the student record. This will
result in non-completion of this unit of competence and re-enrolment will be required incurring fees and a return to class
work and completion of any relevant assessments at the time of the re-enrolment.

(The Assessment process must be finalised and a result entered by the end of the RMIT enrolment for the unit
HLTDA306D/OFFC5286C Assist with Administration in Dental Practice ).

Other Information


Plagiarism
RMIT University requires that you present only YOUR work for assessment. Plagiarism is a form of cheating.
It is the presentation of the work or idea of another person. Plagiarism is NOT acceptable. Penalties can
include charges of academic misconduct, cancellation of results and exclusion from your course.
Please note: It is also a disciplinary offence to allow your work to be plagiarised by another student. When signing the
coversheet (electronic or paper based), you are declaring that the work is not plagiarised.

Special consideration  
Please note: Students may apply for Special Consideration as per the information via the RMIT website
http://www1.rmit.edu.au/students/specialconsideration  if they believe that to complete assessment for this unit by the
submission date has been affected by factors beyond their control. Special consideration must be lodged prior
to or within 48 hours of the scheduled assessment time or assessment submission date.
The application for Special  Consideration is NOT granted automatically on application.

 


RMIT assessment policies - RMIT University: http://www1.rmit.edu.au/students/assessment

Assessment Appeal Process 
The Appeals Against Assessment policy and procedure applies to all coursework programs in all careers. The appeal process is
staged and students are required to follow each stage in order to ensure their full entitlement to
appeal, this is available on http://www.rmit.edu.au/browse;ID=nwjxaifdrgle (unresolved)

 

 

Course Overview: Access Course Overview