Course Title: Assist with administration in dental practice

Part B: Course Detail

Teaching Period: Term1 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 Program Manager: Mr Mark Doherty
Office hours: Monday to Friday 8:30 to 4:30 pm
Telephone +61 3 3941 1407
Email: mark.doherty@rmit.edu.au
 
Ms. Sue Fatone
Office hours: Monday to Friday 8:30 to 4:30 pm
Telephone +61 3 3941 1406
Email: sue.fatone@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 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.

Below is a guide to the underpinning knowledge and skills that the learner will need to demonstrate. This schedule
is a guide only to provide adequate time for the learner.

Phase 3 Topics:

  • Communication I: (one hour, facilitator led class work shop/activities).
  • Communication II: (one hour, facilitator led class work shop/activities).

Phase 4 Topics:

  • Dental Appointments and Recall Appointments: (two hours, facilitator led class work shop/activities)
  • Cash Management: (two hours, facilitator led class work shop/activities).
  • Dental Electronic Records: (two hours, facilitator led class work shop/practical simulated computer activities).
  • Patient Records: (one hour: facilitator led lecture& workshop).
  • Simulated computer assessment (one hour).

Total hours - 9 hours
The student is expected to undertake 21 hours of self managed research, completion and submission of the Dental Administration
Case Study, completion of the Dental Administration Online Quiz  and on the job workplace training in this unit of competence.

Nominal Hours - 30 hours
 


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


To achieve a grade of CA (Competency achieved) for the unit HLTDA306D Assist with adminstration in dental practice
you are required to obtain a pass result  for all the following theoretical and practical assessments that
are used to measure elements, performance criteria, essential knowledge and essential skills as outlined in the
health training package. The HLTDA306D Assist with Administration in Dental Practice Overview of Assessment document
is issued in Phase 3 Day 1 and provides a checklist of the items that will be observed in all assessments.


Simulated computer assessment (simulated clinical observation) Phase 4 Day 3.
The HLTDA306D Assist with Administration in Dental Practice Overview of Assessment document is issued in Phase 3 Day 1
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 Apointments, Recall Appointments and Cash Management  

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

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 senerio relating to working with a patient at the front desk.

Direct credit transfer and RPL:
Direct credit transfer is available to students who have already completed the same or similar courses.
Recognition of prior learning is available to students who have relevant prior skills or experience.
Please refer to http://www.rmit.edu.au/browse;ID=8u7jborsx9dy (unresolved) 

 Work submitted for assessment:
Assessments that require work to be submitted must be handed in by the due date designated
by the unit teacher. Details of the due date for each assessment item are included in the unit Assessment
overview. Students are expected to prepare all assignments and other written work in a professional manner.
More information on general academic study and writing skills can be found on the “Learning Lab”
http://emedia.rmit.edu.au/learninglab/ . All work submitted for assessment must be submitted electronically
unless directed by the unit teacher.

Harvard style is used for all referencing and for bibliography. Care must be taken to reference all work correctly
and to avoid plagiarism. Be sure not to plagiarise unintentionally. Students must keep a copy of all submitted
assessments including electronic copies.

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


Assessment Matrix

 

Other Information


This unit of competency is delivered against current industry standards. It is recommended that all students are familiar
with the current ADA Infection Control Guidelines Document 2012 or the most current version of this document.

Students are required to support the learning outcomes for Unit HLTDA306D with work based experience and further
self managed research to support positive outcomes in this Unit.
 

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 without appropriate referencing, as though it is your own.Plagiarism
is NOT acceptable. Penalties can include charges of academic misconduct, cancellation of results andexclusion from
your course.

Please note: It is also a disciplinary offence to allow your work to be plagiarised by anotherstudent. When
signing the coversheet (paper or electronic) to submit your assessments, 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://www.rmit.edu.au/browse;ID=b1wqvnwk8aui (unresolved) if they believe 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.

Special consideration online application RMIT University: http://www.rmit.edu.au/students/specialconsideration/online

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

Failure to complete any of the above listed tasks/assessments will result in NYC (Not Yet Competent) or DNS (Did Not Submit)
result for unit HLTDA306D Assist with administration in dental practice. This will result in non-completion of the unit requiring
re-enrolment incurring fees, return to class work and completion of any relevant assessments at the time of the re-enrolment. 

The assessment result is final and a second opportunity for re-assessment will be NOT be provided unless the student
has applied for and been granted SpecialConsideration as per RMIT Assessment Policy http://www.rmit.edu.au/browse;ID=od0oagg9uc111 (unresolved)

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 is available
on http://www.rmit.edu.au/browse;ID=nwjxaifdrgle (unresolved)

Course Overview: Access Course Overview