Adams School of Dentistry: Policy on Timely Signing of Clinical Assessment Forms

Introduction

Purpose

The UNC-Chapel Hill Adams School of Dentistry ("ASOD") must ensure that learner clinical experiences are assessed and documented in a timely manner. The goal of the assessments and documentation is to provide learners with important feedback on their performance, and to accurately evaluate learner progression and practice readiness.

Scope

This policy applies to all individuals in the ASOD who teach in the predoctoral clinics with Doctor of Dental Surgery (DDS) learners.

Background

Completion of records influences the ability to accurately assess learners' clinical experiences. Given the longitudinal and holistic nature of the ASOD's clinical assessment framework, timely review is key. Learners are expected to complete their Assessment of Clinical Encounter (ACE) forms on the same day, which are then assigned to the attending faculty for grading. Based on faculty input, best practice is to finalize learner ACE forms within 24-48 hours from the patient appointment. The ACE form is a critical component of documentation and communication with learners on their development and readiness to practice. Accordingly, documentation standards are necessary to set expectations for assessment.

The chairs of clinical divisions are ultimately responsible for ensuring that providers in their respective divisions adhere to ASOD policies. Uniform documentation standards are necessary for consistency and clarity.

Policy for Faculty

Minimum Standard

The minimum standard is that all attendings must complete 95% of ACE forms within eight (8) calendar days and 100% by 30 calendar days. (Please note that every learner must be graded to determine practice readiness.)

Reporting

A monthly notice will be sent to each division chair and their designee, reporting for each faculty member:

  • the total number of ACE forms assigned to that faculty member in the month,
  • the number of those ACE forms that remained unrated after 8 calendar days and after 30 calendar days, and
  • the faculty member’s resulting compliance rate (%) of completion within 8 calendar days and 30 calendar days.

Sanctions

  • In a fiscal year (July 1 - June 30), the first failure to meet the minimum standard will result in a warning. 
  • In a fiscal year, the second failure to meet the minimum standard will result in suspension of all clinic privileges until outstanding ACE forms are completed.
  • In a fiscal year, the third failure to meet the minimum standard means that a provider is not eligible for any incentive for the quarter in which the provider failed to meet the minimum standard for the third time.
  • Any exceptions to this policy and the above sanctions must be approved by the Chair and Dean in writing and will only be granted for exceptional circumstances, such as major illness directly limiting ACE form completion.

Policy for Residents

Minimum Standard

The minimum standard is that all attendings must complete 95% of ACE forms within eight (8) calendar days and 100% by 30 calendar days. (Please note that every learner must be graded to determine practice readiness.)

Reporting

A monthly notice will be sent to each division chair and their designee, reporting for each faculty member:

  • the total number of ACE forms assigned to that faculty member in the month,
  • the number of those ACE forms that remained unrated after 8 calendar days and after 30 calendar days, and
  • the faculty member’s resulting compliance rate (%) of completion within 8 calendar days and 30 calendar days.

Sanctions

  • In a fiscal year (July 1 - June 30), the first failure to meet the minimum standard will result in a warning. 
  • In a fiscal year, the second failure to meet the minimum standard will result in suspension of all clinic privileges until outstanding ACE forms are completed.
  • In a fiscal year, the third failure to meet the minimum standard means that the resident's stipend will be suspended.
  • Any exceptions to this policy and the above sanctions must be approved by the Chair and Dean in writing and will only be granted for exceptional circumstances, such as major illness directly limiting ACE form completion.

Contact Information

Name: Dr. Ed Swift

Title: Executive Vice Dean for Education

Telephone: 919-918-1259

Email: edward_swift@unc.edu

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Details

Article ID: 144083
Created
Tue 2/7/23 8:59 AM
Modified
Tue 2/21/23 5:08 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Adams School of Dentistry
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Executive Vice Dean for Education
Next Review
Date on which the next document review is due.
06/01/2025 12:00 AM
Last Review
Date on which the most recent document review was completed.
02/07/2023 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
02/07/2023 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/15/2023 12:00 AM
Origination
Date on which the original version of this document was first made official.
02/07/2023 12:00 AM