Introduction
Purpose
The UNC Adams School of Dentistry (“ASOD”) must ensure that learner clinical experiences are assessed and documented in a timely manner 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 DDS learners, including full-time faculty, adjunct faculty, and residents.
Background
Timely completion of records greatly impacts our ability to accurately assess learners’ clinical experiences. This is particularly important given the longitudinal and holistic nature of ASOD’s clinical assessment framework. Learners are expected to complete their ACE forms on the same day, which are then assigned to the attending faculty for grading. Based on faculty input it was determined that best practice to finalize learner ACE forms would be within 1 business day and not to exceed 3 business days from the patient’s appointment. The ACE form is a critical component of documentation and communication with learners on their development and readiness to practice.
Uniform documentation standards are necessary for consistency and clarity.
Policy
Minimum Standard
The minimum standard is that all attendings must complete 95% of ACE forms within 3 business days and 100% by 7 business days. (Please note that every learner must be graded to determine practice readiness.)
Reporting
A monthly notice will be sent to each department chair, division lead, and their designees, 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 3 and 7 business days, and the faculty member’s resulting compliance rate (%) of completion within 3 and 7 business days.
Sanctions
- The first failure to meet the minimum standard in an academic year will result in a warning to the faculty.
- The second failure to meet the minimum standard in an academic year will affect faculty’s annual evaluation
- The third failure to meet the minimum standard in an academic year could affect faculty merit increases and clinical incentives.
- Any exceptions to this policy and the above sanctions must be approved by the Department Chair in writing and will only be granted for exceptional circumstances, such as medical and personal leave requests
Enforcement
Department Chairs are ultimately responsible for ensuring that providers in their respective divisions adhere to ASOD policies.
Contact Information
Name: Dr. Ed Swift
Title: Executive Vice Dean for Education
Telephone: 919-918-1259
Email: edward_swift@unc.edu