Adams School of Dentistry: Dental Technology Purchasing Policy

The Adams School of Dentistry (ASOD) encourages the exploration of new types of dental technology - be it hardware, software or some combination thereof - that could potentially support its mission of outstanding patient care, teaching and research. The purpose of this policy is to set guidelines for the proper vetting and evaluation of any such technology, so that all concerns related to cost, maintenance and administration, and data security are addressed at the outset.

Unit Policy

Title

Adams School of Dentistry: Policy on Purchasing Dental Technology

I. Introduction

Purpose

The Adams School of Dentistry (ASOD) encourages the exploration of new types of dental technology - be it hardware, software or some combination thereof - that could potentially support its mission of outstanding patient care, teaching and research. The purpose of this policy is to set guidelines for the proper vetting and evaluation of any such technology, so that all concerns related to cost, maintenance and administration, and data security are addressed at the outset. 

Scope

This policy applies to all ASOD faculty, staff and students who are interested in exploring potential adoption and implementation of dental technology that does not otherwise already exist at the school.

II. Policy

Policy Statement

Any faculty member, staff employee or student of ASOD who is interested in investigating the features, capabilities and applicability of existing, commercial dental technology, be that hardware, software or some combination thereof, with the intent of purchasing said technology for use within the school, must follow the steps as outlined below.

• Talk to the relevant department chair to determine if the technology is already being considered or has been in the recent past
• Notify the relevant department chair prior to any exploratory meetings being conducted (in-person or via Zoom/Teams) with vendors
• Review the UNC Vendor Relations Policy - https://policies.unc.edu/TDClient/2833/Portal/KB/ArticleDet?ID=131319

Evaluation and Purchasing Process

• Upon notice of interest in investing in any new dental technology, department chair contacts director of advanced dental technology regarding curricular integration and ASOD IT to determine if similar technology already exists within ASOD and to begin conversations about integration with existing IT systems, as needed
• If the technology is determined to be new to ASOD, the director of advanced dental technology sets up exploratory meeting(s) with the vendor in coordination with the department chair
• If a decision is made to move forward, the director of advanced dental technology requests a comprehensive cost estimate (i.e, quote) from the vendor
• If Tier 2 or Tier 3 data are in scope, ASOD IT begins the required security risk assessment
• IT consults with the Support Services department if any electrical or data wiring work will be required
• ASOD finance department reviews vendor quote and support services estimate, if applicable, to identify available funding sources
  • If research funds will be used for purchase, the associate dean for research must review along with ASOD finance
• The individual requesting the new technology submits an IT purchasing request form - https://forms.office.com/r/Sn7ctyUGHz
• Following all approvals being granted, ASOD IT initiates the PO process with main campus

III. Related Requirements

External Regulations 

1. 45 CFR Parts 160, 162 & 164 - Administrative Data Standards and Related Requirements

UNC Policies, Standards, and Procedures 

1. North Carolina General Statutes §130A-12 - Confidentiality of Records
2. Information Security Policy
3. Information Classification Standard
4. Information Security Controls Standard
5. Information Security Incident Management Standard
6. Transmission of Sensitive Information Standard
7. Acceptable Use Policy
8. Policy on Privacy of Electronic Information

IV. Contact Information

Primary Contact

Name: Ann Alexander, Interim Director of Advanced Dental Technology

Email: annalexa@unc.edu

Other Contacts 

Name: Doug Edmunds, Assistant Dean for IT

Email: edmunds@unc.edu