Record keeping is an integral part of Infection Prevention and Control within dental offices. It provides proof that a dental office has completed, verified, and documented all the required steps and procedures needed throughout the office. If a Public Health inspector asked where a specific log was and a dental team member responded with, " I have been doing that requirement, but I just didn't write it down." it would not be acceptable. If it's not written or documented, it will be seen as it didn't happen and deemed non-compliant.
Examples of some IPAC logs that are required but not limited to are:
1. Sterilization Logs i.e Sterilization, BI Monitoring etc.
2. Sterilizer/Equipment Maintenance Logs
3. Environmental Cleaning Logs
4. Operatory Logs - Suctions, Waterlines
5. Equipment Efficacy Testing Logs
6. Qualification/Re-Qualification of Sterilizer Logs
7. Waterline Testing Logs
8. Employee IPAC Training/Audit Logs
Logs can be documented by paper or electronically. It's important when using paper logs to ensure that archived logs are stored in a safe manner to prevent any damage to the records. If using electronic logs, it's important that the logs are backed up daily. Some dental offices use automated systems that help with required IPAC processes and manage record keeping. Automated systems can save dental offices time, keep logs organized and help reduce human error.
All IPAC logs must be kept for 10 years from the last date of entry.
IPAC records should be organized and easily accessible. If there was a complaint to PHO about a dental office, a Public Health Inspector would visit and may ask for specific logs/records. If a patient acquired a reportable infectious disease, Public Health is responsible for checking out all healthcare providers the patient visited. PHO may ask to see the logs/records for a specific date or timeline, and the dental office owner would be responsible for providing all documentation.
If a dentist is selling or purchasing a dental office, the IPAC records are part of the practice and must be transferred with the sale to the new owner.
For storing patient records, dentists should refer to the RCDSO Dental Record Keeping Guidelines for retention and privacy legislation requirements.
If you have any IPAC questions or would like an IPAC assessment please contact us on the home page.
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