In Attendance - Penny, Stavros, Egis, Sarah, Rita & Vikky
STAFF MEETING - 1st March 2016
In attendance - Penny, Stavros, Egis, Sarah, Rita & Vikky
Penny advised that with effect from 26/2/16 that Vas had resigned and would no
longer be working at the Practice. In the meantime, Stavros will take the position of
Clinical Lead and all documents that have Vas’s name on them will be replaced with
Stavros’s name. All administrative issues all staff are to report to Penny and all
clinical matters all staff to report to Stavros.
Stavros has increased his MDDUS subscription to include all nurses under his cover.
Penny reminded everyone about confidentiality and advised that this (and any other
matters) should not be discussed with anyone outside of the surgery. Penny stressed
that any breaches in this, would be treated as Gross Misconduct - and this is a
sackable offence.
Penny will arrange for all paperwork to be amended and also draw up new contracts
for all staff.
At present the back door is locked with both locks - the top lock is sticky and needs
fully replacing - this will be done shortly. A new padlock will b placed on the gate
with a combination lock. All staff were advised of the combination.
Full staff meeting to take place later in March
Also - problem with WD as it would appear the pump has broken. Penny has spoken
with Dolby and it would appear the cost would be £2000 to fix it so to consider a new
machine. To revert to manual cleaning or get ultrasonic on loan until problem
resolved. - After discussion with dentists it was decided it was better to purchase a
new machine and take an ultrasonic machine on loan until the new machine arrives
Staff Meeting - All staff - 5th April 2016
In attendance - Penny (chair), Stavros, Egis, Sarah, Rita and Vikky
Minutes of last meeting as detailed above.
Egis and Stavros to clarify who is paying Principal MDDUS subscriptions - as both
are paying this.
AGENDA
Review of decontam sheets - these will need to be checked from 18/12/15 to date -
person to be appointed. - Rita to take on this task and advise Stavros if there are any
issues
Alpron protocol for Sirona chair - Vikky to please write this - also to do a checklist
for checking operations on the Sirona chair - Sarah to do checklist and check weekly
(flush pipes, flush spittoon, check movement, activate suction motors)
New washer disinfector is now fully functional and all staff have been trained - new
protocol to be written for this
Head nurse - applications are welcomed by 8/4/16 and interviews will take place the
following week -
Patient questionnaires - are we going to do these? - delay and do them in review if we
are going to do them in 3 months time
X-rays mis-filed - problem occurred with a PA not being able to be located to view at
next appointment - new protocol put in place and all x-rays and patient files to be
filed immediately and ensure they are always filed correctly. X-ray was located and
had been misfiled.
Medical Histories - patients are MUCH happier at not having to complete them at
every visit - Egis to check if we legally have to do a new one every 12 months, or if we
can just sign to say updated ??
New protocol to be written for Manual Cleaning - person to be appointed - Stavros
and nurses to do this
Defibrillator protocol and demonstration of unit, are still to be completed - Stavros to
do this and do demo at CPR training in May
Opt out clause for text messages for patients - do we add this on to treatment
planning?? Or put up signage in reception and waiting areas?? - all agreed happy to
just put up signage in waiting areas
Clinical Audits - have dentists planned their audits, so that they have the full 15 hours
which need to be completed by the end of this 3 year cycle, which is July 2016? -
Stavros advised that the X-ray audit is actually a Practice one not just a personal
one, so Egis can also continue to collect his date and goain 5 hours for this too.
Amendments to SDR wef 1/4/16 -
-you can no longer register a patient until they have attended for an exam and you have to complete the charting
-Prior approval limit has been increased from £350 to £390
Any other items:-
Stavros is continuing with his clinical audit on X-rays. Now doing 2nd round of data.
When the dentist sees one of Vas’s existing patients, please change the dentist on the
patient file and change the colour coding.
Vas’s GP17’s - these will not be paid after 26/2/16 so all cases are to be dated 25/2/16
and a continuation GP17 done on the new dentists list number
Personal Reviews for all staff. Penny will do nurses.
CPR training will take place on 25th May - Vikky requested that she have CPR
training before she leaves for maternity - Vikky and Egis to arrange this. Egis to
check if he is required to go on any updates for his training, as training co-ordinator
To look at whether or not it would be beneficial to provide Zoom whitening - Stavros
advised you can sometimes rent the equipment short term rather than buying it - to
review at next meeting
Egis has a problem with his micromotor - to look at maybe putting cable from old
chair onto it to see if this solves the problem. Also protaper needs to be looked at
also. Satalec scaler has a piece of broken scaler tip in it - to be sent for repair.
New GP17’s - to include universal credits - also new web filling GP17’s - PSD have
advised they should be in place by end of 2016. Not financially viable to get new
software (£6000 upwards to convert) and PSD will only provide a grant of £700
All staff are invited to a lunch on 27th April.
Next meeting is planned for 4th May 2016
Staff Meeting - All staff - 4th May 2016
In attendance - Penny (chair), Stavros, Egis, Sarah, and Vikky
(Reet on annual leave)
Minutes of last meeting as detailed above.
AGENDA
Reet has now been appointed head nurse
Review of decontam sheets - these will need to be checked from 18/12/15 to date -
Reet has started this, still to be completed - to try to complete before Vikky leaves so any
problems can be sorted out
Alpron protocol for Sirona chair - Vikky to present - done and dentists happy
Checking operations on the Sirona chair - Sarah has done checklist and check weekly
list is now in place for Fridays - now in place
Medical Histories - Egis has advised via MDDUS that we should revert to getting
them done at every exam, or they are to be printed, signed and re-scanned on. Are we
happy to continue and just get a new one completed every year ?? - discussed about
using an electronic version - not sure this would work / cost. Agreed to continue to
make sure that a written MH is done every year and when there are any changes in
between. Possibly look at 9/12 and 12/12 recalls - at dentists discretion
New protocol to be written for Manual Cleaning - Stavros and nurses to do this.
Happy with the one we had in place. - done
Defibrillator protocol and demonstration of unit, are still to be completed - Stavros to
present at CPR training on 25/5/16 - Stavros to present at CPR
Clinical Audits - have dentists planned their audits, so that they have the full 15 hours
which need to be completed by the end of this 3 year cycle, which is July 2016? -
Stavros advised that the X-ray audit is actually a Practice one not just a personal
one, so Egis can also continue to collect his date and gain 5 hours for this too. second
round of data almost completed - Egis still needs an additional 5 hours so another
audit needs to be done by him, otherwise we’ll lose DPA allowances and rent
allowances
If you are seeing a patient ‘under referral’ - you can claim a fee for each 3 months you
are seeing them. Put no of claims under 4600* (£7.05 per 3 month period) and use
normal codes on GP17 - all ok with this
Any other items:-
More emergency spaces to be put in when only 1 dentists at the practice.
Fridays for June ?? Egis to confirm 24/6
Penny away 20/23 June - Chris covering
AGM at Gatehouse on 11 May - Stavros to attend
Denpro - 80% of purchasing to now go through this.
Lunch on 17 May for Vikky leaving to have bambini, Becky leaving and Sarah’s
birthday
Next meeting 29th June 2016
Staff Meeting - All staff - 29th June 2016
In attendance - Penny (chair), Stavros, Egis, Reet and Sarah
Minutes of last meeting as detailed above.
AGENDA
Review of decontam sheets - this has now been completed by Rita
CPR training and Defibrillator training have now taken place (25/5/16) - Stavros to
present defib protocol at this meeting. Protocol now in place
Clinical Audits - where are we up to ? Stavros has completed all of his hours, Egis
has 10 hours done aqnd has submitted 3 SEA’s and is awaiting credit for them
More emergency spaces to be put in when 1 dentists at the practice. Is this now OK?
- all OK
Denpro - 80% of purchasing to now go through this. Seems to be working OK - but
some items are more expensive - Penny to continue to monitor
Dentists Christmas holidays?? Please can we get these confirmed
Any other items:-
Please make sure you change the dentist on the patient file
Stavros - working afternoon of 15/7/16 ?? - Just the morning - will cover emergencies
by phone
29 July is being covered for emergencies by Great King Street
Use of downstairs surgery - can we flag patients needing a downstairs surgery ??
Penny to ask Lee at Fusion - Penny has spoken to Lee. You can only add items to
‘infectious warning triangle’ or ‘heart warning’ boxes - do we want to put it in
‘infectious’ - What does everyone think? - you can also do this by adding a pop up
note and flagging it to ‘view on appointment’ - to implement this and see how we get
on. Penny to look into this. Spoke to Lee at Fusion - he cannot think of how we can
do this a present - unless we colour code downstairs patients in a different colour ???
Stavros to maybe use upstairs surgery instead and then downstairs one is always free.
Also this would assist nurses with not having to run up and downstairs for x-rays and
decontam.
Velopex - Problem with dryer overheating - error code 15 and we had to seek the
advice of the engineer. To revert to manual processing using individual solutions, as
an emergency measure, until repair can be sorted. Care the problem may have been
caused by the soutuions being too low - dentists to monitor this for future.
Reception - Penny McWilliams walked in and no-one was on reception, door was
open. Sam Downey says he waited 20 mins for door to be opened.
Why did this happen ?? - Emergencies happen with staff - Penny had had to attend vet
so arrived in late on 27/6/16. To look at possible part time assistance - Reet to speak
to person who was interested and arrange work experience? Otherwise look at
alternatives.
Appointments - these are being lengthened and time is being wasted- ALL
appointments are to be the set length unless the DENTIST requests a longer appt with
Penny. - to print list of appt lengths and to add molar RCT at 40 mins to start with.
Dentists to advise back.
Infectious patients - we are not supposed to discrimianate for medical reasons. As all
patients are treated as infectious, flags to be removed - DONE Penny
There is a Core CPD in Glasgow 12 Sept - Legal, Mouth cancer, safeguarding kids,
radiology, decontam, med emergencies £99+ VAT - SK and ES to decide if attending
DRO’s - we are getting quite a few people called to the DRO. Quite a few for Vas -
DADDS dentists will not be permitted in whilst any of Vas’s patient’s are being
examined, even if Stavros or Egis are now seeing these patients.
Late Tuesdays - at present we have reduced these down - we have to balance patient
attendance and financial benefits of staying open until 8pm. To be reviewed. - Stavros
requests that reception be present if working late.
New website and Facebook pages - due to go live within 5 days
Stavros to maybe use upstairs surgery instead and then downstairs one is always free.
Hand pieces - to look at purchasing more slow speeds - Penny to speak to Jane at
Budget Dental to see if we can get the same deal as we did on March.
Oiling high speed handpieces. Manual oiling doesn’t seem to be getting oil through
them. - Penny to look at oikler - new high speeds can be attached to RH oiler - Reet to
show Sarah and handpieces to be oiled in auto oiler from now on
Next meeting 20th July 2016