1.1 - General Clinic Information

Clinic hours are 8:00 a.m. to 12:00 p.m. and 1:00 p.m. to 5:00 p.m. Clinic sessions are 9:00 a.m. to 11:45 a.m. and 1:00 p.m. to 3:45 p.m. Every effort should be made to have all electronic/evaluation forms completed, procedure codes entered, session notes completed, and authorized/approved by the attending faculty. Students should turn in instruments for sterilization within the allotted clinic time. Organized and efficient time management builds patient confidence. 

Students are not permitted to provide any clinical treatment outside regular clinic periods without specific permission from a faculty member and that faculty member must be present in the clinic. Students may bring their patients back into the clinical area 5 minutes before the clinic session begins with the expressed verbal permission of a faculty member on the floor. Treating patients without direct faculty supervision is a serious infraction of COD clinic policy resulting in the filing of a Professionalism Concerns Report (PCR). The PCR will be given to the Assistant Dean for Clinical Affairs, the Director for Quality Assurance, the Director of Compliance, and the Dean of Student Affairs. There will be a loss of clinic privileges for no less than 1 week, resulting in a loss of RVUs for that week.

See section 3.4 Attendance in the COD Student Handbook. 

See section 3.4 Attendance in the COD Student Handbook.

A schedule is published each semester that indicates the disciplines providing clinic coverage on each half-day of the week and when specific clinics are closed for cleaning and re-stocking supplies.  The schedule will also indicate the student academic class (DS2, DS3, and DS4) and the maximum number of students scheduled for each clinic session. The clinic schedule will be e-mailed to all students at the beginning of each semester.

The clinics are restricted solely to the academic classes designated on the schedule. Students may not use the clinic if their class is scheduled to be in a lecture or laboratory. For example: if a patient requires emergency care during a time when the student is not appointed to be in the clinic, the student must get written permission from [1] the course instructor to be excused from class and [2] the attending clinical faculty (Department Faculty or GPD, as applicable and the Clinic Manager) to be allowed into the clinic to treat the emergency.

A clinic schedule is published each semester indicating where and when the hygiene students will provide clinic coverage on half-days each week. The clinic schedule will be e-mailed to all students at the beginning of each semester and available on Canvas under the appropriate clinic course. Clinics are restricted solely to the academic classes designated on the clinic schedule. Students may not use the clinic when their class is scheduled to be in a lecture.

During the third and fourth years, each dental student is required to participate in several clinical rotations. Scheduled rotations always take precedence over regular clinic time; when students are on rotation, they must attend every assigned session. Students may not treat patients in other clinics when on rotation without the permission of the department conducting the rotation and the department covering the clinic they wish to work.

Once published, rotation schedules are final. Any requested changes in the schedule will be considered only if approved by the involved department and the Division Head of Comprehensive Care and if such changes will not compromise the student coverage necessary to staff the rotation.

Dental Students:

The minimum clinical experiences in Periodontics, Operative Dentistry, Endodontics, Removable Prosthodontics, and Fixed Prosthodontics are summarized in the next few pages.  Other clinical disciplines (Oral Diagnosis, Orthodontics, Pediatric Dentistry, Occlusion, and Oral Surgery) also have specific expectations; however, their minimum clinical experiences are generally managed in conjunction with other departments or through clinic rotations. For specific information regarding these disciplines and their current requirements, consult the individual departments and/or appropriate clinic manuals.

The following are the current clinical divisions:

Comprehensive Care 
Endodontics
Occlusion
Operative
Oral Diagnosis
Oral Surgery
Orthodontics
Pediatric Dentistry
Periodontics
Prosthodontics

During clinic appointments, students should remove all items non-related to treatment (books, backpacks, notes, etc.) and place them in their assigned locker. Students must reserve countertops for instruments and supplies needed for treatment. Never seat the patient until after the armamentarium is set up and the operatory is prepared. 

For prosthodontic procedures completed at the operatory, place white lab paper on the countertops. Use the adjacent clinic laboratory for routine laboratory procedures; do not perform laboratory work in clinic operatories. 

Refer to section 10 Health and Safety/Infection Control for the appropriate infection control procedures to use for each clinic appointment. After the patient has been dismissed and the dental unit has been disinfected, reposition your operatory equipment as follows: 

1. Return the dental chair to an upright position, place the rheostat on a paper towel and place it on the chair seat, then raise the chair to at least the length of the rheostat cord. 

2. Reposition the dental lamp and handpiece unit over the center of the chair seat. 

3. Return the assistant cabinet to its position under the operatory counter. 

4. Position operator and assistant stools next to counters. 

5. Report any problems with your assigned operator unit to the Inventory Associate. 

As healthcare facilities, the clinics must be kept as clean as possible and must present a desirable, safe, and professional image to the public. Students are responsible for the cleanliness of the operatory assigned to them and for any clinic laboratory space they use. 

Food and drink may not be taken into operatories, reception areas, dispensaries, consultation rooms, or x-ray facilities.

The College and University are tobacco-free environments; tobacco use, in any form, including E-cigarettes, is strictly prohibited. 

No animals are allowed in the dental building except for service animals. See section 2.9 Service Animal Policy. 

The healthcare provider/patient relationship is a cornerstone of your future professional career. The COD appreciates that clinical, educational, and research experiences can be influenced by the personal appearance and demeanor of all members of our college community. The confidence and trust of our patients are directly and indirectly influenced by their assessment of professional decorum, conduct, attitude, and personal appearance. It is incumbent on all of us in the college community to conduct ourselves with dignity, responsibility, and respect for others and to maintain appropriate dress and a well-groomed professional appearance in accordance with the guidelines set forth by the COD.

This operating procedure applies to all College of Dentistry facilities as well as all affiliated external sites. When workforce members are at affiliated external sites, should there be differences in policies, they must comply with the site’s policies and procedures, including those related to professional appearance and attire.

All workforce members and students must comply with the following guidelines for clinical participation.

IDENTIFICATION:

OU COD Badge must be:

• Always worn.
• Clearly visible.
• Worn above the waist.

CLINICAL APPEARANCE:

Hair, Facial Hair, and Head Coverings:

Allowed:

• Hair that is clean, neatly groomed, and a natural or neutral color.
• Long hair secured away from the face, overgown, and field of operation so it does not require handling during a procedure.
• Plain, simple hair accessories.
• Surgical scrub caps.
• Cloth head coverings worn for religious or medical purposes.
• Facial hair that is clean-shaven or neat, trimmed, and well-groomed.

Prohibited:

• Caps or hats.
• Fashion headscarves.
• Do-rags or skullcaps.
• Stocking or knit caps.

Fingernails:

Allowed:

• Nails must be neat, clean, and short enough to support the functional use of hands and fingers.
• Short natural nail tips.
• Nail/Gel polish must be smooth and free of chips or cracks.

Prohibited:

• Excessively long, visibly unclean, or soiled nails.
• Artificial fingernails.
• Nail appliqués, decorative designs, extenders, acrylics, nail enhancement, or resin bonding.
• Worn, chipped, or cracked polish.

Personal Hygiene & Fragrances:

Allowed:

• Clean and free of offensive body odor.
• Minimally evident scents.

Prohibited:

• Being visibly unclean or soiled.
• Body odor that has an offensive scent/smell.
• Excessive perfume, scents, cologne, or aftershave.

Jewelry & Accessories

Allowed:

• Earrings that do not hang below the bottom of the earlobe.
• Watches that are covered by the overgown.
• Smooth rings that do not compromise glove integrity.
• Jewelry that remains outside the field of operation.

Prohibited:

• Jewelry that presents a safety hazard, interferes with patient care, or compromises clinical protective barriers.
• Headphones, earbuds, or similar devices in clinical areas.

Tattoos:

Allowed:

• A professional appearance is expected.

Prohibited:

• Obscene images or words.
• Offensive based on gender, race, sexuality, or religion.
• Tattoos that have yielded patient or employee complaints must always be covered.
• Recently obtained tattoos must be covered until healed.

CLINICAL ATTIRE:

Scrubs/Clothing:

Allowed:

• Scrubs must be clean, wrinkle-free, properly fitted, and permit bending, leaning, and squatting while preserving modesty.
• Scrub tops and pants may be matching or coordinating in color.
• DDS and DHY students must wear the college-issued scrub uniform in their designated class color.
• Student scrub tops must be embroidered using the College-approved embroidery criteria.
• Scrub pants may be jogger or traditional style and must cover the legs without touching or dragging on the floor.
• A plain, solid-colored long- or short-sleeved shirt may be worn under the scrub top and must be tucked into the scrub pants.
• Workforce members are responsible for laundering their own scrubs.

College-Approved Font for Embroidery Criteria:

a. 1 centimeter tall
b. Full block font
c. White thread
d. First and last name

Additional Student Scrubs: Student-purchased scrub tops must meet the College-approved embroidery criteria.

Prohibited:

• Excessively tight or loose clothing.
• Clothing that exposes undergarments
• Ripped or frayed clothing.
• Undershirts or tops with inappropriate content.
• Capri-style scrub pants.
• Scrub pants that touch or drag on the floor.

Socks:

• Required.

Footwear:

Allowed:

• Clean, protective footwear that fits securely.
• Closed-toe, closed-heel footwear with a solid upper and no visible perforations or openings.
• Rubber or leather soles.

Prohibited:

• Open-toe or open-heel footwear.
• Crocs™ with holes.

Jackets and Coats:

Allowed:

• College-issued warm-up jacket or lab coat with monogrammed name.
• Scrub jackets can be plain or OUCOD design.
• Jackets may be worn in the clinic but not while treating a patient.

Prohibited:

• Jackets or coats worn chairside during patient treatment.
• Overgowns must not be worn in public areas.
• Overgowns must not be worn to the bathrooms, PSC offices, or waiting/reception areas.

Overgowns:

Required:

• Overgowns are required for aerosol generating procedures.

Prohibited:

• Overgowns must not be worn in public areas, including bathrooms, PSC offices, or waiting/reception areas.

DRESS CODE VIOLATIONS:

Students:

All violations will result in the student being sent home to change, plus:

Workforce Members:

All violations will result in the workforce member being sent home to change, plus:

Any incident involving patient endangerment may result in immediate disciplinary action.

Resources:

Centers for Disease Control – Nail Hygiene

Centers for Disease Control – Hand Hygiene in Healthcare Settings

Centers for Disease Control – Guidelines for Infection Control in Dental Healthcare Settings

Occupational Safety and Health Administration – Bloodborne Pathogens

All freshman and sophomore dental students must work in pairs in the clinic. Junior and senior dental students work solo during all clinic sessions except when in the pediatric or orthodontic clinic, where pairing is required. Additionally, DS3 students may be paired for certain courses involving patient treatment-specific disciplines (check with individual departments for further clarification).

The Department of Periodontics determines an initial pairing of students in the freshman class; however, the clinic partners assigned for the 2nd, 3rd, and 4th year will be assigned by the Director of Comprehensive Care. Students are required to always work with their designated partner when pairing is mandatory. Exceptions must be authorized by the Course Director, Group Practice Director, or the Director of Clinics. Failure to observe the clinic pairings while scheduling patients will result in clinic suspension, the length of which will be at the discretion of the clinical course director. Students are also expected to share available clinic sessions so they and their partners have access to an equal amount of time to treat their respective patients.

Because student pairings are used in the development of rotation schedules, students may not switch partners without the approval of the Director of Comprehensive Care. For pairs wishing to change partners, all four students involved must personally inform the Director of Comprehensive Care that they agree to the switch. Even if all parties agree, the request will be postponed if there is any potential adverse impact on rotation schedules. 

If your partner is absent during a clinic session when pairing is required, notify the attending faculty member in that clinic who will determine the appropriate course of action. In most instances, students must find another classmate to assist them. 

For dental hygiene students, pairing is required only during the fall semester of the first year. The Department of Dental Hygiene pairs hygiene students for courses.

Patients may park in the Stonewall Parking Garage (P4), northeast of and across the street from the College. To park in the garage without being charged, the patient must have their parking ticket validated at the clinic where they are seen for their appointment. All patients must be escorted to the PSC or 3rd-floor receptionist for payment upon dismissal (If no payment is due or no fee is assessed, the patient must still be escorted to the PSC or 3rd-floor receptionist for checkout).

Patients may not park in the driveway in front of the building. This area is reserved for the loading/unloading of patients only. Parking in this area without proper permission may result in your patient's car being towed at their expense. If your patient is handicapped and has the appropriate placard, they may park in the designated handicapped parking spaces.

The College of Dentistry has a patient shuttle service to and from the P4 parking garage and the college's front door. The shuttle service hours are Monday through Friday 7:45 am to 4:45 pm.