The University of Oklahoma Health Sciences College of Dentistry Clinic Operations 2024-2025

9.6.1 - Ryan White Patients

Updated: 3/18/2025

Ryan White (RW) patients receive comprehensive dental care at OUCOD. This program is funded by Federal and State governments through grants. All the patient’s needs are taken care of except for the following:

  1. Cosmetic Dentistry
  2. Orthodontic Treatment
  3. Implant Dentistry
  4. Full Gold Crowns

New RW Patient Protocol:

OU Health Infectious Disease Institute (IDI) refers the potential RW patients to be screened to the OUCOD. The OUCOD will adhere to the following protocol:

  1. IDI will send the patient’s information and initial bloodwork to the QA staff.
  2. The QA staff will create a patient chart in axiUm and upload the initial lab results.
  3. The Communications Center schedules the initial screening appointment.
  4. If the patient is accepted into the predoctoral program, they will be assigned to a student.
  5. The Communications Center will schedule the initial workup appointment.
  6. Students (DS and DH) will work closely with faculty to complete comprehensive dental treatment.

Existing RW Patient Protocol:

All RW patients must have updated labs within their axiUm chart before receiving treatment. The lab results must be dated within six months of each treatment appointment. If labs are older than six months, they are considered expired. The patient should be contacted, by the student, to have new labs drawn.

  1. For ongoing treatment, the Grant Coordinator will generate an axiUm report for all RW patients with appointments scheduled.
  2. If the patient has current labs in the OUH chart, the labs will be uploaded into the patient's axiUm chart.
  3. If the labs are expired, the assigned student should contact the patient at least five days before the appointment to instruct the patient to have new labs drawn.
  4. It is the patient's responsibility to contact the IDI clinic, by calling 405-271-6434, to request that a lab script be sent to the OU Health lab so that necessary labs can be drawn. 
    • The COD does not submit lab scripts to the lab for RW patients.
    • The COD does not call the RW patient's physician to request lab scripts for our patients.
  5. The COD requires the following lab results:
    1. Complete Blood Count With (or without) Differential
    2. HIV-1 RNA Viral Load
    3. CD4 Count
  6. If all labs are not available, the student should discuss with the faculty to determine if treatment can continue or if all labs are required.

Labs Not in Chart:

If an RW patient is being seen for an emergency or placed on the schedule for treatment in less than five days, and the RW labs are expired in the patient's axiUm chart, the student should contact the Grant Coordinator to request a search for updated labs. From their OUHSC email account (to prevent a HIPAA violation), send an email to andrea-adams@ouhsc.edu or call extension 45444 (if calling from a COD phone) to request a search of the patient's OU Health EMR for current labs to upload into axiUm. The information needed is: 

  • RW Patient’s Name
  • Patient’s DOB
  • Patient’s axiUm chart number
  • Date of the scheduled appointment

If current labs are available within the patient’s EMR, they will be uploaded into the patient's axiUm chart. If labs are not present, the student will then need to contact the patient to have labs drawn. The appointment may need to be rescheduled.

  • The COD faculty should assist students with interpreting lab results.

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