The CAO has standardized a Patient Transfer Form and a Transfer of Patient Kit to facilitate the transferring of patient information regarding diagnosis, treatment plans, professional fees, etc. These forms can be obtained from the CAO administration office:
c/o CAO secretary (currently Ms. Diane Gaunt)
2175 Sheppard Ave. East, Suite # 310
Willowdale, Ontario, M2J 1W8
Fax: (416) 491-1670
Transfer of patients can be a smooth and professional part of orthodontic treatment providing there is a definite protocol. A well-informed patient or parent, a good mechanism for transfer of information between transferring orthodontist and accepting orthodontist and a positive attitude goes a long way to a transfer that is efficient and satisfactory to all parties. It is the responsibility of the transferring orthodontist to arrange for the continuation of orthodontic treatment, and that responsibility does not end until such transfer is complete.
Below are samples of “patient release forms” for those members who wish to use them. It is suggested that any records released to a patient or guardian should be signed for.
AAO transfer forms are available to AAO members off the AAO website atwww.aaomembers.org. They are under “Practice Resources/Office Management/Practice Management Forms/Select and Download Forms/ Transfer/Patient in Active Treatment and Transfer/Patient in Retention and also Request for Release of Patient Records).
Note: Legally you do not have to transfer or provide to the patient the original records. However the information must be available, therefore duplicate records are suggested.
It has been suggested that when the accepting practitioner is not a certified specialist in orthodontics that you have the patient/responsible party sign a statement that they realize the new practitioner is not a specialist in orthodontics to avoid any misunderstanding.
Transfer of patients in retention is a simpler task, but it must be stressed to the patient that there is still the need for orthodontic supervision. A transfer form (the CAO form or the AAO transfer in retention form* should be completed and the patient referred to a new orthodontist. A copy of the transfer form could go with the patient to aid the new orthodontist at the first visit. Records and transfer form should not be forwarded until requested by the accepting orthodontist. –
*AAO transfer forms are available to AAO members off the AAO website at www.aaomembers.org. They are under “Practice Resources/Office Management/Practice Management Forms/Select and Download Forms/ Transfer/Patient in Active Treatment and Transfer/Patient in Retention and also Request for Release of Patient Records
The patient should be warned that retention fees may be customary at the new office and a portion of the treatment fee refunded if necessary.
This information is provided only as a guideline to assist dentists and orthodontists in the referral process. It suggests times and areas where communication may be enhanced. It should be utilized in compliance with the knowledge of any associated regulations of the BC Dental Association.
In the majority of situations, it is preferable that communication between referring dentist and specialist, in both directions, be in writing, since it becomes part of the patient’s record. For the same reason it is advisable to record communication with the patient regarding diagnosis, treatment plan, fees and payment schedules in written form for both the patient’s records and those of the general dentist or specialist.
There are occasions, however, when the telephone communication is indicated. Examples include:
In both these examples there is a need for the transmission of other information.
In an emergency situation the patient can be given a written report and/or radiographs, etc. to be hand-carried to the specialist.
In a non-emergency situation, the relevant referral information and records can be sent by mail, private courier or facsimile transmission.
In both cases the telephone aspect of the referral is beneficial but incomplete, and further information must be sent to the consulting specialist.
The concept of shared professional responsibility for the patient’s overall dental health in the short, medium and long term, is an inherent and integral part of the referral process. Success will be dependent upon clear, effective and open communications between dentist, specialist and patient.
The Canadian Association of Orthodontists has developed a standard orthodontic claim form for use by Certified Specialists in Orthodontics only. This form is used for all patients with single or dual third party insurance.
Options to obtain a supply of these forms
Criteria for acceptance are usually a congenital condition with a severe facial abnormality. Cases of facial cancer may be accepted if significant facial surgery and radiation are required. If the case is one of the syndromes listed below, the orthodontist sends a letter outlining the diagnosis, treatment plan and fee to MSP in care of “the Cleft Lip and Palate Program”. Do not send records at that time. When there is uncertainty regarding the patient’s eligibility, please send as well; a consultation report from the medical practitioner and slides demonstrating the significant facial abnormality.
If there is contention regarding patient eligibility, the proposed treatment plan or the fee; a committee composed of two plastic surgeons plus the orthodontist on the Cleft Palate Team (currently Dr. Robin Jackson) will adjudicate the claim. Submission of full records in this case will be necessary.
Billing for craniofacial anomalies is on the same billing cards as cleft lip and palate, however the diagnostic code is 524.
MC&FD and MEIA provide orthodontic coverage for some income assistance recipients (those with enhanced medical coverage) and some special needs children. Effective August 1, 2001 children in foster care were eligible for Dental and Orthodontic benefits through MC&FD in Care Dental Program (see page 6-11). Effective September 2002, the program for the children in foster care was placed on hold. The children in treatment are still covered and please check with the Ministry regarding new cases.
The Ministry of Children Medical Benefits Program Children in Care and Family Development Dental Benefits Guide is available at http://www.mcf.gov.bc.ca/foster/pdf/cic_dental_guide.pdf
*The children’s orthodontic program was previously managed by the Ministry of Employment and Income Assistance (MEIA), Ministry of Social Development and Economic Security (MSDES), and prior to that, by the Ministry of Social Services (MSS).
Dental: There are two categories of dental coverage for recipients of Income Assistance, Emergency Dental and Basic Dental. Emergency coverage has no financial limit but the eligible services are limited. The Basic coverage has a limit of $1000 over a two year period starting in the odd year, for adults and a 2 year limit of $1400 for children. Please see the online Ministry Dental Fee Guides for coverage specifics.
Orthodontia: For children with SD coverage who may require orthodontic intervention they may be eligible for coverage if the following criteria are met:
“The Ministry will only consider funding orthodontic treatment where there is severe skeletal dysplasia with jaw misalignment on two (2) or more standard deviations.”
In very extreme cases, consideration may be extended to adults with imminent health threatening orthodontic needs if they have Basic dental coverage.
A referral from a dentist is required to start the process and treatment plans will only be considered if submitted by a Certified Specialist in Orthodontics and registered with Pacific Blue Cross. Please contact HAB at 1-888-221-7711 to request the necessary forms.
Eligibility is determined by the SD’s Orthodontic adjudicator/s and contracted orthodontist. The adjudicator determines if the applicant is eligible to apply for orthodontic treatment and gathers all necessary documentation to present to the contracted orthodontist.
The Ministry’s orthodontist consultant looks for cases with severe skeletal malocclusion – usually resulting in posterior crossbite, class III or anterior crossbite, and significant class II or excess overjet. The latter two situations can be demonstrated on the lateral cephalometric analysis with measures such as ANB >= 6 degrees for a class II. In order to help an orthodontist know whether a case will qualify they should look for cephalometric analysis measures which fall >= 2 s.d. from the Norms. All of the analysis software has these norms pre-programmed in and most also list the standard deviation.
A SD client identified by a general dentist as needing orthodontic treatment will be assessed by that general dentist to determine the need. The patient must be treated by a Certified Specialist in Orthodontics.
Orthodontic Care Process
Cases currently not Requiring Full Treatment
Cases Transferred in Full Treatment
To facilitate payment, it is essential that you complete claim cards as accurately and thoroughly as possible. See sample form and instructions below.
When zero-rated goods, such as orthodontic appliances, are sold to consumers Input Tax Credits are available for GST registrants to recover a portion of the GST paid on expenses (inputs). Since no tax is being collected on the sale of orthodontic appliances (zero-rated), a refund is available when applying for your Input Tax Credits. The net result of this procedure will remove the impact of the GST on supplies, instruments and equipment used to produce or provide zero-rated orthodontic appliances (orthodontic devices).
Note: For CDA members there is a new GST manual available on their website. It has comprehensive information for you and your accountant.
The BC Dental Association has an Employment Guide for Dental Offices and in 1996 has released an addendum to this booklet. These guides are available by contacting either Lisa or Rebecca at the College.
Since all employees of dental offices (including yourself if your practice is incorporated) must be covered by WCB, you will need to:
There are several orthodontic module training programs in BC, including UBC, CDI College (in Vancouver) and Okanagan College (in Kelowna).
For the list of duties covered by the orthodontic module, please refer to the College of Dental Surgeons of BC's A Guide to CDA Services.
The UBC Orthodontic Module is offered once annually, usually at the end of May or in early June, and involves a minimum of 46 hours of instruction (combined didactic and clinical) over an 8 day period. All participants must attend the lecture sessions which take place during the first 3 days of the Module.
Upon the successful completion of the Module, Certified Dental Assistant participants are eligible to have their licences upgraded to perform specific orthodontic duties, in addition to those duties that they are already licensed to perform. These orthodontic duties are clearly outlined in Part 8 of the Bylaws of the College of Dental Surgeons of British Columbia (CDSBC) as part of the Health Professions Act. An excerpt from the bylaws of 2009, with areas of particular interest highlighted and some clarified, is included at the end of this section of the manual. However, for the most current information, go to the CDSBC website.
The rules and regulations regarding Registered Dental Hygienists are determined by the College of Dental Hygienists of British Columbia. However, a dentist cannot legally delegate to a hygienist any duty specified as part of the Orthodontic Module in the Bylaws of the CDSBC unless she/he has successfully completed an Orthodontic Module approved by the CDSBC.
The course has been developed and adapted from the Alberta orthodontic module and is presented twice a year if enrollment warrants. The course uses the CDSBC /Health Professions Act as a guideline.
This course is designed to provide knowledge and training to reach a satisfactory level of competency to individual participants in clinical orthodontics. Emphasis is placed on clinical procedures, obtaining diagnostic records and patient care. Safety in dental environment is an integral part of this course.
Upon satisfactory completion of this course, the participants will be able to achieve competency on the following:
Theoretical knowledge as it applies to expanded function in orthodontics:
II. Clinical Skills approved in the practice of orthodontics:
Student must meet the following prerequisites:
This is a 50-hour course offered on weekends.
The British Columbia Society of Orthodontists encourages all orthodontists to establish a mechanism to protect their practice and to maintain patient care in the event of death or disability.
The British Columbia Society of Orthodontists Death and Disability Agreement is a standardized document that has been created for the exclusive usage of the BSCO membership. It is recommended that this agreement be used by relatively small groups of members in a specific geographic region and/or other grouping (e.g. study clubs). The agreement should be modified as necessary to better suit the specific needs and desires of the members involved.
The orthodontists engaging in this Death and Disability Agreement realize that any one of them may unexpectedly become disabled or deceased, resulting in an extreme disruption in the continuity and quality of care for his/her patients. This would also inevitably result in a significant decrease in the potential selling value of the orthodontist's practice if the situation warranted the sale of the practice.
The BSCO Death and Disability Agreement is a purely voluntary agreement, designed to be truly mutually beneficial to the orthodontists involved. It is a written agreement between two or more orthodontists that relies upon the honour of the members for its fulfillment, and in order for it to be mutually beneficial. It is not a legally binding contract, but should be considered a strong written agreement amongst a group of BSCO members to provide essential support in the event of death or disability of one of our members.
This agreement has been drafted by the British Columbia Society of Orthodontists, but is not governed or regulated by the BSCO executive or committee members. It is intended for the usage and mutual benefit of the BSCO membership, and should be reviewed carefully by those signing the document.
For more information please contact the chair of the Death and Disability Committee (Will Chow - 604.575.8018, firstname.lastname@example.org) or a member of the BCSO executive.
There are concerns about the increasing amount of advertising appearing in the orthodontic community. If you are planning to undertake any sort of advertising, please check out the current regulation in the College of Dental Surgeons By-Laws section 12 in order to ensure that your material complies.
As well as complying with current regulations there is also the issue of professionalism. Maintaining the respect of the public and colleagues are key goals for any practice. What may be normal and acceptable in some states or provinces may be not be in your area of BC. If in doubt- contact one of the BCSO executive or colleagues in your area.
In this Part, “promotional activity” means the dissemination of information or the distribution of products and materials by any method and in any form by, or on behalf, of a dentist or certified dental assistant, that may reasonably be regarded as having as a direct or indirect purpose either or both of
a. the enhancement of the reputation, or the profitability of the practice, of a dentist or certified dental assistant, or
b. the enhancement of the profitability of a commercial venture related to dentistry with which a dentist or certified dental assistant is identified or from which the dentist or certified dental assistant derives a benefit, and, for greater clarity, includes the use of a trade name or trademark by a dentist or certified dental assistant, or any public appearance, public statement, or other means by which dental services are promoted.
Dentists and certified dental assistants must not authorize or engage in promotional activity that
A general dentist or certified specialist must not state or indicate in promotional activity that their practice is limited to a particular area or areas of dentistry unless
A dentist or dentists must not, in connection with the practice of dentistry, use any trade name or designation or any distinguishing name for any premises in which the dentist or dentists carry on the practice of dentistry or in other promotional activity, other than
a. the name or names of the dentist or dentists,
b. the name of a dental corporation which has been approved by the registrar under section 11.03(2), or
c. a trade name which does not contravene section 12.02.
A dentist may, when referring to qualifications in promotional activity, refer only to
Dentists must not refer, in promotional activity or in any other communications with the public, to qualifications or memberships in dental associations or organizations granted without examination.
An updated, comprehensive manual on infection prevention in the dental office is now freely available on the members’ side of the CDA website, as a membership benefit.
The document, titled Infection Prevention and Control in the Dental Office: An Opportunity to Improve Safety and Compliance, incorporates CDA’s previous Infection Control Workbook and all relevant CDA position statements. This exhaustive guide covers topics that include personnel health, sterilization and disinfection of patient care items and environmental infection control.
The vast majority of Canadian orthodontists are currently members of the Canadian Association of Orthodontists (CAO) and all Canadian orthodontists are invited and encouraged to join the CAO to keep our national organization strong. Please check the website for information or applications. For further information contact the CAO Administrator, (currently Ms. Diane Gaunt) at email@example.com.
The CAO is an active and growing organization which provides many services including:
The CAO Board of Directors includes representatives from all provinces. The board meets semi-annually at the CAO Scientific Meeting and at the “Ad Interim” meeting in the spring and as well there are several conference calls a year.
The CFAO was established in 1981 to honour the founding president of the CAO, Dr. Reyburn R. (Mac) McIntyre. The purpose of the CFAO is to provide funds for the Annual Lectureship to be presented at the Annual Scientific Session of the CAO. Additional funds are used to support orthodontic research and education in Canada.
All orthodontists are encouraged to contribute to the CFAO and currently if $500.00 is pledged you will become a “McIntyre Fellow”. The $500.00 cost may be divided in half and paid over two years if desired.
As a member of the BCSO you are automatically a member of the Dental Specialists Society of B.C. The membership dues to the DSS are paid annually by the Secretary Treasurer of the BCSO out of your BCSO dues.
The Dental Specialists Society is an organization which represents and responds to concerns which affect the recognized Dental Specialties in B.C. It acts, as a body where interspecialty issues can be discussed, as a unified representative voice for the dental specialties on issues arising from specialist-generalist relationships, and as a clearing house for requests for specialty services throughout the Province of B.C.
There is an annual general meeting which consists of a morning scientific presentation followed by a lunch/business meeting. The morning scientific session is then used as a continuing dental education course in the UBC Continuing Education Program.
Current projects under consideration by the Dental Specialists Society at the moment include collective yellow page listings for the dental specialists and examination of the issues of fee guides for the dental specialties.
The Executive of this Society consists of one member elected by each of the constituent Specialty Societies in B.C. (i.e.: Periodontics, Pedodontics, Orthodontics, etc.). The table officers include a President, Vice-President, Secretary, and Treasurer and are elected from within the dental specialties. The Dental Specialists Society also has a representative who sits on the BC Dental Association’s Council. This latter position is of utmost importance to the specialties in order to both communicate the concerns of the specialists to the College and to act as a conduit to report information being discussed at the Council which directly affects specialists.
For further information on the Dental Specialists Society, please contact our current representative.
As a licensed Certified Specialist in Orthodontics in B.C. and a member of the BCSO and Canadian Dental Association (CDA) you are eligible to become a member of the American Association of Orthodontics (AAO). As a member of the AAO, you will be invited to attend the AAO annual meetings, scientific sessions for continuing education and will receive the American Journal of Orthodontics & Dentofacial Orthopedics. As an AAO member you will also have access to the excellent AAO patient education publications, AAO insurance programs, AAO reference and audio-visual library as well as AAO legal resources. But perhaps most importantly you will be supporting your profession. Your colleagues and the AAO need you. The AAO is a member-driven organization and member participation fuels all activities and achievements and develops a regional and national voice for the concerns of your profession.
To become an Active or Affiliate member: Please note that the process is under revision and is being centralized at the AAO. Please check the AAO website at aaomembers.org or contact the AAO at 1 800 424-2841 for the latest information. The process was to send the registration form, a money order (contact the PCSO for the current fees), proof of your CDA and BCSO memberships and a copy of your orthodontic certificate to:
Pacific Coast Society of Orthodontists
1323 Columbus Avenue, Suite 301
San Francisco, California 94133
Phone: (415) 441-2410
Your application will be sent to the Pacific Coast Society of Orthodontists (PCSO) Membership Committee for consideration. If approved, your application will be sent to the PCSO Board of Directors for final consideration at their next Board meeting. If approved by the Board, you will become a PCSO and automatically an AAO member. The AAO certificate will be forwarded to you by mail.
Note: It is imperative that Association members complete their Active member application process prior to the expiration of their 3 year membership (or in the 4th year if an extension has been approved). The AAO will drop Associate members who have not become Active or Affiliate members by December of the last year of their Associate membership.
For graduate students in an ADA accredited orthodontic program 2 to 3 years duration depending on the length of the graduate program
Dues: contact the PCSO and AAO for the current dues
For the first three years following graduation from an ADA accredited orthodontic program with active ADA (American Dental Association) or CDA membership
3 years duration (a one year extension may be requested in writing but the 4th year dues are the same as for the Active category)
Dues: Contact the PCSO and AAO for the current dues
For those who practice orthodontics exclusively and are active members of the ADA or CDA and have graduated from an ADA or CDA accredited orthodontic program
Dues: contact the PCSO and AAO for the current dues
For practicing orthodontists with other disciplines who are active members of the ADA or CDA and have graduated from an ADA or CDA accredited orthodontic program
Dues: Same as Active
Benefits: Same as Active
For practicing members who are at least 65 years of age and have been members for 30 consecutive years
Dues: 1/2 of Active
Benefits: Same as Active
For members no longer practicing full-time or part-time and have been members for 10 consecutive years
For full-time academics at the level of assistant professor or below in an orthodontic program accredited by the ADA
Dues: Same as Active
Benefits: Same as Active
For members who are military or civilian employees of the US. or Canadian government
For practicing orthodontists or orthodontic instructors from outside the US or Canada
Administered by AAO
For those members who have made outstanding contributions to the advancement of the art and science of orthodontics. honorary members will be nominated by the Board of Trustees or the House of Delegates and be elected by the house of Delegate
The WFO was formed at the 4th International Orthodontic Congress (IOC) in San Francisco by 69 affiliated organizations on May 15, 1995. The WFO now consists of 108 affiliated organizations and approximately 8000 orthodontists who have become WFO fellows. WFO fellows receive the WFO Gazette twice a year and other benefits of membership which include: international orthodontic specialty recognition, reduced attendance fees at orthodontic meetings throughout the world and inclusion in the electronic WFO International Orthodontic Directory which is available on this web site.
The purpose of the WFO is to advance the art and science of orthodontics throughout the world. As stated in the WFO Bylaws, the WFO purpose will be accomplished by fulfilling the following objectives:
The 7th IOC meeting was in Sydney Australia in February 2010 and was a great success with over 4000 attendees representing 90 WFO affiliated societies and associations. There were more than 300 speakers from around the world.
The 8th IOC will be held September 27-30, 2015 in London, England. Please check out the meeting website at www.wfo2015london.org. Plan to visit London and see the world smile.
For more information on the WFO or to join, please see their website at www.wfo.org