5 - Compliance

OU College of Dentistry utilizes the OUHSC HIPAA website for compliance. The University is required to be compliant with the HIPAA Privacy and Security Regulations. The regulations establish national standards regarding uses and disclosures of protected health information.

The purpose of this website is to provide access to the University's Privacy and Security Policies and Procedures and other helpful tools and information regarding HIPAA. The website is located at:  https://hipaa.ouhsc.edu/ 

Annual online HIPAA Privacy and Security training is required for all workforce members. Annual trainings can be accessed via the OU Enterprise Learning Management System known as OnPoint. OnPoint will send email notifications to all workforce members up to 30 days before the expiration of the previous year's certificate. It is the responsibility of each workforce member to complete training in a timely manner. 

Accurate and complete documentation of patient interactions is an integral and critical part of the student’s training. The electronic health record and any handwritten documents are legal documents; they afford protection to the student, the patient, the faculty, and the College should any questions arise about treatment of or interaction with a patient. The patient record contains all pertinent information regarding the patient's medical, dental, emotional, and behavioral background that might impact the type/extent of treatment rendered. Without such information, the possibility of providing inappropriate care is increased. It is also the primary source of information for decisions about the patient's status in the program. Releases, reassignments, transfers, or referrals cannot be made or defended without sufficient documentation. Proper records and information management is also important for monitoring treatment sequencing, facilitating departmental interaction in the treatment decision-making process, and providing accurate data to those to whom patient referrals are made.

Each patient's electronic health record must contain:

• a signed Acknowledgment of Receipt of Privacy Practices form
• a signed Authorization for Release/Use of Protected Health Information in Photograph/Videotape/Electronic Images from Dental or Medical Record for Education Training

Optional documents are:

• Authorization to Release Protected Health Information Verbally to Others
• Request and Consent for Electronic Communications (Excluding Patient Portal and Secure Email)

All workforce members are responsible for safeguarding Protected Health Information (PHI). Workforce members include students, residents, employees, faculty, trainees, non-employees (contract labor), volunteers, and temporary employees who will be working at the college longer than six days. 

Protected Health Information (PHI) is related to past, present, or future physical or mental health condition, treatment or payment for treatment for that person AND identifiable to an individual person. It is also created, received, or maintained by a healthcare provider or other entity covered by HIPAA.

• To protect the patient's privacy:
  • Remove all patient identifiers from materials OR
  • Obtain patient authorization to use PHI (Authorization for Release/Use of Protected Health Information) OR
  • Use commercially-available slides
  • Do not take photos of instructors’ PowerPoint presentations
• Workforce members are responsible for the PHI they create, collect, store, and send
  • Photos: Do not take pictures of patients using your cell phone
  • Flash drives: MUST be encrypted before being utilized for storing any PHI (including photos and x-rays)
  • Portable Computing Devices (e.g., laptops, smartphones, tablets, flash drives) and Desktops: Workforce members must use extreme caution when using Portable Computing Devices and desktop computers to store PHI. PHI should not be stored on Portable Computing Devices and desktop computers unless absolutely necessary; it should be stored on servers in a secure enterprise data center. Workforce members must follow the COD's Administrative, Physical, and Technical Procedures for Accessing PHI on Portable Computing Devices. If PHI is stored on such devices or computers, the device or computer must be encrypted according to HIPAA Security policies and applicable University policies. Portable Computing Devices must never be left unattended in unsecured places. The failure to take the above security precautions will be considered a violation of these Policies, subjecting the user to sanctions.
  • Personal Cell Phones: COD students are encouraged to contact patients using a phone located within the COD (see Section 2.6.1: COD Phones for Student Use in the COD Clinic Operations Manual). Calling a patient from a personal cell phone constitutes utilizing the phone for university business. Cell phones must be enrolled in Secure Mobile.
    • Patient contact numbers are considered PHI and must be kept secure.
• The University and/or the individual who breaches HIPAA can be held liable
  • Student clinic suspension may be imposed
  • Fines may be imposed against the University and individuals
  • Individuals may be imprisoned for up to 10 years
• Resource:
  • http://www.ouhsc.edu/hipaa

Paper records and any printed radiographic images are also the property of the College and should be secured at all times.  Under no circumstances is any PHI to be removed from the building. If it has been determined that a student has removed or disclosed any patient information or supporting materials (e.g. lab work) from the building, the student is subject to losing his/her clinic privileges for a period of no less than three (3) weeks.

Examples of PHI include: patient names, phone numbers, written notes, photos, treatment plan worksheets, models and grade/evaluation forms. PHI may not be left unattended on the counters or other areas. Documents printed from the electronic health record (EHR) must be placed in a locked shred bin for destruction.

The University of Oklahoma College of Dentistry will take all necessary steps to protect and safeguard patients’ Protected Health information (PHI). This policy is intended to provide direction to the College of Dentistry (COD) faculty, staff and students in regard to the protection of PHI when communicating by phone and/or other electronic devices.

   A.     For Appointment Confirmation – 

1. Speaking Directly to Patient – You may provide detailed information about the appointment; i.e. time, place, provider and procedure.
2. Leaving a Message – Identify only that you are calling from the COD and provide a return number for confirmation. DO NOT leave detailed information about the appointment. 
3. Confirmation VIA Text or E-Mail – The patient must have a signed Consent for Electronic (text, e-mail) Communication in the electronic health record (EHR) before this method of contact can be used.

   B.     Obtain or Review Health/Dental Histories – 

It is the University’s policy that faculty, staff, and students shall not review documents containing PHI from the COD’s premises for their own convenience. Printing portions of the PHI is acceptable only if the documents containing PHI are stored or filed in such a way as to avoid access by unauthorized persons and do not leave the COD. Photographs of any portion of the patient’s record are prohibited.

1. Faculty, Staff, and Students Reviewing Health Histories VIA Phone – Telephone conversations must be conducted away from public areas if possible and voices should be quiet. Speakerphones may not be used. Ideally, conversations should take place during regular business hours. The information collected must be directly entered into the EHR (axiUm) and not recorded on paper or any portable computer devices; i.e. Word, Notes. If it is necessary to contact a patient after business hours and off campus, then only questions about the patient’s health that could be a consideration for treatment can be asked; i.e. have you had a heart attack or stroke in the last six months, have you had any surgeries, been diagnosed with a disease or condition that may require special needs, etc.
2. PHI via E-mail – Transmitting PHI via e-mail outside the University email address system for treatment, payment, or health care operations is prohibited unless the message is encrypted between sender and recipient in a manner that complies with HIPAA and the Emailing and Transmitting PHI policy or the patient has signed the Consent for Electronic Communication. Secure options include e-mailing through a secure patient portal or by typing [secure] in the subject line before the subject. Sending e-mails that contain PHI for treatment, payment, or health care operations between ouhsc.edu/ou.edu and oumedicine.com/ouhealth.com e-mail addresses is secure and acceptable as long as the recipient is authorized to receive the PHI. 

Patient models are considered Protected Health Information (PHI).
 

• HIPAA and university policy require reasonable steps to protect PHI from unauthorized access.

• Models must be secured in locked desks, file cabinets, drawers, lockers, or cabinets when not in use.

The Oklahoma Board of Dentistry no longer requires diagnostic study casts or models obtained for removable or fixed prostheses to be retained as part of the patient record. Therefore, the college is not obligated to maintain the models once the patient has been released or treatment is complete. Once the treatment is completed or the patient is released, follow the destruction process below.

•  Study and removable prostheses models:
  1. Patient MUST be released from the student program
  2. Some models are kept for teaching purposes; check with the supervising faculty before moving on to the next steps
  3. If the patient's information is on the plastic mounting piece, remove PHI with a stone grinder or redact with a permanent marker
  4. With the stone grinder, remove/alter the occlusal surfaces from any teeth present. If teeth are not present, the alveolar ridge does not need to be altered
  5. Discard in the lab's trash can
      
• Fixed prostheses quadrant models or diecasts
  1. The patient can still be active in the student program
  2. Check with supervising faculty before moving on to the next steps
  3. Remove the patient's name with a stone grinder
  4. Remove or alter the occlusal surfaces with a stone grinder
  5. Discard in the lab's trash can

Keep any study and removable prostheses models of active patients with current treatment to be transferred to your vertical team upon graduation.

Utilize a permanent marker to remove any PHI from the storage box or bag after all items are destroyed.

Do not discard numerous models into a single trash can at one time. The trash can liner could become overloaded.

 Protected Health Information shall not be posted or transmitted on social media sites, such as Facebook or Twitter. Replies to patient posts should be avoided, especially if the reply will confirm PHI. Workforce Member should keep in mind that even if a patient’s name is not posted, if the patient could reasonably be identified, alone or with information obtained from other sources, the information is considered Protected Health Information. Do not use your personal social media account to discuss or communicate patient information with one of your patients, even if the patient initiated the contact or communication. Always use approved communication methods when communicating with patients about their health or treatment.  

•  Do not post photos or x-rays of patients; these images are the property of the College of Dentistry.
• Do not text photos or x-rays of patients.
• Sensitive or proprietary information MUST NOT be shared.
• Activity on social media should remain personal in use only.
• Use personal email account for registration.
• Personal social media relationships with patients, patient family member, etc. are prohibited.
• Remember that content is subject to interpretation.
• Report unprofessional content to the COD Director of Compliance.
• OUHSC email policies apply to files shared over social media
• TikTok
  • In compliance with the Governor’s Executive Order 2022-33, effective immediately, no University employee or student shall access the TikTok application or website on University-owned or operated devices, including OU wired and wireless networks. As a result of the Executive Order, access to the TikTok platform will be blocked and cannot be accessed from the campus network.
• Resources:

  •  http://it.ouhsc.edu/policies/

  • Social Media & Networking Policy and Standards (oklahoma.gov)

All electronic records are the property of the College of Dentistry. Every effort should be made to ensure the security and privacy of these records. All workforce members must follow HIPAA and OUHSC HIPAA policies to safeguard PHI. When a user steps away from a display containing protected health information (PHI), the screen must be secured by locking the screen or logging off.  Minimizing the screen is not an acceptable method to maintain security.

References:

Safeguards - Administrative and Physical

Safeguards - Technical

Workstation Policy

Electronic devices including laptops, I-pads, tablets and cell phones must be encrypted in order to access PHI on a portable electronic device. This encryption process is established by Central Information Technology for the Health Science Center campus.

Resource: https://itsupport.ou.edu/TDClient/30/Unified/KB/ArticleDet?ID=3016

Link to: College of Dentistry Computer Requirements

Copying, storing, and/or providing transport of digital material in a manner that violates the copyright associated with the digital material on or with any University information system resources is strictly prohibited.

Resource: https://it.ouhsc.edu/policies/documents/infosecurity/Digital%20Copyright%20Policy.pdf

Student Enrollment Requirements 

As a student at the University of Oklahoma College of Dentistry, it is a student's responsibility to stay up to date on annual and mandatory enrollment requirements. Students are required to take steps to ensure they maintain compliance with all applicable laws and regulations.

Each student will receive appropriate training for his or her role in the organization. All training materials will be developed and/or selected and approved by the COD Director of Compliance. Documentation of compliance training provided to each individual will be maintained.

Being out of compliance can cause many issues that hinder educational progress including delay in financial aid disbursement, inability to enroll, removal from class or clinic, unexcused absences that will result in zeros, and restricted access to academic records. The student receives notification from Complio 30 days before becoming non-compliant and reminders thereafter until the student is compliant. If this timeframe falls within enrollment for the next semester, an enrollment hold is placed on their account by the Office of Compliance. Some items become non-compliant on the same day each year (June 1) while others become non-compliant on a rolling basis depending on when the original documentation was submitted.

Students must fulfill the following requirements at acceptance into the COD program, annually, or upon expiration of each requirement. It is the responsibility of each student to maintain their requirements by keeping them up to date and by staying current with all training material.

1. Complio:
   • Students must subscribe to Complio, the immunization/enrollment requirement tracking system for the duration of their program. 
2. Immunizations:
   • Hepatitis B
   • Varicella
   • MMR
   • TDAP
   • Flu Vaccine
   • Covid-19 (optional)
   • Tuberculin testing
3. Health Insurance:
   • OU Student Health Insurance Plan or 
   • Alternate Healthcare Coverage and
   • Needle Stick Coverage
4. Required Annual Training: 
   • HIPAA Privacy and Security
   • Hazardous Communication/General Safety
   • TB Awareness
   • Blood Borne Pathogens
   • Sooner Fire Safety
   • Title IX: Sexual Assault Prevention (1st year)
5. Additional Requirements:
   • CPR - Basic Life Saving for Healthcare Workers
   • Policy Acknowledgement Statement
   • Talent/Photo Release
   • Device Encryption Attestation
   • Criminal Background Check
   • Drug Screening
   • Medical Marijuana Policy
   • Financial Aid
   • Bursar
   • Citizenship documents

The following will result for any student not compliant by the enrollment date:

1. Students will incur a campus non-refundable late enrollment fee.
2. Students cannot attend class or clinic.
   1. Students with scheduled patients during the first week of the semester will be reassigned to another student for limited treatment or can be completely reassigned if the patient has not been seen by the original student. The re-assignment will continue into the next weeks until the student is enrolled.
   2. Students will not have access to LMS for non-enrollment.
      1. Students will earn a grade of zero for all assignments and quizzes that are missed due to non-enrollment and will not be able to make them up
3. Non-enrollment due to not being compliant will result in a Professionalism Concerns Report (PCR)

Complio is an online application system used by the University of Oklahoma Health Sciences to track immunization and enrollment requirements among our different programs and campus sites. Students are required to upload their own immunization and enrollment documentation into the system, rather than providing documentation to Student Health or the COD Office of Compliance. Complio will also allow you to send your immunization records to externship sites or when you transition from an OUHS student to a healthcare professional.

Items to remember when creating your Complio account:

• Be sure to select the correct program you are enrolling in
• Use your OUHS email address as your primary email address
• Use your OUHS network password as your initial password
• Use your personal email address as a secondary email address
• Add your cell number to receive text message updates regarding your account
• List all aliases you have been known by in your student profile

Students who do not meet the immunization or enrollment requirements within Complio will have enrollment holds automatically placed on their accounts for the next enrollment period. Students must satisfy the requirements before the automatic hold will be released. Students should review their Complio account regularly to maintain compliance and prevent any enrollment holds.

For more information regarding Complio, visit this link: https://students.ouhsc.edu/Current-Students/Student-Wellbeing/Health-Clinic/Complio 

Frequently Asked Questions:

1. I tried to access Complio but was unable to log in. What should I do?

• If this is your first time, visit https://students.ouhsc.edu/Current-Students/Student-Wellbeing/Health-Clinic/Complio to Create an Account. Complio will send an email to the email address used during account creation. You must use the link sent specifically to you from Complio to set up and access your account. Always use your school email address as your primary email address and your personal email address as your secondary email address. If you have done this correctly, you will have Single Sign On activated and your Complio password will be the same as your OUHS network password.
• If you are a returning student, you can use your school email and password to access the system.

2. How much is Complio for the very first year I sign up?

Subscription costs are based on the number of years you will be utilizing Complio. They are:

• $19 | 2-year subscription
• $29 | 3-year subscription
• $35 | 4-year subscription
• $45 | 5-year subscription

3. Two of my requirements were rejected; could you tell me why?

Students can log into Complio to review the Admin’s Comment History to clarify why requirements were rejected or review the email sent by Complio.

4. Who rejected my requirements in Complio?

All requirements are reviewed by a Medical Review Officer at Complio. The Office of Compliance can review rejected items and complete an override if the requirement was met and incorrectly denied by Complio.

5. I’ve uploaded documents into Complio and they say “Pending Approval”, did I submit my documents correctly?

It does take several business days for all uploaded documents to be reviewed. Your Pending Approval status will be indicated by a yellow exclamation point. If it is rejected, you will log into Complio to review Admin’s Comment History or the email sent by Complio to clarify why the requirement was rejected.

6. I completed my requirements and they were approved in Complio. How long will it take for my enrollment hold to be removed?

Once approved, Complio sends an electronic notification to the Bursar's office to remove the enrollment hold. This process can take up to 48 hours (not including holidays, school breaks, or weekends) for the enrollment hold to be removed. Students failing to be enrolled before the deadline could pay late fees, have funding of student loans affected, and not be able to attend class or clinic until the enrollment hold is resolved. 

7. My program is for 2.5 years. Which subscription should I purchase?

Purchase a 3-year subscription; it costs less to round up. If you purchase a 2-year subscription, you will have to add additional months at the end of your plan; adding six additional months costs $18. 

COD program students with patient-facing responsibilities must receive certain immunizations to protect patients, other students, and health care providers. Every new undergraduate or graduate student must upload proof of immunity into Complio. Each student is responsible for maintaining compliance with all required immunizations while enrolled for the duration of your program. Students failing to comply with their immunizations could be removed from class or clinic until requirements are met.

For immunization proof to be valid, all records must contain:

• The student's name and any aliases used must be listed within the student's profile in Complio
• Full dates of vaccination; just a month and year listed will not be considered valid
• Treating facility, clinic, or provider's information who administered the vaccination or be an Official Immunization Record of the state
• Vaccination name
• Date the vaccination was administered
• English or be a certified English translation of the documentation
• The FULL record. Do NOT crop your vaccination records; upload the entire document into Complio

Frequently Asked Questions:

1. Can I use my shot records that are in another language?

No. Any childhood immunization records in a language other than English should have a certified translation into English before they can be approved for your requirements.

2. Do I upload my Vaccine History Form for HSC Students?

No. You do not upload the vaccine history form into Complio. It is not necessary and not a valid record of your immunization history.

Students with potential for exposure to blood or Other Potentially Infectious Materials (OPIM) must receive the Hepatitis B vaccination series, which may be obtained from the appropriate campus student health service. All applications, immunization schedules, vaccine doses, etc., should follow the Centers for Disease Control and Prevention Morbidity and Mortality Weekly Report.

Students must upload documentation of three childhood Hepatitis B vaccines and a positive quantitative Hepatitis B surface antibody titer showing immunity. Once a positive titer is provided, the requirement will be complete. 

If titer results are NEGATIVE or nonreactive, upload your result in the Initial Hepatitis B Titer requirement. Begin booster doses as directed by your PCP or Student Health. Repeat the quantitative Hepatitis B surface antibody titer four weeks after your last Hepatitis B booster dose.  Upload a POSITIVE result in the Repeat Hepatitis B Titer requirement.

• Students should consult with their PCP or Student Health to determine which course of action is best for establishing immunity - repeating a 3-dose or a 2-dose booster series.
• 3-dose series (Engerix-B or Recombivax-B):
  • Booster dose 1 will cause 1 month of TEMPORARY compliance.
  • Booster dose 2 will cause 5 months of TEMPORARY compliance.
  • Booster dose 3 will cause 1 month of TEMPORARY compliance until you complete your repeat quantitative Hepatitis B surface antibody titer.
• 2-dose series (Heplisav-B):
  • Booster dose 1 or 2 of the Heplisav-B series will cause 1 month of TEMPORARY compliance until you complete your repeat quantitative Hepatitis B surface antibody titer.
• Uploading proof of booster doses will cause TEMPORARY compliance.

Frequently Asked Questions:

1. I just started my Hepatitis B booster series; how do I know I won’t be reported as non-compliant?

Uploading documented proof of your booster doses will cause TEMPORARY compliance while you finish the Hepatitis B series. If you are on schedule with your series, you will NOT be held from class or clinic.

2. I had my Hepatitis B titer and the results came back negative but I have already completed the 3-shot series as a child; what should I do?

Upload your negative titer results into the Initial Hepatitis B Titer requirement. Next, talk to your healthcare provider or Student Health about the best way to proceed. You can either take a 3-dose or 2-dose booster series. Whichever route you choose, you will still need to re-titer 4-6 weeks following the last vaccine. 

3. I just started my Hepatitis B series; can I still attend class or clinic?

Yes. If you have initiated a series but have not completed it, you can participate in the program if vaccination documentation is uploaded into Complio. If you do not upload vaccination documentation, you will not receive temporary compliance.  If you do not keep up with your immunization schedule, you could be held from the program until you are compliant again.

4. I’ve completed my Hepatitis B vaccine and titer, what should I do next?

If you are immune, you are finished. Complio will mark this requirement completed and it will not need to be re-visited as long as you are a student.

5. What kind of titer do I need?

Students must supply a quantitative Hepatitis B surface ANTIBODY titer. Quantitative gives us a measurement of your immunity.  An antigen titer only tells us if you were exposed to Hepatitis B, not if you are immune.

6. I had two 3-dose series and both of my titers have come back negative. What do I do?

If you had two 3-dose series and two negative titer results, you may be considered a non-responder which means you are not developing an immunity to the virus. Typically, your PCP may want to try the alternate series of the vaccine to see if your body develops immunity; please speak to your healthcare provider. About 60% of non-responders will develop immunity with another series. 

7. Why was my proof for the Hepatitis B vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer.

8. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your Hepatitis B vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must upload documentation of two Varicella vaccines OR a positive quantitative antibody titer to show immunity. If the titer provided is negative, students are to repeat the two-shot series. A second titer is not required.

NOTE: History of disease is not accepted.

Frequently Asked Questions:

1. I had Chicken Pox as a child; what should I do since I did not receive the vaccinations?

You should ask your primary care physician or Student Health for a quantitative Varicella antibody titer to determine if you are still immune. If so, you will upload proof into Complio. If not, you will complete a 2-dose vaccination series.

2. I only had one dose of Varicella as a child; what should I do?

• You can choose to get a second dose of Varicella as an adult and upload documentation into Complio. The duration between doses does not matter for this vaccination.
• You can choose to complete a quantitative antibody titer. If the titer is positive, upload your documentation into Complio. If the titer is negative, you will need to complete a second dose of the vaccination.

3. Why was my proof for the Varicella vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

4. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your Varicella vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must upload documentation of two MMR vaccines OR three positive quantitative antibody titers to show immunity. The titers for MMR will be processed separately and proof of immunity must be uploaded separately into Complio. If the titer provided is negative, students are to repeat the two-shot series. A second titer is not required.

NOTE: If MMR vaccination is indicated separately, then proof of 2 doses of Measles and Mumps and 1 dose of Rubella vaccination is required.

Frequently Asked Questions:

1. I only received one MMR shot as a child. What should I do?

• You can choose to get a second dose of MMR as an adult and upload documentation into Complio. The duration between doses does not matter for this vaccination.
• You can choose to complete a quantitative antibody titer. If the titer is positive, upload your documentation into Complio. If the titer is negative, you will need to complete a second dose of the vaccination. 

2. Why was my proof for the MMR vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

3. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your MMR vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must upload proof of one TDaP vaccine received as an adult. If the Tdap vaccine is older than 10 years or received as a minor (less than 18 years of age), documentation of a booster or an updated Tdap vaccine is required.

NOTE: Tdap vaccines received under the age of 18 are not valid.

Frequently Asked Questions:

1. What expiration date should I use for my TDaP?

TDaP is valid for 10 years from the date of the vaccination. Complio will automatically add the expiration date for you.

2. My TDAP is not expired but Complio rejected it; why?

To fulfill this requirement, you must receive at least one TDAP as an adult (over the age of 18).  If you received a TDAP as an adolescent and it has not expired yet, you will need to get another TDAP vaccination as an adult and upload that proof into Complio.

3. Why was my proof for the TDaP vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

4. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your TDaP vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must provide proof of receiving an annual influenza (flu) vaccine. The flu vaccine must be administered AFTER September 1st and before the deadline of November 1st of each year. Students getting the flu vaccine during the Spring and Summer semesters will still be required to vaccinate with the current flu vaccine that becomes available in September; flu vaccinations administered before September will be denied by Complio. All flu requirements expire on September 15th of the following year no matter when they were administered; therefore, the vaccination or an approved declination is required every year.

Frequently Asked Questions:

1. Can I opt out of the flu shot?

Yes, see the information regarding declinations here. You can discuss your concerns regarding the flu vaccine with Student Health since it is a requirement for all healthcare providers on the OUHSC campus. Call Student Health at 405-271-9675 to schedule an appointment to discuss this issue.

2. Since I can’t take the flu shot until October, what do I do for Complio?

The deadline for the flu vaccination is November 1st. Your enrollment will not be affected unless you do not comply with the deadline.  

3. I recently took my flu shot before September. Do I have to take another flu shot in October?

Yes. The flu vaccine is created yearly for the upcoming flu season which starts approximately in September. If you received a flu shot before Oklahoma’s flu season started, you were likely injected with a vaccine for last year’s flu. You will have to vaccinate with the current vaccine when it becomes available.

4. Can I receive my flu shot at any pharmacy or healthcare center? 

Yes. While OUHSC in Oklahoma City and OU-Tulsa offer flu clinics during October, students can seek treatment with their PCP, local health department, area clinic, or a nearby pharmacy. 

5. Why was my proof for the flu vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

6. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your flu vaccination information. Follow these instructions for getting valid proof:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

7. I did not get proof of my vaccination from the campus flu clinic. How can I prove that I received my vaccination?

• Search the email you registered with for an email from OUCollegeofPharmacy@ouhsc.edu
• If you did not find one, you can send an email to the OU College of Pharmacy (see address above) with your Name and Date of Birth requesting another copy be sent to you. 

Effective 9/30/2024, COVID-19 vaccines are no longer required or mandatory, but rather are strongly encouraged, especially for students with patient-facing responsibility. As the COVID-19 vaccine is no longer required, you will notice that the COVID section in Complio now shows as optional.

Frequently Asked Questions:

1. Do I have to take a COVID-19 vaccination?

 No. COVID-19 vaccination proof can be uploaded into Complio. Fields are available for the one- or two-dose series and booster doses. 

2. Where can I get the COVID-19 vaccination?

The vaccine is available in various locations on the OU Health Sciences Center campus, in designated HSC pharmacies and clinics, as well as in the community.

3. Why was my proof for the COVID-19 vaccination denied by Complio?

Proof must show:

• Student's name
• Vaccination name
• Administration date
• Facility or physician's name
• Site of vaccination

A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer. 

4. Why was my screenshot from MyChart (or similar EHR) denied?

Your name must appear on your COVID-19 vaccination information. Follow these instructions for getting valid proof:

For MyChart:

• While you are viewing your vaccination information, click the 3 dots in the upper right corner. 
• Select Print
• Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
• Save with a file name that is easy to find to upload into Complio. 

Students must provide documentation annually for Tuberculosis (TB). TB tests are valid for 12 months from the date they are interpreted/read. Students are responsible for ensuring their annual TB documentation does not expire. Students with a history of either a positive TB Skin Test or a positive TB blood test must contact Student Health for further assessment and instruction regarding TB clearance.

New students:

• Two 2-step PPD skin tests read 1 - 3 weeks apart OR
  • 4 visits to PCP or Student Health
  • If PPD skin test results return positive, Student Health may require a clear chest x-ray and medical clearance before issuing a Student Clearance Letter for Complio
  • Do NOT upload x-rays or physician notes into Complio
  • Failure to complete the second PPD skin test within the 3 weeks will negate the first test and the student will be required to start the process again.
• One negative IGRA (Quantiferon or TSPOT) TB Gold test
  • 1 visit to PCP or Student Health
  • This is a lab test where blood is drawn. It requires orders from a healthcare provider.

Returning students:

2nd and 3rd year students:

• Complete and upload the Annual Screening Questionnaire after your 1st academic year in your educational program. 
  • Students who answer ‘Yes’ to any question must first contact Student Health for further evaluation and assessment. Students must submit the Student Health Clearance letter they receive from Student Health.

4th year students:

• One negative 2-step PPD skin test OR
• One negative IGRA (Quantiferon or TSPOT) TB Gold test will be required for externship participation. 

NOTE: Expiration dates are one year from the date of the IGRA test, the annual questionnaire, or the second PPD skin test.

Frequently Asked Questions:

1. I was an OUCOD student last year, do I have to take two 2-step PPD skin tests?

You will complete the  Annual Screening Questionnaire form which is found in Complio. After uploading the document, the expiration date should reflect one year from the signed date on the questionnaire.

2. My PPD came back positive, what do I do?

You will be required to complete an IGRA test. If the IGRA is negative then you have satisfied your requirement. If your IGRA is positive then you will need to consult with Student Health. If you are cleared, Student Health will issue a Student Clearance Letter. Do NOT upload x-rays or physician statements into Complio, only upload the Student Clearance Letter.

3. Can I decline the TB test?

No. The requirement for TB is a TEST and not a vaccination. It will be conducted via skin or blood analysis. The declination is not valid for the TB requirement. 

4. As a child, I was vaccinated with the BCG vaccine. Which test should I take?

The BCG vaccine will cause a positive result on a PPD SKIN test, for this reason, it is best to complete an IGRA test which is a blood test.

Students must upload documented proof of receiving vaccinations or titers into Complio. Students should upload the FULL record into Complio; do NOT crop vaccination or titer information. To assist with finding vaccination information:

Oklahoma residents:

• Immunization records may be located at the Oklahoma State Immunization Information System (OSIIS) website: https://shotrecords.health.ok.gov/

Out of State:

• Immunization records may be located at the county health department where you grew up

Frequently Asked Questions:

1. I can't find my shot record; what should I do?

You can choose to have quantitative antibody titers drawn for all of the vaccinations that you do not have documented. If the titers return positive, you will upload the titer results into Complio. If the titers return negative, you will need to complete the required number of vaccinations to satisfy the enrollment requirement.

OUHSC program students can submit declinations for a required vaccination, either on a medical basis or for religious reasons. Please note that a separate form is required for each vaccination being declined. The below steps outline the process for submitting a declination form for consideration:

1. Complete the Vaccine Declination Form for OUHSC & OU-Tulsa Students
2. Based on your declination reason, please gather the documentation as requested on your Vaccine Declination Form.
3. Submit your completed Vaccine Declination Form and required documentation to the following email address, based upon your geographic campus location, using the subject line Vaccine Declination Form:
   • HSC-OKC and remote site learners: SAS-HealthSciences@ou.edu
   • OU-Tulsa learners: Tulsa-SAS@ou.edu
4. Following submission, a member of the Student Accommodation Services team will be in communication with you, if needed, and will return your Vaccination Declination Form with their signature, if approved.
5. Do not upload this form to Complio until you receive notification of approval along with a copy of the signed form. 

A separate Vaccine Declination Form, and supporting documentation, are required for each vaccination being declined. Additionally, if declining the influenza vaccine, that declination form must be submitted after September 15th and is required annually.

Frequently Asked Questions:

1. Why are vaccinations required?

HSC program students are required to receive immunizations to protect the patients, visitors, and the healthcare providers they work and train with.

2. If I am unsure about the vaccine, who can I call?

You can contact your primary care provider or Student Health to discuss the research and safety of the vaccines. The phone number is 405-271-9675.

3. How long does it take to review my documentation for a declination?

Allow 15 business days (not including holidays, school breaks, or weekends) for review. The requirement will be non-compliant until an approved declination or appropriate vaccination/titer proof is uploaded.

4. If my declination is approved, how will I protect my patients?

Students will visit with their program/college student service team to understand the next steps and possible program limitations. Generally, all unvaccinated patient-facing students will be required to mask in all indoor campus facilities.

5. What happens if my declination is declined?

Students will visit with their program/college student service team to understand the next steps and possible program limitations.

6. Will declining vaccinations be a challenge to completing my program?

The University of Oklahoma Health Sciences Center does not control the vaccination policies of the facilities, hospitals, or physician groups that provide clinical experiences for our students. If you are not allowed to participate in a particular clinical experience due to your declining vaccination, the University may not be able to find you an alternate clinical experience without fundamentally altering the program. If you are unable to complete the required clinical experiences, you will be unable to fulfill the requirements of your program, eliminating the opportunity to fulfill the requirements for graduation. In other words, although you may be able to participate in the didactic portions of the program if you decline required vaccinations, the University cannot guarantee that you will be able to ultimately graduate from the program.

Per the University of Oklahoma Regents’ Policy, all students enrolled in an OU Health Sciences Center program are responsible for maintaining health insurance and providing coverage information each semester of enrollment in their programs. A student who is found to be uninsured will receive notification from HSC Student Affairs and their academic dean’s office regarding lack of compliance and possible delay academic program, including clinical participation, and advancement.

All students enrolled in an OU Health Sciences Center program who do not enroll in OUHSC Health Coverage must submit alternate coverage information through the Academic HealthPlans Waiver System by the deadlines respective to your program. The COD deadline is ALWAYS one week before the OUHSC campus deadline.

Frequently Asked Questions:

1. Do I have the option to not have medical coverage?

No. As an OUHSC student, this is an enrollment requirement to attend class and clinic. You must purchase the OU Student Health Insurance Plan or provide coverage information that you are covered by alternate healthcare coverage.

Students who do not have coverage or acceptable medical coverage may purchase the OU Student Health Insurance plan. To purchase the plan, visit: https://ouhsc.myahpcare.com/ 

Students can also enroll their spouses and dependents on the plan. Rates are based on which plan you choose. Other benefits of the plan include:

• $500 deductible, many services covered at 100%
• Needle stick coverage IS included in the plan
• Opt-out waiver is NOT required
• ACA compliant
• Coverage at home, school, and while traveling abroad
• BCBS participating provider network
• Multi-lingual 24/7 Nurseline
• Prescription drug coverage

Frequently Asked Questions:

1. If I purchase the OU Student Health Insurance Plan, do I still have to complete a waiver?

No. You only need to submit a waiver if your insurance coverage is not through the OU Student Health Insurance Plan.

2. If I purchase the OU Student Health Insurance Plan, do I need to purchase Needle Stick coverage?

No. Needle Stick coverage is an included perk of the OU Student Health Insurance Plan.

3. The premium is very high; can I make monthly payments?

No. The premium amounts quoted are for the full semester and must be paid for at the time of purchase. 

4. I was able to get cheaper insurance after I paid for the Student Health Insurance Plan. Will they refund me the difference?

Unfortunately, they will not. Your coverage will stay in effect until the end of the semester and if you have other coverage, you will have primary and secondary coverage.

5. How much is the OU Student Health Insurance Plan?

There are different coverage options and periods, but the plan is roughly $305 per month for student coverage. For the most up-to-date information, go to: https://ouhsc.myahpcare.com/ for the Student Health Insurance Benefit Summary.

6. I am not attending classes during the summer, which plan should I purchase?

Your best option would be to choose the plan that covers dates from August 1 to December 31 (FALL 2) and January 1 to May 31 (SPRING).

7. If I purchase the OU Student Health Insurance Plan, will that cover any immunizations and titers that I need for enrollment?

The student health insurance will cover all of your vaccinations and most of the cost of the titers.

8. I received a notice to renew my OU Student Health Insurance Plan before my current plan expires. Can I renew this plan now for fall?

Yes. You can enroll for the next semester; be sure to select the plan that expires at the end of the next semester. For example: If currently in the Summer semester, the Fall semester would end on December 31^st. Pick the plan that also expires on December 31^st. 

Students can opt out of purchasing the OU Student Health Insurance Plan if they have alternate healthcare coverage that meets OUHSC criteria. All students with alternate healthcare coverage must submit proof of coverage through the Academic HealthPlans Waiver System by the designated COD deadline each semester. If the COD’s deadline passes and you have NOT opted out or purchased the Student Health Insurance plan, you will have instruments held, chart locks applied, or be removed from class/clinic.

Waiver will be approved for any OUHSC student who has coverage as an employee or dependent on the OU or OUHSC Employee Group Health Plan, other Affordable Care Act (ACA) compliant employer group health plan, Tribal coverage, Military coverage, or SoonerCare coverage. ACA-compliant individual and family plans will be evaluated by Academic Health Plans to determine if the policy meets the OUHSC requirements. If the waiver is denied, the student must find suitable coverage or purchase the semester's OU Student Health Insurance Plan. Failure of a student to maintain coverage as required under this policy violates Regent’s Policy and can delay enrollment and program advancement.

For more details on alternate healthcare coverage criteria, click this link: https://ouhsc.myahpcare.com/waiver 

Frequently Asked Questions:

1. Where do I go to submit my waiver?

Domestic students can complete their waiver here:  https://www2.academichealthplans.com/school/5002.html

International students (F1-J1 visa holders) can complete their waiver here:  https://www2.academichealthplans.com/school/5007.html

2. What is my waiver site password?

Unless you previously changed it, your password is your 8-digit date of birth in MMDDYYYY format.

3. How often do I have to submit a waiver?

All students enrolled in OU Health Sciences Center (OUHSC) programs are responsible for maintaining health insurance and providing coverage information each semester of enrollment in their programs. Dental students will submit their waiver in the Summer and Spring semesters. Hygiene students will submit their waiver in the Fall and Spring semesters.

4. What is the waiver deadline? 

The deadline varies each semester; however, the COD deadline is ONE WEEK before the OUHSC campus deadline. 

5. How long does it take to receive notification that my waiver was approved?

A separate email explaining if the waiver request has been approved or denied will be sent from Academic Health Plans within seven business days.

6. Should I wait until the last minute to complete my waiver?

NO. Complete your waiver as soon as possible. If AHP requests additional paperwork, you will still beat the deadline. If your insurance coverage is not compliant, you must purchase the OU Student Health Insurance Plan or coverage through the Healthcare Marketplace Insurance before the deadline. If you have trouble signing in, let Student Affairs know immediately.

7. What happens if I do not complete my waiver or purchase insurance before the deadline?

The system automatically closes and you will not fulfill your OU Board of Regents requirement for enrollment, therefore, you will not be able to attend classes or clinic.

8. Should I upload my medical insurance information in Complio?

Only if you purchased the OU Student Health Insurance Plan; otherwise, no. To fulfill your needle stick coverage requirement, a receipt must be uploaded into Complio. If you purchased the OU Student Health Insurance Plan, you can upload your two-page emailed receipt, in the Needle Stick category, under OUHSC Insurance. 

9. I have medical insurance already; what should I upload as proof of coverage for the waiver system?

You must ensure that your medical card has your name listed. If your name is listed, then you can upload a front and back copy of the insurance card. You may be asked for a Letter of Coverage and a summary of plan benefits from your insurance company. This information can be found on most insurance company’s patient portal. If your name is not listed, you must get a new card with your name on it or ask your insurance carrier for a Letter of Coverage stating you are covered under that policy. Medical coverage policy must be a) active on, or before, the first day of classes, b) list coverage dates until the end of the semester, c) be printed in English, and d) quoted in United States currency.

10. I have military or Veteran’s insurance, what can I upload as proof of coverage?

You can submit a front and back copy of your military ID and Social Security card as proof or ask your insurance carrier for a Letter of Coverage stating your policy is in effect.

11. I have Tribal coverage, what can I upload as proof of coverage?

You can submit a front and back copy of your Tribal ID, CDIB card, or a Letter of Coverage from your tribe stating you have coverage and a front and back copy of your Social Security card.

12. I have a Health Sharing Plan; is this acceptable medical coverage?

No. Health Sharing Plans are not compliant with ACA coverage. You must purchase the OU Student Health Insurance Plan or another plan through the Healthcare Marketplace.

13. What do I do if my insurance card is in my maiden name and I haven’t changed it yet?

You must upload your marriage license with your proof of medical coverage.  Be sure to save all your documents with the last name you are enrolled with before uploading.

14. If my deductible is too high, will my waiver be denied?

Yes, medical coverage must be comparable to the HSC student health insurance plan including a $1000 or less deductible for Domestic students or a $500 or less deductible for International students plus a similar benefit model.

15. What are some other reasons why my waiver would be denied?

Medical coverage must meet the Minimum Essential Coverage as required by the Affordable Care Act (ACA) such as

a) no exclusions for pre-existing conditions - Your plan may have pre-existing exclusions.

b) preventive care and women’s health care as required by the ACA covered at 100% - Your plan may not cover either benefit at 100%. 

c) no annual or lifetime limits. - Your plan may have an annual or lifetime limit for the amount they will pay out. 

Healthcare-sharing groups, discounts, or indemnity plans do not meet the criteria for acceptable alternative health insurance. Membership in healthcare-sharing groups, discounts, or indemnity plans will not be accepted for waiver approval. You must purchase the OU Student Health Insurance Plan or a comparable plan through the Healthcare Marketplace.

16. I tried to log in to complete my waiver and got a message that “my school had not authorized me to fill out this form”; what should I do?

Please refer to the email sent out by Student Affairs titled Student Health Insurance & Waiver Information. Although you may be currently enrolled with the COD, you cannot access the waiver system until the new term activation date. This date varies by semester, but it will be listed in the email from Student Affairs.

17. The waiver site is asking for proof of my insurance; what does that mean?

Proof of coverage consists of:

Required

Insurance Card: Copy the front and back with the student’s name listed OR

Letter of Coverage: Contains beginning and end dates of coverage and who is covered. Found on the insurance company’s online portal.

Any Letter of Coverage must be dated within 30 days of the start of each semester.

Military coverage: Letter from Tricare.

Tribal coverage: Front and back of your tribal or CDIB card and SSN or letter of coverage from Tribal insurance carrier.

SoonerCare coverage: DET-9001-D approval letter.

Optional

Summary of Benefits: a document that details plan deductible, copay, and coinsurance. Found on the insurance company’s online portal.

1. Medical coverage must meet the Minimum Essential Coverage requirements of the Affordable Care Act (ACA). Student must provide evidence that they are eligible for, and enrolled in, ACA compliant individual coverage purchased through the Exchange (HealthCare.gov) or other ACA compliant individual coverage purchased from an insurance carrier based in the United States.

2. Medical coverage must be CURRENTLY active, in effect, and list coverage dates that cover the entire semester/trimester being waived. Medical coverage cannot become effective AFTER classes have started, if you are seeking a waiver.

3. Policy must be in English and any premiums or amounts quoted must be in US currency/dollars.

4. Policy cannot exclude pre-existing conditions and must include a list of the exclusions.

5. International Students must also maintain coverage for repatriation of remains to their home country and medical evacuation to their home country. The benefit for repatriation may not be less than $25,000, and the benefit for medical evacuation may not be less than $50,000.

6. If an International Student’s health plan does not include medical evacuation and repatriation, a rider must be purchased providing coverage at equal limits to the student health insurance plan as follows:

• A deductible not to exceed $500 per accident or illness
• Medical benefits of at least $100,000 per accident or illness
• Repatriation of remains in the amount of $25,000
• Expenses associated with the medical evacuation of the exchange visitor to their home country in the amount of $50,000

International Students may waive the Student Health Insurance Plan if:

1. Student is eligible for, and enrolled in, coverage that is backed by the full faith and credit of the government of the exchange visitor’s home country and is provided through an ACA compliant plan.

2. Student is sponsored by the US government or other sponsoring entity that has guaranteed payment of all health expenses, and repatriation and evacuation expenses.

3. Student is enrolled exclusively in distance learning classes at the university.

Needle stick insurance is required and is available through the Academic Health Plan’s insurance company at:

https://ouhsc-needlestick.myahpcare.com/

For students enrolling in the OUHSC Student Health Insurance Plan through Blue Cross and Blue Shield of Oklahoma, this benefit is included and does not have to be purchased separately. Students with alternate healthcare coverage should check with their insurance carrier to see if their current policy includes needle stick coverage. If needle stick coverage is not an included benefit, College of Dentistry students MUST purchase a separate needle stick policy through the Academic Health Plan. Upload the two-page emailed receipt in the Needle Stick category. Add the receipt to the Needle Stick requirement and update the expiration date. 

The cost of the policy is $74 per policy year and it is NOT pro-rated. The policy year begins on June 1 and ends on May 31 each year. 

Plan benefits include:

• $2000 plan maximum per policy year
• 100% coverage at OU Student Health
• Covered expenses
  • Outpatient doctor visits
  • Outpatient lab tests
  • Medications necessary to treat exposure to a needle stick, body fluid splatter, or bloodborne pathogen
• Emergency room visits

Frequently Asked Questions:

1. How do I prove I have Needle Stick Insurance if I didn’t receive a new card?

You only receive a Needle Stick card your first year; do not lose it. For Complio, upload the two-page emailed receipt in the Needle Stick category; add the receipt to the Needle Stick requirement, and update the expiration date.

2. Do I have to buy Needle Stick Insurance?

Yes; if your alternate healthcare coverage does not cover needle sticks, you must purchase a plan. Needle Stick coverage is a benefit if purchasing the OU Student Health Insurance Plan.

• If you have medical coverage that includes Needle Stick as a benefit (must be comparable to the AHP Needle Stick plan (NSP)), the student must complete a Medical Insurance Verification Form.
• The student must call their insurance company via the phone number on the back of their insurance card to complete the form.
• Upload the completed form to the Needle Stick category as an EXCEPTION.
• Ms. Carter will review the exception for approval. If not approved, the student MUST purchase the AHP Needle Stick plan for $74.

3. SoonerCare states that my Needle Stick coverage is my primary insurance. How do I correct this to show SoonerCare as my primary insurance?

Contact SoonerCare by calling 405-522-7300 or 800-987-7767. Select the "Third Party Liability" (TPL) department if given options via the automated system. You will need your Needle Stick coverage information from your BCBS card. If directed to an online form, complete it, and return it to SoonerCare. SoonerCare will verify your coverage information with BCBS and remove the TPL information indicating SoonerCare is the primary payer for medical claims.

IF SoonerCare does NOT remove the TPL from your account, your claims will still be paid.

• Your provider will submit claims to BCBS as your primary medical payer.
• BCBS will deny the claims because the charges are not covered by the plan.
• Your provider must submit your claim to SoonerCare with the primary Explanation of Benefits (EOB) indicating no payment was made.
• SoonerCare will pay the claim as the primary payer.
• In this scenario, it takes longer for your provider's claims to be paid; however, they will still be paid at the SoonerCare rate. 

4. If I have SoonerCare coverage, should I purchase the Needle Stick plan?

Yes, SoonerCare does NOT provide occupational coverage for bloodborne pathogen exposure. 

5. Why would my Needle Stick exception be denied?

If your coverage offered by your alternate healthcare coverage is NOT comparable to the AHP Needle Stick plan. Which would include:

• Having a deductible - The NSP does not have a deductible for students.
• Having a coinsurance percentage - The NSP does not have a coinsurance percentage. The student pays $0 out-of-pocket costs.
• Copays totaling more than $74 per year - If you have a high copay per office visit, it may be more cost-efficient to purchase the NSP. In the event of a BBP exposure, you may have to see a provider up to four times or more.
• Out-of-network with OU Health - If your plan does not offer you any in-network benefits with OU Health, you must purchase the NSP.
• Requires a referral - time is of the essence when faced with a BBP exposure. You cannot wait for a primary care provider or insurance carrier to refer you to a provider or lab for treatment.
• Requires an authorization - time is of the essence when faced with a BBP exposure. You cannot wait for a primary care provider or insurance carrier to refer you to a provider or lab for treatment.

Students must complete the following training courses by visiting the OnPoint website (https://onpoint.ou.edu ), and then upload one certificate of completion for each requirement. 

Annual Training Courses include:

HIPAA Privacy and Security Training
Hazardous Communication / General Safety
Bloodborne Pathogens
Tuberculosis Awareness
Sooner Fire Safety

HIPAA training course is due within 5 days of the course being assigned or the certificate expiration date. OSHA training courses are due within 30 days of being assigned or the certificate expiration date.

Frequently Asked Questions:

1. How do I log into Onpoint?

You can sign in using your HSC User Name and Network Password.

2. Where do I find my annual training courses?

Assigned training will be visible on the Home page, within OnPoint, under the My Learning Assignment section. You can also use the search bar at the top of the screen to search any of the keywords to find training courses.

3. The course I need to take is not listed under My Learning Section. What should I do?

You can use the SEARCH feature in the upper right corner of the OnPoint Home screen. Type in a portion of the course name for which you are searching. For example "fire" for the Sooner Fire Safety course. Once the course is found, click the title link. Click Register. Click Start to take your course. Screenshot or save your certificate of completion to upload into Complio.

You cannot take a course until it is within 30 days of the certificate expiration date. If your certificate expires on December 1st, OnPoint will not allow you to begin the course until November 1st. 

4. I uploaded a screenshot of my Training Transcript. Complio denied it; why?

The certificate of completion must be uploaded into each training course. If the certificate is not uploaded, the requirement will automatically be denied.

5. How do I find my certificate of completion?

• Sign-in to OnPoint
• On the right side of the HOME page, under QUICK LINKS, click the link titled: TRAINING TRANSCRIPT.
• On the TRAINING TRANSCRIPT page, under ACTIVITIES, locate the course name for the certificate you need for Complio.
• Click the blue icon to the LEFT of the course title.
• Screenshot, print, or "export to PDF" the certificate to upload in the correct Complio requirement.
• Upload ONE certificate per Complio requirement.

All workforce members are required to complete the HIPAA Privacy and Security training annually. It is each individual’s responsibility to stay current on the required training. Annual training can be accessed via the OU Enterprise Learning Management System known as OnPoint. OnPoint will send email notifications to all workforce members up to 30 days before the expiration of the previous year's certificate. It is the responsibility of each workforce member to complete training promptly. 

(Workforce Members include employees, students, trainees, volunteers, temporary employees and/or affiliates). OUHSC’s policy and procedures may be different from other employers and Workforce Members must comply with OUHSC’s rules and regulations. Workforce Members are bound by OUHSC’s policy even if they have not read it. Civil and criminal penalties will still apply.

Frequently Asked Questions: 

1. When is my HIPAA training due?

You must complete HIPAA training within 5 days of receiving access to OnPoint.  You will receive emails from OnPoint informing you a HIPAA course is due.  HIPAA training can be found here: https://onpoint.ou.edu/

To comply with federal, and state regulations, the College of Dentistry has committed to providing information about safe work procedures and chemical hazards, as well as other potential hazards, to its workforce members. This commitment will be met by instituting a documented policy of employee training that fully explains job hazards and safe work procedures before job assignment. To ensure safe work procedures are followed, the COD Director of Compliance or the OUHSC Environmental Health and Safety Office will conduct unannounced laboratory and/or clinic inspections. Training guidelines are as follows:

1. Every employee at the College of Dentistry is required to complete annual health and safety online training available at https://onpoint.ou.edu/ 
2. Every student receives hazard training throughout his/ her tenure as a student.
3. A copy of the OUHSC Environmental Health and Safety policies and lab manual is available online at EHSO Manual 2022-2023 - Hazardous Waste (ouhsc.edu)

Frequently Asked Questions: 

1. When is my Hazardous Communication training due?

You must complete Hazardous Communication training within 30 days of receiving access to OnPoint.  You will receive emails from OnPoint informing you a Hazardous Communication course is due every year thereafter.

The Tuberculosis Awareness course will introduce you to the signs and symptoms of tuberculosis, as well as provide information about the OUHSC/OU-TULSA Tuberculosis Infection Control Policy and the Tuberculosis Skin Test Program. Workforce members will also learn the proper procedures for identifying and interacting with patients with possible tuberculosis, and how to use appropriate respiratory protection.

Upon completion of the course, you should be able to:

• Recognize the signs and symptoms of active tuberculosis (TB)
• Know what to do if a patient is suspected to have active TB
• Understand that a positive skin test does not necessarily mean a person is infectious
• Understand that respirators (not surgical masks) should be worn by workforce members under certain conditions
• Understand that participation in the OUHSC/OU-Tulsa PPD skin testing program is required for workforce members who have the potential for occupational exposure to TB

The Tuberculosis Awareness course is located at https://onpoint.ou.edu/ and is due annually.

Frequently Asked Questions: 

1. When is my TB training due?

You must complete TB training within 30 days of receiving access to OnPoint.  You will receive emails from OnPoint informing you a TB course is due each year thereafter.

Universal/Standard Precautions - The College of Dentistry follows the Centers for Disease Control and Prevention (CDC), Organization for Safety and Asepsis Procedures (OSAP), OSHA, and the University of Oklahoma Health Sciences Center (OUHSC) Infectious Disease Policy (HSC/OU-Tulsa Infectious Disease Policy (ouhsc.edu) recommendations and guidelines for infection control to ensure patient and workforce member safety.

1. Standard/Universal precautions for infection control will be utilized for all patient care.
    
2. Annual training for Bloodborne Pathogens is located at https://onpoint.ou.edu/ 

Frequently Asked Questions: 

1. When is my Bloodborne Pathogen training due?

You must complete Bloodborn Pathogen training within 30 days of receiving access to OnPoint.  You will receive emails from OnPoint informing you a Bloodborne Pathogen course is due each year thereafter. 

The University of Oklahoma Health Sciences Center (OUHSC) Office of the Fire Marshal operates under the Office of Construction Oversight and Fire Protection to protect lives and property from fire, explosions, and related hazards by providing a safe work environment through plan review and enforcement of fire codes and public education.  The department also provides technical assistance to responding local fire departments. We believe prevention is the most effective means of fire protection. Through enforcement of national and state fire codes and education of OUHSC employees, we can deliver vital fire prevention services and information creating safe work environments and reducing the impact of fire.

The OUHSC Fire Marshal website is located at https://firemarshalsoffice.ouhsc.edu/.

Annual training is located at https://onpoint.ou.edu.

Frequently Asked Questions: 

1. When is my Fire Safety training due?

You must complete Fire Safety training within 30 days of receiving access to OnPoint.  You will receive emails from OnPoint informing you a Fire Safety course is due each year thereafter.

The University is committed to creating and maintaining a community where all persons who participate in University programs and activities can work and learn together in an atmosphere free from all forms of harassment, exploitation, or intimidation.

The University condemns discrimination based on sex, sexual harassment, sexual assault, and sexual misconduct. Any such activity committed by a member of the University community may subject the individual to University sanctions as well as civil and criminal penalties.

Additional Sexual Misconduct resources can be found at https://students.ouhsc.edu/Current-Students/Student-Wellbeing/Sexual-Misconduct .

Annual training is due by October 15^th of each year. If you fail to complete this training by the deadline, a hold will be placed against future enrollment and that hold will remain until the training is completed. The hold will automatically be removed the day after you complete the required training.  

The training is located at: https://onpoint.ou.edu

Frequently Asked Questions:

1. Do I need to upload my certificate of completion into Complio?

No. HSC sends COD Compliance a list of all students who have NOT completed the SAP training. Your name will remain on the list as a non-compliant student until you finish the course. Non-compliance with the Title IX: SAP course will impact your ability to enroll for the Spring semester. 

All workforce members with direct provision of patient care are required to have successfully completed the Health Care Provider Level of Basic Life Support (BLS) course.  The College requires that re-training is certified every two years, consistent with protocol from the American Heart Association (AHA). Online CPR training is accepted only if there is a practical component to the certification.

1. All students must obtain and maintain Basic Life Support (BLS) certification for the duration of their educational program.  The University of Oklahoma College of Dentistry’s Health and Safety Committee recommends either the American Heart Association (AHA) or American Red Cross (ARC) Basic Life Support for Healthcare Providers CPR course which includes adult, child, and automatic external defibrillator (AED) training. Online CPR courses do not meet the criteria for this requirement; the course must have a practical application component. 
    
2. All entering students must upload a copy of their BLS card into their profile in the Complio® system no later than the first day of the fall semester.  It is the student’s responsibility to keep track of the expiration date and renew the certification before expiration. Current students who allow their certification to expire will be removed from all clinics until certification is renewed and a current card has been uploaded to their profile in the Complio® system. The College of Dentistry’s Office of Compliance oversees student training and compliance.
    
3. All faculty and staff in charge of the provision of patient care are required to maintain a current Health Care Provider Level Basic Life Support certification.  All employee records of training are maintained electronically.
    
4. Current AHA policy will not allow BLS certification to any person who is unable to physically perform the procedures in BLS and they are issued a Heart Saver Card only. Faculty that fall in this category are not allowed to supervise any clinical operations unless other faculty with full certification is present.

NOTE: Students will not be able to attend class or clinic as long as their CPR has expired.

Frequently Asked Questions:

1. Can I use my Heartsaver card for First Aid and CPR instead of taking a BLS class?

No. This course is not for healthcare professionals but geared toward fitness trainers, babysitters, construction workers, or other safety professionals. You must be certified in a BLS class for Healthcare Professionals.  Military CPR that meets the BLS standard is acceptable.

2. Can I use my Military CPR card?

Military CPR that meets the BLS standard is acceptable.

After reviewing the OUHSC Student Handbook, OUCOD Student Handbook, and Clinical Operations Manual, each student must electronically sign and date the Policy Acknowledgment located within Complio.

Frequently Asked Questions:

1. Where is the COD Student Handbook and Clinic Operations Manual located?

The COD Student Handbook and Clinic Operations Manual are found on the College of Dentistry website. You must use your Username and Password to gain access. On the left side of the screen, click the STUDENTS link and then click the Student Handbook and Clinic Manuals link.

2. Where is the OUHSC Student Handbook located?

You can find the OUHSC Student Handbook here:  https://studenthandbook.ouhsc.edu/

Students must electronically sign and submit the Talent/Photo Release form within Complio. The student permits the COD to use their voice, image, likeness, works, etc., for educational purposes.

Students may also opt out of the Talent/Photo Release. A student's voice, image, face likeness, video recordings, video classroom captures, photographs, and/or voice recordings may not be utilized, for any reason, unless a release is provided. Opting out of the Talent/Photo Release will not allow photos or images to be published within the annual yearbook.

OU policy requires that all laptops used for University business – including checking OU email- be encrypted, regardless of who owns the laptop or what operating system is installed. Health Sciences program students must encrypt their laptop computers and maintain the encryption status while enrolled as Health Sciences students. Failure to comply with this policy will delay a student’s participation in academic and clinical training. Click this link to begin the process: https://www.ou.edu/ouit/studentencryption 

Frequently Asked Questions:

1. How do I show compliance?

When you complete the steps in the link above, you will receive a confirmation email from the OU Information Technology (IT) Service Desk showing a status of “Resolved.”  HSC students may upload a PDF version of their encryption confirmation email to Complio in the new Device Encryption category. Any Health Sciences program student who has not uploaded the required documentation by the COD Compliance deadline will be deemed non-compliant in the Complio system, and their participation in academic and clinical training will be delayed. To access Complio, please visit here.

2. What is device encryption and what does it do?

Device encryption is a technology that protects the contents of your laptop from unauthorized access by converting the contents into unreadable code.  Encryption provides a stronger level of protection than other security features, such as user logins and passwords.  Device encryption encrypts the entire drive and therefore users do not need to encrypt individual folders or files.

3. Why is device encryption important?

The main value of device encryption is protecting data if the device is lost or stolen.  Laptops are portable and thus more likely to be lost or stolen.  A simple login does not protect the data, but device encryption does.

4. Is device encryption common practice? 

Encryption is a basic requirement for Health Insurance Portability and Accountability Act (HIPAA) compliance and is commonly required for handling other forms of sensitive information. It is expected practice in the health care industry.  As a healthcare professional, you will be required to take similar steps to protect patients and other sensitive information.

5. Must I encrypt my personal laptop?

Yes.  All faculty, staff, and students at OU must encrypt any laptop computer that is used as part of University business.  For students, University business includes tasks such as academic assignments, research, and even checking OU email.  All students enrolled in Health Sciences programs must encrypt their laptops.

6. How long does it take to encrypt my hard drive?

It takes about 20 minutes to enable the encryption software on a laptop and then up to several hours to complete the encryption. During the encryption process, you can use your computer normally. The encryption process should not disrupt your work, but keep your laptop plugged in and avoid shutting it down or restarting it. 

7. How do I start the process?

Your laptop has a native (built-in) encryption program.  You will enable that encryption and then download the program that will confirm your encryption has been completed and remains on your device.  Visit https://www.ou.edu/ouit/studentencryption. 

8. What type of encryption software does OU use? 

OU uses Microsoft's BitLocker Drive Encryption for devices running Windows 10/11 Education or Pro or above and Apple's FileVault for devices running Macintosh OS X.  Both encryption solutions are native to the respective operating system and offer significant improvement in system performance.  Mobile devices, such as tablets and smartphones, are also encrypted using native device encryption.

9. Need help?

If you need further assistance, call IT Service Desk at (405) 325-HELP (4357) or visit itsupport.ou.edu.

A national criminal background check (“CBC”) is required of each conditionally accepted applicant before full admission and at least annually thereafter for every continuing student.  Conditionally accepted applicants who have an adverse finding on a CBC report may be denied full admission/matriculation, and current students may be disciplined following established University policy.

First-year students will complete their initial CBC through Certiphi when completing their applications for acceptance. Returning students will complete their annual CBC through Complio beginning their second year. The Director of Compliance will notify students when to initiate the CBC process and of the deadline. CBC must be initiated by the student before the deadline or the student will be held from class or clinic. Students should allow at least 3 business days for the results to be reported. 

Frequently Asked Questions:

1. Where do I go to complete a background check?

You will purchase the background check option through Complio. Be sure that all of your information is accurate by listing all of the names you have used in the past plus any additional addresses where you may have lived. The cost is $56.70.

Drug Screening is required for OUHSC students/accepted applicants admitted to designated degree programs that include or may include a clinical component at a healthcare facility that uses drug screening as a condition of its affiliation with the University.

As applicable, students/accepted applicants who do not pass the drug screening may be unable to complete degree requirements or may be denied admission to or suspended or dismissed from the degree program. 

Drug screenings are required annually. The Director of Compliance will notify students when to initiate the Drug Screening process and of the deadline. The Drug Screening must be initiated by the student before the deadline or the student will be held from class or clinic. Students should allow at least 3 business days for the results to be reported. See the Drug Screening Policy for details.

Frequently Asked Questions:

1. Where do I go to initiate a drug screening?

You will purchase the drug screening option through Complio. Be sure to follow the directions in the email for the drug screening process. The cost is $34.00.

2. I have a medical marijuana card, where do I send it?

After completing your required drug screening, if you test positive for Cannabinoids, you will be contacted by the Medical Review Officer from Complio or the Director of Compliance.  They will only attempt to contact you three times. Be sure to answer this call or return any calls as soon as possible.  You will supply the Director of Compliance with a copy of your marijuana card by emailing it to Kim-Graziano@ouhsc.edu.

3. I am currently out of the state of Oklahoma, can I take my drug test in another state?

Yes, you will utilize the map within Complio to find alternate locations in different cities or states. Testing is available all over the US but you will need to locate one that is contracted with Complio or the COD will NOT receive your results.

4. I received my drug test results back and they state “Negative – Dilute”. What should I do now?

You will need to retest. Follow the same instructions as before; be sure not to drink too much water or other liquid before testing. To avoid dilute samples, please limit your fluid intake to 24 ounces 2 hours preceding the collection. The cost of the drug screening and any retakes is $34.00 each time.

5. I selected the wrong lab. How can I choose another lab? 

If you selected a LabCorp lab, you can find the nearest LabCorp to process your sample. All LabCorp labs are within Complio's network. You will need your Authorization Form and a government-issued identification to complete the drug screening. 

If you selected a Quest lab, you must contact Complio to find another Quest lab within their network. The Customer Service phone number is 1-800-200-0853. Locate your order number from your recent emails to help them find your account information faster. 

6. My drug test results came back. The results stated they could not test due to temperature. What does that mean?

You took too long to leave the lab your sample so it was colder than required for them to test it. You will have to pay $34 for another test. 

Medical marijuana is legal in the State of Oklahoma, but current and prospective dental students should be aware of the following issues that may arise during their academic career in the College of Dentistry. Absent specific requirements from affiliated partners, students who test positive for a marijuana derivative (THC) and have a license for medical marijuana will be regarded in the same way as students with prescriptions for drugs screened by drug test panels. Our current vendor will submit tests positive for THC to their Medical Review Officer (MRO) for review. The MRO will contact the student and they will have to provide proof of a current medical marijuana license card to the MRO for verification. The drug screening will still report positive but will indicate a medical marijuana card has been presented. It is at the discretion of the Director of Compliance and/or The Dean of Student Affairs to request a copy of the medical marijuana license card.

The College of Dentistry will work with our affiliated partners to identify whether the rotation sites will accept a positive drug test if the student has a license for medical marijuana.  A positive result may prohibit a student with a medical marijuana license from attending a rotation if that rotation site does not accept the medical marijuana license as an exception to its drug policy. This could result in the student’s inability to complete experiential requirements and delay or prevent a student from graduating.

The University of Oklahoma receives federal funds and is legally bound to comply with the Federal Drug-Free Schools and Communities Act.  As required by the Act, please be aware that students are not permitted to use (smoke or consume), possess, distribute, or cultivate marijuana for any reason on campus even if they have a medical marijuana license.