5.1.4 - Clinic Governance

The Assistant Dean for Clinical Affairs has the ultimate responsibility for clinic administration; however, advice and input are received from many clinic-related committees. Student representation, on committees that help govern clinical affairs and set clinic policy, is necessary to ensure student interests and concerns are being addressed.

The function of the Clinic Operations Committee (COC) is to set procedures and policies for the operation of the student clinics. The areas of responsibility include Quality Assurance and Clinical Material and Instruments. Recommendations that have significant budgetary or personnel implications shall be forwarded to the Faculty Board and Dean’s Advisory Council for review.

The Assistant Dean for Clinical Affairs shall serve as chair. The committee shall consist of the following division heads and program directors (or their respective designees): Comprehensive Care, Dental Hygiene, Endodontics, Operative Dentistry, Orthodontics, Pediatric Dentistry, Periodontics, and Prosthodontics. The committee shall also include one junior and one senior dental student, and one senior dental hygiene student selected by the committee chair and approved by the committee membership, each of whom will serve one-year terms and may be re-selected. The Director of Compliance, the Director of Quality Assurance, the Clinic Manager, and the Senior Billing Manager are ex officio members. The COC shall meet three times per year – that is, once per academic term. The Office of the Assistant Dean of Clinical Affairs shall provide administrative support to the committee.

To facilitate the mission of the Clinic Operations Committee, two subcommittees will be established: Clinical Equipment and Materials and Continuous Quality Improvement.

The purpose of the Clinical Equipment and Materials Subcommittee is to address and track specialty equipment and materials used in the clinical and pre-clinical setting to achieve uniformity, contain costs, and maintain quality. The subcommittee shall forward its recommendations to the Clinic Operations Committee. The subcommittee must meet at least three times per year (i.e., once during each academic term) as set forth by the Clinic Operations Committee.

The Assistant Dean for Clinical Affairs will serve as chair. Membership of the subcommittee shall consist of two at-large members appointed by the Assistant Dean for Clinical Affairs who will serve one-year terms and may be reappointed, plus the heads of the divisions of Comprehensive Care, Dental Biomaterials, Operative Dentistry, Pediatric Dentistry, and Prosthodontics. The heads of these divisions may, with approval from the Assistant Dean for Clinical Affairs, select an alternate to serve as a member of this subcommittee. The Clinic Manager and Director of Compliance will serve as ex officio members. The Office of the Assistant Dean for Clinical Affairs shall provide administrative support to the subcommittee.

The Continuous Quality Improvement Subcommittee shall be responsible for establishing policies and procedures that assess the quality of patient care.  The subcommittee shall monitor and ensure compliance with the patient care standards of the College of Dentistry. The subcommittee will conduct a tri-annual review of the data collected and prepare reports with any necessary recommendations for presentation to the Assistant Dean of Clinical Affairs and the Dean.

The Director of Quality Assurance and Director of Patient Relations will serve as chair. Membership of the subcommittee will be composed of one faculty representative from each of the following: Comprehensive Care, Dental Hygiene, and Pediatric Dentistry. These positions are nominated by the subcommittee chair and approved by the respective department chairs. The subcommittee also includes one student nominated by the subcommittee chair and approved by the Clinic Operations Committee. Faculty members will serve three-year, staggered terms and may be reappointed. The student will serve a one-year term and may be reappointed. The subcommittee shall meet three times per year – that is, once at the end of each academic term. The Office of the Director of Quality Assurance shall provide administrative support to the subcommittee.

The Health and Safety Committee shall be responsible for establishing policies and procedures regarding infection control, hazardous waste management, and employee, student, and patient safety.  The committee shall ensure compliance with the various local, state, university, and federal policies that regulate these areas.  

The Health and Safety Committee will meet at least annually to review and revise sections of the Clinic Operations Manual that pertain to health and safety and make recommendations to the Dean to effect change and maintain compliance. 

The Director of Compliance (or his or her designee) will serve as chair. The Director of Compliance will nominate the committee members to be approved by their respective division heads/program directors. The committee shall be composed of the Director of Compliance, plus one representative each from the predoctoral program, dental hygiene program, post-graduate programs, and OU Dentistry Faculty Practice who will serve one-year terms and who may be reappointed.  In addition, student members on the committee will be nominated by the Director of Compliance and approved by the Assistant Dean for Clinical Affairs. The student membership will include one senior dental hygiene student to serve a one-year term and one junior dental student to serve a two-year term. The Office of the Director of Compliance shall supply administrative support to the committee.