Patient models are considered Protected Health Information (PHI). HIPAA and University policy require that reasonable steps are taken to protect PHI from unauthorized access. When not in use, models must be secured in locking desks, file cabinets, drawers, lockers, or cabinets.
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 complete or the patient is released, follow the destruction process below.
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Study and removable prostheses models:
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Patient MUST be released from the student program
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Some models are kept for teaching purposes; check with the supervising faculty before moving on to the next steps
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If the patient's information is on the plastic mounting piece, remove PHI with a stone grinder or redact with a permanent marker
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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
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Discard in the lab's trash can
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Fixed prostheses quadrant models or diecasts
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The patient can still be active in the student program
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Check with supervising faculty before moving on to the next steps
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Remove the patient's name with a stone grinder
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Remove or alter the occlusal surfaces with a stone grinder
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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 have been destroyed.
Do not discard numerous models into a single trash can at one time. The trash can liner could become overloaded.
