6.1.6 - Patient Model Handling & Disposal Policy

Purpose

To ensure secure handling, transfer, and destruction of patient models in compliance with Protected Health Information (PHI) requirements.

General Requirements

• Patient names, chart numbers, and occlusal surfaces are considered PHI.
• All models are PHI and must remain secure at all times.
• Do not leave models unattended.
• Store models in designated secure areas (e.g., locked lockers or cabinets) when not in use.
• All PHI must be fully removed using a stone grinder or acrylic bur or redacted using a Sharpie.
  • Do not redact by using a single line; ensure all PHI is completely obscured.
     

Transferred Patients

• Coordinate with GPD to determine transfer date and location.
• Transfer all active patient models to the assigned vertical team.
• Ensure models are securely transported and stored until transfer is complete.
   

Released & Case-Completed Patients

Models must only be destroyed when:

• Patient is released from the student program, OR
• Patient is case-completed and in hygiene recall

Do not transfer models for released or case-completed patients.
 

Study Models & Removable Prostheses

• Fully remove PHI (including occlusal surfaces, when applicable) using a stone grinder.
• Fully redact PHI from the model box.
  • If the box is reusable → Flatten and leave in the dry lab for reuse.
  • If the box is not reusable → Take to Room 238 for shredding.
• Discard models in lab trash (do not overfill trash containers - models are heavy) after PHI removal.

Lab Quadrant / Returned Lab Cases

• Fully remove PHI from both arches using an acrylic bur.
• Fully redact PHI from any associated bags using a Sharpie.
  • If PHI is still visible → Take to Room 238 for shredding
• Discard arches in the trash after PHI removal.

Stents

• Retrieve and clear any remaining cases from the designated stent storage areas, as applicable.
• Fully remove or redact PHI from the stent/model.
• Fully redact PHI from any associated bags using a Sharpie.
  • If PHI is still visible → Take to Room 238 for shredding
• Dispose of the stent/model in the trash after PHI is removed or redacted.

Key Reminders

• Do not dispose of items with visible PHI in regular trash.
• Always fully remove or redact PHI before disposal.
• Follow proper disposal methods for all materials.
• Do not overload trash containers.
• When in doubt, secure the item and seek guidance.