Screening Clinic Small Intro

Screening Clinic — Procedures and Guidelines

This document summarizes key procedures, expectations, and practical guidance for student clinicians working in the screening clinic. It presents the purpose of screening, patient flow, required checks, documentation standards, and other operational considerations to ensure patient safety and efficient clinic functioning.

Purpose of the Screening Clinic

• Serve as the first point of contact for all new patients and for returning patients who require triage before being allocated to a student unit or specialty clinic.
• Determine whether a patient is suitable to be managed by DMD student clinicians (DMD3/DMD4) based on medical history, treatment needs, behaviour and availability.
• Identify and prioritize any urgent or emergency needs requiring same-day or early follow-up.
• Direct patients to the appropriate service (student clinic, specialty clinic, or external referral) and ensure a safe handover.

Patient Admission and Session Flow

• Screening is typically brief and focused on the main clinical and safety priorities.
• Typical booking pattern:
  • Four patients are scheduled in the screening session to balance variety and learning opportunities.
  • The first clinician may see two patients while a second student assists; the session is often paused halfway so all students have a chance to examine a patient.
• If a patient has been seen previously but appears unallocated in reception, treat them as any new presentation — do not assume their status.

Essential Patient Identification

Always confirm the following four patient details before any assessment:

1. Full name
2. Date of birth
3. Address
4. Phone contact number

Why this matters:

• Prevents wrong-patient errors.
• Ensures the clinic/reception can contact the patient for appointments and changes.
• Confirms identity when prior records exist.

Medical History: Scope and Expectations

Medical history is both a legal requirement and a vital risk-assessment tool. You must:

• Take a full, thorough medical history — do not accept one-word answers.
• If a patient answers “yes” to a condition or medication, follow up with details:
  • Medication name(s)
  • Dosage and frequency
  • Whether the medication is controlled
  • Dates or onset of conditions
  • Details for allergies (nature of reaction)
• Pay special attention to medications and conditions that affect dental management (e.g., anticoagulants, antiplatelet agents, immunosuppressants, significant cardiovascular or bleeding disorders).
• Use the medical history to determine patient suitability for student care and to identify potential safety risks.

Screening Objectives and Decision Criteria

When screening, determine:

• Suitability for student care:
  • Medical contraindications that exclude a patient from student management.
  • Treatment complexity that may require specialist care.
  • Behavioural issues that could pose safety or practical challenges.
  • Availability constraints that conflict with student clinic schedules.
• Presence of emergency/urgent dental needs:
  • Severe or uncontrolled pain
  • Facial swelling
  • Difficulty sleeping or eating due to dental issue
  • Signs of systemic involvement
  • If an emergency is suspected, arrange same-day or next-day urgent care rather than a routine booking.

Clinical Tools and Use of Judgement

• Available screening tools: PPE (safety glasses), mouth mirrors (usually two), basic instruments and visual/tactile assessment.
• OPG (orthopantomogram) may be requested or reviewed when needed; ask whether an OPG has been taken in the last 1–2 years.
• Your judgement is the most important tool — do not rely solely on templates from other students or the handbook. Think critically about whether the patient is appropriate for student care.
• Communicate clearly with the supervising clinician if you are unwilling to see a patient (e.g., due to aggressive behaviour or high treatment complexity).

Documentation and Reporting

Documentation must be clear, accurate and complete:

• Record the patient conversation and any instructions given — this is also the record of communication with the supervisor.
• You do not need to chart every tooth with full notation at screening, but provide a concise clinical overview.
• Record whether an OPG was taken and note its location (where the image was stored or filed).
• Note any referrals, records requested, or radiographs ordered.
• Ensure clinical notes are legible, factual and include the rationale for decisions (suitability, urgency, follow-up plan).

Infection Control and Clinic Conduct

• Adhere to infection control standards at all times.
• Avoid touching chairs, bench tops, or non-clinical surfaces with gloved hands.
• Use appropriate PPE and hand hygiene between patients.
• Treat clinic equipment and radiology suites according to local infection control protocols.

Patient Availability and Scheduling Considerations

• Verify patient availability before scheduling:
  • Understand the start times for three-hour student sessions (refer to clinic policy — example start times provided: morning session 08:15; afternoon session 16:45).
  • Confirm whether the patient can attend full appointment lengths needed for student treatment.
  • Be mindful of reasons that limit attendance (work, childcare, mobility/back issues).
• Match appointment days with staff availability (e.g., certain staff or supervisors may not be present on specific weekdays).
• If a patient’s availability is limited to short time slots, they may be unsuitable for student long sessions.

Patient Handover Procedures

• Escort the patient when transferring between areas (e.g., to the radiology suite).
• Introduce the patient to the receiving clinician or radiographer and briefly explain the purpose of the visit and any necessary instructions.
• Provide the receiving staff with relevant clinical context (do not need to recite full dental chart, but include essential items such as radiograph request and whether patient should return to the chair).
• Ensure the patient understands next steps and whether they will return to the screening area or go home.

Referrals and Records

• Always check the patient’s referral tab before concluding screening:
  • The patient may already be referred to a specialty clinic (periodontics, prosthodontics, etc.).
  • Use this information to inform the patient and plan appropriate next steps.
• Record requests:
  • The most commonly requested records are medical history and OPG/radiographic records.
  • Other record requests are less common and should be made only when necessary to support care or referral.

Quick Checklists

Patient Identification Checklist

• Full name confirmed
• Date of birth confirmed
• Address confirmed
• Phone number confirmed

Medical History Checklist

• Comprehensive list of conditions
• Medications and dosages documented
• Allergies described (reaction type)
• Special considerations noted (anticoagulants, immunosuppression, cardiac issues)

Screening Decision Checklist

• Suitable for student care? (Yes/No) — document reasons
• Emergency/urgent need? (Yes/No) — action taken
• OPG required/available? (Yes/No) — location recorded
• Referral to specialty? (Yes/No) — referral tab checked

Handover Checklist

• Patient escorted to destination
• Receiving clinician/radiographer introduced to patient
• Purpose of visit briefly communicated
• Follow-up plan confirmed with patient

Infection Control Checklist

• PPE in use
• Gloves not used to touch non-clinical surfaces
• Hand hygiene performed between patients

Final Reminders

• Patient details are critically important — always verify them.
• Take a detailed, probing medical history; avoid yes/no-only answers.
• Use clinical judgment along with templates and guidelines.
• Document succinctly but thoroughly; include OPG status and referral information.
• Practice correct infection control and respectful handover procedures.
• Communicate with supervisors if you have concerns about seeing a patient.

Following these procedures will help maintain patient safety, ensure appropriate assignment of care, and improve learning outcomes in the screening clinic.