Barcoding and Sterilisation

Introduction

This time we’re focusing on a topic that all practices must do, where there is no built-in function inside Ascend. Whether the dental practice uses an Autoclave or another branded method of processing their instruments, they must match that process to a patient file in order for the information to be reverse searched in case of infection.

At the end of this document, I have included an excerpt from the ADA Guidelines for Infection Control so you can read what it is that the practices must do and record.

For the most part, modern sterilisation machines will track the processes & keep records of the batch, including such information as is required – temperature, cycle, cycle success and so on. As there is no way for that information to be automatically logged onto a patient file, this information must be recorded onto the patient files by the practice at time of use.

Whether the information is simply a barcode number, or a unique combination of data for the cycle, this reference must be entered into the patient file, into an area that ideally cannot be deleted afterwards.

In Ascend, this must therefore be put in as part of the Clinical Notes and signed for by the provider; as these notes cannot be changed or edited afterwards.

To be more clearly searchable at a later date, this should be a unique code with no punctuation or spaces.

• Either use a barcode scanner to enter the code, which will display as a set of numbers e.g. 65468458668
• OR create a simple code which would identify the date of sterilisation and cycle number. The best way might be to reverse the date, putting the year, month, day followed by C for cycle and its number, a unique and trackable code would be created.
  • Eg: Cycle 3 on 23/04/2019 could have a code of 20190423C3XZF

Scenario 1: Simple Clinical Note

On a patient file, navigate to Progress Notes and then click Add Clinical Note

Select the appropriate provider and then type a note.
This note should be signed-off by the provider to save the note correctly to the patient file.

Scenario 2: Clinical Note Template

Firstly, a standard template should be created.
In Settings -- Clinical Note Templates, click New Template

Enter and Save the standard note – example shown below:

To apply this on a patient visit, navigate to Progress Notes and then click Add Clinical Note

From the templates, locate and click the Steri Tracking clinical note template.
Tip: Add this note to favourites for ease of use

Enter the sterilisation code information, sign and save the note as per the previous example.

Locating Patients for a Sterilisation Code

Hopefully, we would not need to check this, however it is important to learn how to find any patients who may have the same batch information.

Note: This feature will most likely have restricted access – Practice Managers/Owners should be able to see this information, though not general staff & providers.

Navigate to Home -- Reports and click Audit Log

1. Enter an appropriate date range
2. Enter the required code into the Details column
3. Click the Search icon

Any patients with that code recorded will be displayed
If required, this filtered list can be printed