Compliance is changing faster and faster. From the new Care Quality Commission Fundamental Standards in 2015, to the new General Dental Council standards in 2014 to changes in employment law, health and safety, sharps regulations and more. Because the volume of compliance can seem overwhelming, it can be difficult for a dental practice owner or manager to keep on top of it all. Fortunately the iComply application is updated whenever there is a new regulation or legislation affecting dental practices. Its all in one place and the application automatically tells you what to do.
Tasks can be delegated to team members and the owner or practice manager can check at any time how the practice is meeting the requirements including CQC (Care Quality Commission), RQIA (Regulation and Quality Improvement Authority), HIW (Health Inspectorate Wales) and Health Improvement Scotland (HIS).
You will be guided to review compliance for all the important standards including health and safety, infection prevention and control, employment law, COSHH, X-ray safety, team contracts, waste, staff and patient satisfaction, patient complaints, prescribing and drug management, medical emergencies, equipment, asbestos, legionella management and manual handling.
Once you have chosen which team members are responsible for dental compliance areas such as Radiation Protection Supervisor, Health and Safety Manager, First Aider, Infection Prevention Manager, Adult Safeguarding Lead, Child Safeguarding Lead, Practice Manager and Human Resource Manager the iComply application will automatically schedule a year of compliance activities and delegate the relevant activities to each team member and put the dates on their calendar.
Team members are sent an email reminder to carry out activities and the due and overdue activities appear on their dashboard. The owner or manager can see an overview dashboard to see which activities have been carried out, by whom, which ones are due and which ones are overdue. In this way all team members and practices in the group can be monitored from the Administrator dashboard.
There are over 500 templates, including policies, procedures, audits, risk assessments, practice meeting agendas and guidelines built into the application ready to download when you need them. Each compliance step has an explanation of what to do along with its related templates.
The templates themselves have guidance on the compliance area they belong to, from appraisals and audits of infection prevention to x-ray equipment testing and zoning of dental work surfaces. Additionally the iComply team is on hand at the end of a phone or by email should you need some personal help on how to use a particular template or for example how carry out a risk assessment or audit.
There is also iComply user support should you need help with using the application.
An important part of your compliance requirements is the filing of evidence and providing information to the team so that they can easily find the dental practice policies and procedures. iComply has an intelligent filing system called the Folder Set.
Your essential evidence can be stored in these 12 folders, they are organised by compliance area such as Equipment, COSHH, Health and Safety, Emergency Procedures and Waste. One important folder is the Staff Handbook, it contains all of your policies and key staff advice such as Maternity and Paternity arrangements, welfare arrangements, grievance and disciplinary procedures. Each step in your calendar tells you which folder to store the related compliance evidence or team guidance.
Many dental practices have ‘gone digital’, but a compliance folder set is really helpful for a CQC, RQIA, HIW, HIS or other inspector and for your team to refer to, so that they know that the practice guidance is all in one place. Members can purchase the empty folder set here
Over the years we have answered thousands of questions about dental compliance and CQC inspection for our customers. In this section we have compiled a list of the most frequently asked questions and answers to help you keep you compliance management on the right track.
Areas covered include health & safety, human resources, practice administration and cross infection control.