OAR 333-028-0340: Local School Dental Sealant Programs: Verification Review

(1) The Oregon Health Authority, Public Health Division, Oral Health Program (Program) shall conduct an administrative verification review each school year for each certified Local School Dental Sealant Program (SDSP). The administrative verification review must include, but is not limited to, a review of documents, policies, procedures, and records. (2) In addition to the administrative verification review, the Program shall conduct an in-person on-site verification review for each certified Local SDSP. A representative sample of schools being served by the certified Local SDSP will be reviewed as follows: (a) For newly certified Local SDSPs, the in-person on-site verification review will occur during the first school year of certification; (b) For Local SDSPs with previous deficiencies, the in-person on-site verification review will be prioritized to occur during the current or next school year; (c) For Local SDSPs with a new lead clinical provider, the in-person on-site verification review may be prioritized to occur during the school year; (d) The Program will conduct an in-person, on-site verification review of each recertified Local SDSP, in good standing, at least once every five years; and (e) The Program may conduct additional in-person on-site verification reviews. (3) Without prior notice, the Program may conduct an in-person on-site verification review of a certified Local SDSP if the Program is made aware of compliance issues from any source. (4) The in-person on-site verification review must include, but is not limited to: (a) On-site observation and review of dental sealant placement techniques; (b) On-site observation and review of infection prevention and control (IPC) practices; and (c) On-site observation of the client environment and physical set-up of the clinical and administrative areas. (5) The Program will work with a Local SDSP to schedule administrative and in-person on-site verification reviews. For announced on-site verification reviews, a Local SDSP will have at least 20 days advance notice before an in-person on-site verification review occurs. (6) A Local SDSP must coordinate with the Program to access the school and staff operating the sealant program on the in-person on-site verification review date. (7) Following an administrative or in-person on-site verification review, Program staff may conduct an exit interview with the Local SDSP representative(s). During the exit interview Program staff shall: (a) Inform the Local SDSP representative(s) of the preliminary findings of the review; and (b) Give the Local SDSP representative(s) 10 working days to submit additional facts or other information to the Program staff in response to the findings. (8) Within 30 business days of a verification review, Program staff must prepare and provide the Local SDSP with a written report of the findings from the verification review. (9) If no certification deficiencies are found during a verification review, the Program shall issue written findings to the Local SDSP indicating no deficiencies were found. (10) If certification deficiencies are found during the in-person on-site verification review, the Program may take action in accordance with OAR 333-028-0350. (11) At any time, a Local SDSP may request an administrative review of compliance, which may also include an in-person on-site verification review. The review will be considered a "no penalty" review with the exception of deficiencies or negligence that may require temporary suspension of services.