Correctional Dental Software

Correctional Dental Software (CDS) is a software system which was designed and developed to manage large scale statewide dental operations in correctional environments. CDS (patent pending) is currently installed in all prisons with the Georgia and Arizona Department of Corrections and has truly proven its value in managing large scale dental operations.

While providing correctional dental services to over 200,000 inmates in over 130 prisons and employing over 300 dental professionals, Smallwood Prison Dental Services identified the need to bring technology to the profession of correctional dentistry

The majority of correctional dental departments surprisingly still rely on cumbersome systems (not tailored to the dental profession) and/or obsolete paper-and-pen methods to manage their dental operations. This often results in non-compliance in meeting standards established by the respective Department of Corrections and governing bodies such as the ACA and the NCCHC. Increased grievances and ensuing lawsuits are the byproduct of inefficient systems.

In a nutshell, CDS opens the hood of each dental clinic and exhibits/summarizes all dental activity for management to review and take action when necessary. This in turn makes all staff accountable.

CDS has the ability to streamline entire dental operations on a large scale basis and is extremely user friendly. CDS brings true accountability to the profession of correctional dentistry.

A few of the capabilities / highlights:

  • Web-based application where Management, Administrators, State Dental Directors and/or Health Service Administrators can view the activity (or lack of activity) at any facility from any location via the web.
  • CDS receives daily feeds (electronic transfer of facility bed logs which exhibit all inmates at each facility) which enables CDS to display which inmates are present and which inmates are no longer present at each respective facility. This is a very important aspect of CDS (more on this topic later).
  • When dental staff receives requests for dental services, all requests are easily logged into CDS along with their respective complaint.
  • When receiving requests, in our profession, is not uncommon to receive multiple requests from the same patient with the same problem (duplicates). Hence, CDS provides three different functionalities so as to eliminate duplicate requests.
  • CDS automatically firsts sorts all requests by Discipline of Dentistry (emergencies, sick calls, intake exams, extractions, restorations, prosthetics or off-site Oral Surgery) and secondary sorts the requests by Date of Request. Numerous reports/queries are easily obtainable to review all requests received in different formats.
  • Lapse time for requests: CDS incorporates Lapse Time Management to assist in managing the dental operations. Lapse time is the time difference, in days, from when the request was submitted until the patient is scheduled. Each discipline of dentistry has different lapse time guidelines which can be modified based on client needs. Should a request within a Discipline of Dentistry exceed the amount of time expected to schedule the request, CDS notifies the user.
    Example: assume a lapse time for an extraction is set at 30 days (all facilities should strive to complete extractions within 30 days of diagnosis). If the 30 day window is exceeded, the user is notified.
    All Disciplines of Dentistry have their own pre-established lapse time guidelines.
  • Once we know what requests need to be treated, CDS has a strong scheduling system that can easily accommodate multiple dentists and hygienists and is very user friendly. CDS prioritizes the requests based on the Discipline of Dentistry and Date of Request (routinely want to treat the oldest request first) which ensures the appropriate patients are being scheduled based on pre-determined priorities.
  • Once patients are treated, utilization management is a strong component of CDS. All utilization (drop down menus with all ADA codes) as well as notes (if needed) are entered into CDS for each patient treated.
  • Utilization is compiled for all facilities and summarizes up to weekly/monthly/yearly reports for Managements review (again, all behind the scenes, no user intervention based on utilization entered by each respective facility).
    These reports are on a facility level and CDS provides the capability to summarize up to the state level. Facilities no longer need to turn in (inconsistent) monthly reports.
  • Based on utilization entered by each respective facility, CDS generates numerous management reports and graphs which fully exhibit all dental activity (or lack of it) at each facility and provides the evidence to empower management to take action based on results.
    One of the most popular reports is “Patient Enquiry” By entering the patients ID # this report will give a detailed listing of all treatment/services completed, with dates and treatment performed since the patient has been incarcerated with the SCDC.
  • As mentioned earlier, CDS receives an electronic import each morning which transfers all inmates from the facility bed log into CDS. CDS then knows which inmates are present and which inmates are no longer there (have been transferred to another facility or are no longer incarcerated).
    This is extremely important in regards to patients that are scheduled and patients waiting to be scheduled. Without CDS, staff must go thru each list and manually compare it to the facility bed log to see if a patient has left the facility. This is very time consuming and inefficient. CDS, automatically knows when a patient leaves the facility and will remove patients from the scheduling system and remove patients from the lists of patients to be seen with no user intervention-all behind the scenes.
  • Another frustration often encountered in daily operations occurs when patients transfer from one facility to another. Patients get lost in the system.
    For example, a patient waiting at facility A for 3 months for a denture now gets transferred to Facility B. Without CDS, the inmate must put in a new request at facility B and start the entire process all over again. Both the patient and the request are lost in the system.
    With CDS, this is not the case. When a patient has a request at Facility A with a date of service (say, 10/1/2012) and has been waiting for 3 months and then gets transferred to facility B, CDS will electronically transfer the patients denture request from facility A to facility B with the same initial Date of Request of 10/1/2012 at facility B. Patients and their requests are not lost in the system!
  • CDS implements detailed tracking and monitoring of off-site dental specialty care referrals to ensure these are minimized; specifically off site Oral Surgery is carefully monitored. Results: major cost savings.
  • CDS tracks ongoing prosthetic cases to ensure timely delivery
  • CDS tracks grievances from initiation through closure
  • Lastly, CDS employs a unique broadcasting system where Management can send announcements/upgrades/tutorial hints etc… to staff members. This tool has been extremely valuable for the Georgia Department of Corrections dental operations.

We believe CDS can bring tremendous value to the dental operations in a correctional environment where we would more than welcome the opportunity to give a live demonstration. Please contact us at 703-729-9464.