Terms

If you are undertaking work and doing so on a self employed basis, not having terms can create undue problems and hassles.

Terms do not have to be complicated or shrouded in legal jargon. They simply need to document the work you are undertaking and how you expect to be paid.

Payment terms, can be as simple as detailing when you want paying and how? Cash, cheque or if Bank transfer, sort code and account numbers should be added.

Terms can be expanded to include cancellation charges. Be reasonable but be clear.

Minimum requirement to do the work can be included. If you need materials or supporting staff, you need to make it clear what you will expect as a minimum for you to be able to deliver your work, and the outcomes if these are not met.

Terms can be developed and added to, they are flexible and being your document, you can amend to suit different jobs and clients.  

Terms should be signed and dated by the client before the work is done. This way there can be little disagreement as to their acceptance. This isn’t always possible, so in certain circumstance it can be suitable, simply adding them to the invoice. This means that the client knows your expectations and if there are any problems or issues, these can be sorted sooner rather later, with amendments made for future work or even both parties choosing to part ways with only one invoice be contentious and not several.

From Dental Nurse to Practice Manager

It all starts with a pair of scrubs and a keen interest in health care! As you progress, you become some-what of a mind reader- knowing what your dentist needs without having to ask. Expertly turning around your surgery while mentally listing the stock you’ll collect on your next trip to the Decon. However, after some time you begin to want more. More than an assistant, more than a nurse in the background, more responsibility and ultimately better pay. So, what do you do?

Making the transition from nurse to manager has it difficulties. Do you have the skill? Can you handle the pressure? Do you have the knowledge? Will you be supported? Is there opportunity for growth in your practice?

When making the transition I started by knowing the whys of my job role, not just the how and when. The policies and procedures surrounding my day to day duties and the regulation which dictates these. At times it felt I was drowning in jargon and long winded technical documents, but with each new problem came a new solution and a new found feeling of success. I used online courses and free CPD to help navigate the world of compliance. If my practice used a company offering business resource- I called them- I found as much information to help me get ahead.

The skills are gained along the way by learning from mistakes and taking advantage of the plethora of information out there! I gained a support network from friends, colleagues and dental professional-helping me to deal with the daily pressures of management. My knowledge came from CPD, dental magazines, blogs and social media and finally a certified management course. Support came mainly from colleagues, and I quickly learnt my team where just as willing to support me as I was them- I just had to be honest and clear about my intentions. I was lucky enough to have the opportunity at my practice- I just had to prove I was the right person and once my Principal realised my drive and passion for gaining knowledge- I was on my way!

Not all nurses have the opportunity within practice but every nurse can start the journey- expand their knowledge and make positive changes within their own job role. Short term courses can help open doors, however it’s the drive and ambition of you, the dental nurse that leads to a new way of thinking, thinking like a manager. With hard work and determination you can make your career dreams a reality.

Workplace Stress

You’ve heard of it, you may know someone who has had it, you may have it.

Work place stress can be an outcome of many different factors from not having the right work life balance, strained workplace relationships, being unfairly treated, workload, lack of support and poor management, to changes at work such as those we have recently seen from the Coronavirus pandemic

Stress is part of everyday life and it can be helpful and motivating but when stress becomes overwhelming it can have a huge impact on an individual. Understanding and recognising the signs and symptoms of workplace stress early on is important for employees and employers to prevent the stress from spiralling into something more serious.

Workplace stress can present in many ways from physical symptoms to behavioural changes and it is important that individuals can identify symptoms and know what to do if they are struggling. It is also important that the employer can identify people who are struggling to be able to support them.

As an employer what can you do?

Complete a mental health course.

As an employer the mental wellbeing of your staff has to be a priority and having systems in place which support and help prevent workplace stress from presenting in your employees is one of the biggest steps you can take. It is important you have a good knowledge of what the signs and symptoms are so that you can manage it. All too often employers haven’t recognised or explored the possibility that someone is suffering from stress. They see someone who is struggling as a ‘problem’ employee, they are off sick, become disruptive, have a lack of motivation or turn up late. This person is then managed for poor attendance or performance, consequently further negatively impacting the situation. A course will provide you the knowledge you need to understand mental health, be able to manage staff and help prevent workplace stress from being present in your practice.Implement stress reducing activities

Working in a busy dental practice can be stressful enough but now working in enhanced PPE, having more procedures and policies to adhere to and dealing with worried and anxious patients can all equate to an even more stressful day. These stressors may become to much for some employees so it is important to have systems or activities in place which allow staff some downtime or to engage in something different, which isn’t another work activity, but some form of stress reducing activity to help them stay mentally well.

As an employee what can I do?

Ask for support

Asking for support is one of the most important things you can do and don’t be afraid to do it. Everyone needs help from time to time. Discussing your concerns with your manager is important, simply taking about it can help but by working together to look at ways of dealing with your worries is a great step.

If you can’t speak with your manager, speak with the HR department or a trusted colleague.

• Look after your physical health

Good physical health impacts positively on your mental health. Stress relief is one of the most common ways exercise can benefit your mental health. Take a walk in your dinner break, even if its not so nice outside don’t let the weather be an excuse, wrap up and get some fresh air and stretch your legs and notice how much better you feel.

Even after work, don’t just go home and put your feet up with a glass of wine. Take 15 minutes to do some yoga or a power workout, it will clear your mind and help you unwind from the day.

Don’t ignore work related stress. Get informed https://www.hse.gov.uk/stress/

Disclosure and Barring Service (DBS)

Why do dental care professionals (DCPs) need to have a DBS check?

The DBS check is an essential part in the recruitment process to ensure the appropriate vetting and safeguarding measures are in place to help keep those who are known to pose a risk to people, who use CQC registered services (dental practices), out of their workforce. DBS checks in dentistry ensure that patients receive safe, reliable and appropriate care, but how do you know which level of check to complete when recruiting a new staff member?

The check you complete will be determined by the individuals role in the delivery of the regulated activity, in the instance of dentistry this is healthcare.  A practice should have a system in place to determine the level of DBS check it will conduct based on the duties of the role in which the individual will be employed. To assist with this the DBS recently launched an eligibility tool to help, which you can find by clicking on this link Eligibility Tool. In dentistry however, the below levels of DBS check are required.

Dentists are at the forefront of providing healthcare services to patients, therefore will be eligible for an enhanced level of DBS check with a check against both the children’s and adult’s barred lists.

Dental nurses will also be providing healthcare to patients, so they too will be requiring an enhanced DBS check against the barred lists.

Non-clinical staff typically require a standard check, however an in-depth assessment about their role and duties should be undertaken to assess the level of check required to maintain safeguarding.

Have you got it right?

CQC Guidance on DBS Checks

Hepatitis B and other vaccinations for the dental team

Dental care professionals (DCP) who are directly and indirectly involved in care can be exposed to infectious agents that can be transmitted to and from clinicians and patients.  It is important therefore, that practitioners and other team members should be vaccinated to protect against exposure to infectious agents and minimise the risk of cross infection. 

Hepatitis B is an infection of the liver caused by the Hepatitis B virus. It is transmitted through contact with blood, saliva, and other bodily fluids, hence a DCP who is in direct contact with these fluids increase their risk of contracting the virus.

It is important therefore, that DCPs manage their risk by having a course of vaccinations to protect them. Three vaccinations are required for full protection with a blood test taken 1-4 months after the third vaccination to check if the body has made proteins to protect against the hepatitis B virus.

A preferable blood titre reading is above 100mlU/ml, however around 10-15% of adults fail to respond to three doses of vaccine or respond poorly.  Poor responders with titres of 10 to 100mlU/ml should have a booster and those with a titre below 10mlU/ml should repeat the course.

DCPs should have evidence of their hepatitis B vaccinations including blood result, so they can reference it for themselves and have it available to an employer who will need to ensure the DCP is safe to work. The CQC require that employers have all DCPs hepatitis B immunisation history showing the blood result filled with their employee documents.

Dental staff should also be up to date with their routine immunisations, including:

• Tetanus
• Diphtheria
• Polio
• MMR
• BCG

Professional Indemnity Insurance

Insurance – it’s not a nice to have it’s a MUST have!

All Dental Care Professionals by law are required to have indemnity protection or indemnity insurance in place.  On registration and upon renewal with the GDC you have to make a declaration that you have insurance in place and any false claim is a serious issue.

It is the individuals responsibility to put insurance in place for themself or if employed, the employer might have a membership scheme in place for its employees; however it is the responsibility of the individual to ensure that they are covered for all locations that they work at and for all the duties that they do.

Having the right insurance in place is essential, as one day you might just need to use it.

If you want to understand more about indemnity insurance the GDC have clear advice in their guidance document GDC Guidance.

Compliance

You can’t shy away from it or pretend it not’s there.

And

You can’t hope you will get away without adhering to it.

It is an absolute necessary!

From employment to industry specific compliance you must dot all the I’s and cross all the T’s. You must make sure you are meeting all the regulations to protect yourself, whether you are the employer or the employee, and of course it’s essential for the safeguarding of your patients.

There is no escaping from compliance, the likes of the Employment Agency Standards and the CQC will carry out inspections to ensure your compliance is 100% right.

Where are you at with yours?

Accepting Change

You have a great team, they are fun, lovely to work with and care for each other BUT the basic daily tasks just aren’t getting done. It’s driving you mad.

You’ve asked nicely

You’ve used incentives

You’ve delegated

You’ve made people accountable

You’ve begged!

Jobs are still not getting done.

You have become the nagging practice owner. You only ask that the surgery draws are re-stocked or the clinical bins put out, it’s not much is it? Well you wouldn’t have thought so but then another week passes and the same problems are still there.

You are frustrated. You love your team and you only ask that they listen and do what you ask but your requests have become background noise.

What do you do?

You know you don’t have the time to manage accountability, you don’t have time to manage expectations and you don’t have the time to keep putting things right.

It’s time for change. It’s time for plan B (or is it now plan Z). It’s time to get help.

Second Choices.

Pre pandemic, if you could get 3 applicants to a job advert, you would be happy. Speak to an agency you would get a few more. 5-6 applicants. These were good odds. You had a decent chance of getting a great new recruit.

Post pandemic, there are 30 applicants for a job!

Arguably , there is now no need for an agency.

30 great applicants.

30 applicants to pre interview. Short list. Formally interview and then offer.

29 applicants to let down.

All the same, you’ll definitely have yourself a great new recruit.

That is, if you have the time.

Great candidates aren’t waiting for your call. They are chasing jobs, lots of jobs and, yes talking to lots of agencies. If your going to wait till the weekend or your half day to respond to an applicant, chances are they’ve already got an interview lined up elsewhere.

Still, you have 29 other options or shall we call them Second choices.

Workload too much?

Everyday you are fire fighting to complete the essential tasks of running a practice but each day more actions are added onto your list with no more time to do them. It’s like playing a game of snakes and ladders, you are steadily moving along, completing tasks and climbing the ladders and then stopping you in your tracks a new problem hits, down the snake you go. With every next shake of the dice you hope this time things will be different getting to climb all the ladders to come out as the winner, but the same thing keeps happening day in day out and your next throw of the dice leads you to another snake.

It’s a draining position to be in when your days are spent exhaustively trying to do the day job, run a practice, manage the team and complete all the admin. You know it isn’t going to get better so what do you do?

• Delegate the workload         =>           (you’ve tried but it just doesn’t get done)
• Carry on as you are              =>           (I’ll be ill if I do, it’s not an option)
• Employ a manager to help  =>          (an extra pair of hands is something I really need)