MEETING AGENDA

MONDAY, JULY 22ND, 2019

7:15-8:15 Meeting Registration and Breakfast Alumnae Lounge

8:15-8:30 Welcome to Tufts Distler Auditorium

8:30-9:30 Improving Dental Safety with HIT Dr. David Westfall Bates – Brigham & Women’s Hospital

Distler Auditorium 9:30-10:15 Consistency of Care and axiUm 2020 Highlights

Rachel Nelson & Elizabeth George – Exan Software Distler Auditorium

10:15-10:30 Break Granoff Music Center Lobby

10:30-11:15 Dental Care for Patients with Special Needs and Disabilities Dr. Darren Drag – Tufts University

Distler Auditorium

11:15-12:00 Epic/Wisdom Dr. Scott Phillips – University of Mississippi

Distler Auditorium 12:00-1:00 Lunch

Remis Sculpture Garden 1:00-1:45 IT

Change Management & User

Access Control

Distler Auditorium

Clinical Patient Access Team

and Metrics, Training, Etc.

Granoff 155

Finance Medical Billing:

Preparation, Process and Payment

(Including 835i) Sophia Gordon Room

Management Quality

Improvement/ Assurance

Granoff 271

1:45-2:30 IT UDI Implant

Module

Granoff 155

Clinical/Research How to Use Axium

Data to Attain Grant Funding

Distler Auditorium

Finance Prep & E-

Posting of Patient & Insurance Pmts

Granoff 271

Management Managing Inbound Communication &

Triage

Sophia Gordon Room

2:30-2:45 Break Granoff Music Center Lobby

2:45-3:30 HIPAA Privacy and Security, Compliance Kevin O’Dea, Dr. MaryJane Hanlon, Jill LeClare - Tufts University

Distler Auditorium

3:30-3:45 Buses to Dental School Tour Outside of Granoff Music Center

4:00-5:00 Tour of Dental School Tufts University Dental School Boston

5:00-7:00 Cocktail Reception 14th and 15th floors Tufts University Dental School Boston

7:00-7:15 Board Buses Back to Hotels 1 Kneeland Street, Boston, MA

MEETING AGENDA

TUESDAY, JULY 23rd, 2019

7:00-8:00 Board Meetings - Granoff 155

7:30-8:30 Breakfast Alumnae Lounge

8:30-8:45 Welcome: UPenn Midyear 2020 Invitation Melissa Miller, Megan McHugh, Joseph Wolk – University of Pennsylvania

Distler Auditorium

8:45-10:00 Power BI and Tableau Discussion University of Pacific, University of Pittsburgh, University of

Minnesota, University of Washington, University of Texas HSC Distler Auditorium

10:00 – 10:15 Break Granoff Music Center Lobby

10:15-11:00 Hackathon and Curriculum Development Dr. Irina Dragan – Tufts University

Dr. Mohammed Walji – UT Houston Distler Auditorium

11:00-12:00 Digital Dentistry Education at Scale Hudson River CIO Advisors, Touro College of Dentistry

Distler Auditorium 12:00-1:00 Lunch

Remis Sculpture Garden 1:00-1:45 IT/Training

Training tools: software, materials, intranet, blackboard

Granoff 271

Clinical/Research Standard 5-3: how schools address & open discussion

forum Sophia Gordon Room

Finance/ Management Materials Management

Roadmap

Distler Auditorium

Management Patient Relations

Granoff 155

1:45-2:30 IT Referral and Consult

Upgrade

Granoff 155

Clinical New Faculty Onboarding

Sophia Gordon Room

Finance Faculty Practice

Incentives: Process and Reporting

Granoff 271

Management Dashboards and key

metrics – patient volume, revenue and

capacity Distler Auditorium

2:30-2:45 Break Granoff Music Center Lobby

2:45-3:30 IT Integrating Epic and

axiUm Sophia Gordon Room

Clinical ePrescriptions

Distler Auditorium

Clinical FacultyAccess and

Operatory Monitor Granoff 155

Finance Financial Reconciliation

& Revenue Cycle Granoff 271

3:30 – 4:15 IT Focus Group

Distler Auditorium Clinical Focus Group

Sophia Gordon Finance Focus Group

Granoff 155 COHRI Focus Group

Granoff 271

4:15-6:00 Buses from/to Hotel

Outside of Granoff Music Center

6:00-9:30 Clambake Under the Summer Skies on Tufts University Medford Campus

9:30-9:45 Board Buses Back to Hotels

MEETING AGENDA WEDNESDAY, JULY 24TH, 2019

8:00-9:00 Breakfast Alumnae Lounge

9:00-9:15 Welcome axiUm Next Steps + Summit 2020

Distler Auditorium 9:15-10:15 Health Records: What Does the Future Hold?

Dr. Lynn Johnson – University of Michigan Distler Auditorium

10:15-10:30 Break Granoff Music Center Lobby

10:30-11:15 Integrating Medicine into Dentistry – Beyond the Clinic Dr. Kanchan Ganda – Tufts University

Distler Auditorium

11:15-12:00 Digital Dentistry Dr. Andre De Souza – Tufts University

Distler Auditorium

12:00PM Tufts University Send Off Distler Auditorium

*All sessions and times are subject to change without prior notice

MEETING AGENDA

Monday, July 22, 2019 8:15 – 8:30 Welcome to Tufts University

Distler Auditorium Mark Gonthier, Executive Dean of Tufts University School of Dental Medicine Anthony Monaco, President of Tufts University

8:30 – 9:30 Keynote Presentation

Improving Dental Safety with HIT Distler Auditorium David W. Bates, M.D., MSC Professor of Medicine, Harvard Medical School Chief, Division of General Internal Medicine Dr. Bates will discuss the safety issue generally, the magnitude of harm, and what has been learned about safety since the To Err is Human report. He will then discuss how to improve safety with HIT

9:30 – 10:15 Consistency of Care and axiUm 2020 Highlights: Platinum Sponsor

Distler Auditorium Rachel Nelson, President, Exan Software Elizabeth George, Executive Corporate Communications Manager axiUm introduces our new Consistency of Care initiative that allows dental and medical to integrate seamlessly without compromising on specialized software. In addition, we will be reviewing 2020 highlights and discuss feature ideas and enhancements that will be introduced in 7.05.

10:15 – 10:30 Break

Granoff Center Foyer

10:30 – 11:15 Dental Care for Patients with Disabilities

Distler Auditorium Dr. Darren Drag, Clinical Director, TDF, Tufts University School of Dental Medicine An overview of how the Tufts Dental Facilities program serving individuals with intellectual and

developmental disabilities has customized the axiUm system based on the delivery of care to an

adult special needs patient population

11:15 – 12:00 Epic/Wisdom Distler Auditorium Dr. Scott Phillips, University of Mississippi School of Dentistry Overview of the EPIC Wisdom dental module and its implementation at a dental school.

12:00 – 1:00 Lunch

Remis Sculpture Garden

MEETING AGENDA

1:00 – 1:45 Quality Improvement/Assurance, Benchmarking and Key Performance Indicators Granoff 271 Dr. MaryJane Hanlon, MBA, Associate Dean of Clinical Affairs, Tufts University School of Dental Medicine

A quality assurance plan must include the progression of quality assessment, identification of issues, development of a strategy for resolving problems, and implementation of changes. Assessment of current quality systems being used in dentistry reveals a strong tendency toward quantitative evaluation. Quantitative measures are seen most often in dentistry and usually focus on the profit/loss report. While monthly profit/loss reports are vital to operations, revenue and/or cost-per-encounter data can provide more detailed information.

A Team Approach to Change Management & User Access Control Distler Auditorium Kristine Estes, Manager, Clinical IT & Web Services Anna Trieu, Director of Patient Services Traci Hayes, Clinical Application Support Analyst III UTHealth, University of Texas School of Dentistry at Houston UTHealth’s experience and overview of implementing change management and user access control policies for axiUm in order to streamline processes ensure regulatory compliance and maximize resources. Our team approach utilizes resources from various departments and backgrounds and achieves buy in from users through collaboration and inclusion.

Patient Access Team and Metrics Granoff 155 Janell Shaner, Patient Access Manager, University of Kentucky Patient Access Team metrics from 2017 to 2019, what we learned, updated metrics and outcomes for staff. Training required for staff at different levels. New training based on staff feedback. Future training requirements for staff.

Medical Billing at Iowa: Preparation, Process and Payment Processing Sophia Gordon R. Lynn Conway, Revenue Cycle Director, University of Iowa College of Dentistry and Dental Clinics This presentation will focus on the following: 1) The process to become a DME provider for sleep apnea devices and required documentation for

E0486 billing 2) Various pre-claiming activities (insurance verification, review of Medicare records re: use of

CPap, out-of-network pre-authorizations, etc.) 3) The use of PC-ACE software used to scrub claims and produce claim files 4) The status of 835 electronic payment posting for our medical carriers

MEETING AGENDA

1:45 – 2:30 The First Impression: Managing Inbound Communication and Triage Sophia Gordon J. Donnie Parris, Director of Clinical Business Systems, Virginia Commonwealth University From past Summit and Midyear meetings, there appears to be a growing trend of organizations implementing on-site Call Centers to manage large volumes of inbound calls while maintaining a high level of customer service. This interactive session will explore the methods used by peer organizations, such as centralized and decentralized call centers, live chat, multi-role positions that handle calls and face-to-face interactions, and more. The provocative question will be: what about the future? How do we harness technology and axiUm itself to make these services cost effective and patient-friendly?

UDI Implant Module Implementation and Enhancement Ideas Granoff 155 Nisha Ganesh, Clinical Assistant Professor, General Dentistry Kathy Martin, Director, OIT Applications Galina Arbitman, IT Application Integration Engineer University of Maryland The FDA established the unique device identification system to adequately identify medical devices sold in the US from manufacturing through distribution to patient use. Axium UDI Implant module supports this FDS regulation via bar coding input, automated data separation to its component parts (manufacturer, lot #, expiration, serial #, batch #) for easy lookup of implant, regenerative tissue or any UDI in the Global Unique Device Identification Database (GUDID)

Prep & E-Posting of Patient and Insurance Payments Granoff 271 Sharon Stout, Revenue Cycle Coordinator R. Lynn Conway, Revenue Cycle Director University of Iowa College of Dentistry and Dental Clinics This presentation will focus on the front-end tasks associated with lockbox and desktop deposit. An overview will be given of the e-posting of patient payments and 835 insurance payments in testing and in production. Challenges and lessons will be shared.

How to Use Data from axiUm to Attain Grant Funding for Research Distler Auditorium Muhammad F. Walji, MS, PhD, UTHealth School of Dentistry at Houston Given the monetary and time expense of clinical trials, it is prudent to use the informational by-products of regular healthcare to expand our knowledge and improve practice. Electronic health records (EHRs) have now been adopted by a large number of dental institutions worldwide but remain a largely untapped resource for discovery and scholarly activity. Several dental institutions also contribute EHR data to the BigMouth Dental Data Repository containing over 2 million patients. This workshop will showcase how dental institutions use data from their individual EHRs or BigMouth to rapidly develop and answer clinical meaningful research questions and compete for grant funding.

2:30 – 2:45 Break – Assemble at Distler Auditorium

MEETING AGENDA

2:45 – 3:30 HIPAA Privacy, Security, and Compliance Distler Auditorium Kevin O’Dea, Tufts University School of Dental Medicine Dr. MaryJane Hanlon, MBA, Associate Dean of Clinical Affairs, Tufts University School of Dental Medicine Jill LeClare, Application Administrator, Tufts University School of Dental Medicine A brief look at new axiUm interventions to enhance HIPAA and Privacy Compliance. Lessons learned and applying these policies to a learning management system.

3:30 Board Buses for Tufts University School of Dental Medicine Tour Outside of Granoff Music Center

3:45 – 5:00 Tour of Dental School 5:00 – 7:00 Cocktail Reception at Dental School

14th and 15th floors TUSDM Boston

7:15 – 7:30 Board Busses Back to Hotels

MEETING AGENDA

Tuesday, July 23, 2019

8:30 – 8:45 Welcome: University of Pennsylvania Midyear 2020 Invitation Distler Auditorium Melissa Miller, Megan McHugh and Joseph Wolk, University of Pennsylvania

8:45 – 10:00 Our Journey Towards a BI Solution

Distler Auditorium Moderator: Raybel Ramos, Assistant Vice President for SF Campus Technology Services Pacific Technology, University of Pacific Panelists: Patrick L. Hetherington, EHR Manager, University of Pittsburgh Char Miller, Business Analyst, University of Minnesota School of Dentistry Jonathan Tran, University of Washington Eric Day, MBA, Senior Director, Practice Operations, University of Texas HSC at San Antonio Ben Simpson, MBA, Assistant Director Patient Financial Services, University of Texas HSC at San Antonio A discussion of what business intelligence is and how schools have implemented dashboards and other business intelligence tools to drive data insights and decisions. The following points will be addressed:

I have data what do I want or need to show

Who needs this data and what do they want to monitor or find out

Why would a school want to go with a dashboard and/or BI report

Dashboard vs. Business Intelligence reporting

Tool selections and prototyping o What is the ability of our report writers to technical team o What will our infrastructure support o What tools do our schools already have a site license for

10:00 – 10:15 Break Granoff Center Foyer

10:15 – 11:00 Integrating the Hack-a-thon Model in Dentistry: Why, How and When? Distler Auditorium Irina Dragan, DDS, MS, Assistant Professor, Tufts University School of Dental Medicine Muhammad Walji, MS, PhD, UTHealth School of Dentistry at Houston Student representatives and faculty members at various dental institutions used the Hack-a-thon model to find solutions to real-life problems faced by dental education. This session will provide an overview of a dental hack-a-thon; familiarize participants with different hack-a-thon formats and highlight how a hack-a-thon event may benefit a dental school

MEETING AGENDA

11:00 – 12:00 Digital Dentistry Education at Scale: Hudson River CIO Platinum Sponsor Distler Auditorium Moderator: Shlomo Weintroub, Business Development, Hudson River CIO Advisors Panelists: Mike Schreibman, Co-Founder, Managing Director, Hudson River CIO Advisors Dr. Edward Farkas, Vice Dean and Chairman of Dentistry, Professor of Dental Medicine, Touro College of Dental Medicine A fireside chat between Dr. Edward Farkas, Vice Dean and Chairman of Dentistry at Touro College of Dental Medicine and Mike Schreibman, Co-Founder and Managing Director of Hudson River CIO Advisors, the College’s IT provider. This discussion will explore the challenges in building a Digital Dentistry Education Practice at scale.

12:00 – 1:00 Lunch Remis Sculpture Garden

1:00 – 1:45 Training tools, software, materials Granoff 271 Amanda DelCorso, IT Trainer, Virginia Commonwealth University Kristopher Block, Technical Trainer, University of Minnesota Moderating a discussion between trainers regarding topics identified in advance through the consortium training email distribution.

How do you deal with training part-time faculty?

Do you hold review or update sessions for faculty on a regular basis? If so, how do you get them to participate?

We all know things change during the year and/or some forget or learn bad habits. Do schools implement some sort of re-calibration requirements/courses for axiUm processes?

How do you hold people accountable for the training received? Standard 5-3: How Three Schools have, are, or are planning to address this Standard Sophia Gordon Gary F. Guest, BS, DDS, UTHealth San Antonio School of Dentistry Sean Mong, DDS, EdD, UCSF School of Dentistry Richelle Janiec, CDA, RDH, UFHealth College of Dentistry The panelists will briefly present information about how they approached their CODA site visit specifically focusing on Standard 5-3. Following their presentations the floor will be opened to Q&A.

Materials Management Roadmap Distler Auditorium Beth Estel, Materials Manager Natalia Rahkmanova, Clinic Finance Manager Tufts University School of Dental Medicine Experiences implementing a new materials system ENVI will be shared along with challenges, goals and metrics.

MEETING AGENDA

Patient Relations: Patient Complaints and Striving to Provide Patient Centered Care Granoff 155 Margaret Dwyer, Associate Director Patient Experience, Tufts University School of Dental Medicine Jessica Ruggiero, MSW Intern, Simmons University A brief overview of the integration of patient complaints and resolution process to providing education to students on conflict management. The presentation will also include a summary of how social work is incorporated: assessment, consultation and guidance while utilizing axiUm codes for data utilization and system review and change

1:45 – 2:30 Referral and Consult Upgrade Granoff 155 Nisha Ganesh, Clinical Assistant Professor, General Dentistry Kathy Martin, Director, OIT Applications Galina Arbitman, IT Application Integration Engineer University of Maryland Referral and Consult upgrade project. Automating EPR action form with automated running man and status at approvals. Planned integration with axiUm’s new Inbound Referral module.

Business Practices for the New Faculty Onboarding Process Sophia Gordon E. Ricardo Schwedhelm, DDS, MSD, University of Washington School of Dentistry This presentation will share the current expectations for onboarding new faculty across the school of dentistry. It is important that new hires obtain proper orientation and integration. An appropriate process will help new faculty feel welcome, engaged, prepared and help shorten the employee’s time to achieving productivity

How to receive axiUm access: Requirements are stringent to get in, but we let anyone out!!! Sophia Gordon Meg Mullen, RDH, Director-Health Informatics Catherine Aquirre, Application Administrator New York University College of Dentistry We will be presenting on how we on-board and off-board faculty, students, and staff at NYU requesting specific forms and certificates

Faculty Practice Incentives: Process and Reporting Granoff 271 Lennon Scott, Clinical Information Manager Gerard Camargo, Business Application Technician East Carolina University School of Dental Medicine Customized axiUm processes and reports to calculate Faculty production, collection and expense for Faculty Practice Incentives.

MEETING AGENDA

The Utilization of axiUm to Support Clinical Enterprise Analysis of Key Metrics for Patient Volume, Revenue and Capacity Distler Auditorium Gary F. Guest, DDS, Associate Dean for Patient Care Ben Simpson, MBA, Assistant Director Patient Financial Services Eric Day, MBA, Senior Director of Operations UTHealth San Antonio School of Dentistry In today’s dental academia environment, clinical care enterprises have had to transform themselves from a business perspective. There are now too many competing entities for every dollar expended. Effective management depends on having the right information at the right time, in the right hands, and the ability to act on it. This presentation will discuss one institution’s perspective on these issues and promote dialog upon conclusion. Components of the presentation include: “Driving Factors”, “Data Needs to support Enterprise Analysis” and “Transforming data analysis into Action”

2:30 – 2:45 Break Granoff Center Foyer

2:45 – 3:30 ePrescriptions Distler Auditorium Jessica Hilburg, DDS, Associate Professor, Touro College of Dental Medicine As of January 1, 2020, Massachusetts will join many other states and require electronic prescribing of controlled substances. This presentation will review best practices of electronic prescribing in general. We will discuss how electronic prescribing modules improve our ability to manage patients’ medication history and how to incorporate eRx in our daily workflow with students and patients

Financial Statement Reconciliation and Revenue Cycle Management of Medical Billing Granoff 271 Jill D. Townsend, Finance Director, University of Kentucky College of Dentistry This presentation will cover financial statement reconciliation: importance, communication, ledger reconciliations, and additional analysis and reports; Revenue cycle management of medical billing: documentation, coding and charge entry, staff responsibilities, internal review of claims, AIR follow-up, and commercial payer reimbursement review

FacultyAccess and Operatory Monitor What the University of Pittsburgh School of Dental Medicine Has Learned Granoff 155 Dr. Sarah Grafton, Assistant Professor Patrick L. Hetherington, Electronic Health Records Manager University of Pittsburgh School of Dental Medicine Discussion on how the University of Pittsburgh School of Dental Medicine has implemented FacultyAccess (minus evaluations) along with Operatory Monitor and the lessons learned.

EPIC integration with axiUm Sophia Gordon Sean Mong, DDS, EdD, Clinic Director, UCSF School of Dentistry This presentation will review the processes and various phases of data integration from Epic to axiUm as well as challenges and successes.

MEETING AGENDA

3:30 – 4:15 Clinical Focus Group Sophia Gordon Moderated by Dr. MaryJane Hanlon, Tufts University School of Dental Medicine An open discussion for those interested in Clinical topics that pertain to the operation and use of axiUm.

Finance Focus Group Granoff 155 Moderated by R. Lynn Conway, University of Iowa College of Dentistry and Dental Clinics An open discussion for those interested in Financial topics that pertain to the operation and use of axiUm.

COHRI Focus Group Granoff 271 Moderated by Richelle Janiec, UFHealth College of Dentistry An open discussion for those interested in COHRI topics that pertain to the operation and use of axiUm.

IT Focus Group Distler Auditorium Moderated by Charles Laird, University of Detroit Mercy Dental An open discussion for those interested in IT topics that pertain to the operation and use of axiUm.

4:15 Board Buses to Hotel Outside of Granoff Music Center

5:30 Buses leave hotel to return to Tufts University for dinner Outside of Hyatt Place and The Row

6:00 – 9:30 Clambake Dinner: Under the Summer Skies Jay Field – Tufts University Medford Campus

9:30 Board Buses to Hotel Outside of Granoff Music Center

MEETING AGENDA

Wednesday, July 24, 2019

9:00 – 9:15 axiUm Next Steps + Summit 2020 Distler Auditorium

9:15 – 10:15 Health Records: What Does the Future Hold?

Distler Auditorium Lynn Johnson, Professor and Associate Dean of Faculty Affairs and Institutional Effectiveness, University of Michigan School of Dentistry The current state of health records will be observed and the future of technological innovations in health records will be explored.

10:15 – 10:30 Break Granoff Center Foyer

10:30 – 11:15 Integrating Medicine into Dentistry – Beyond the Clinic

Distler Auditorium Kanchan Ganda, MD, Head – Division of Medicine, Tufts University School of Dental Medicine A brief look at how medicine has been integrated into the curriculum in axiUm for patient care, standardization of EBM knowledge, patient staging and data collection for grant fund distributions and research.

11:15 – 12:00 Implant Rehabilitation in the Era of Digital Dentistry: Challenges and Strategies for the Future

Distler Auditorium Andre De Souza, DDS, MSc, Assistant Professor, Tufts University School of Dental Medicine Digital technology is evolving and there is a need to help clinicians and patients obtain more predictable outcomes. Digital impressions, guided implant surgery, printed casts and CAD-CAM abutments and crowns have been extensively used for implant rehabilitation. Data acquisition for implant rehabilitation is a crucial aspect. However, with different technologies there is still the question of how the patient’s information is stored. This presentation will highlight several important aspects of digital technology and what to expect in the future.

12:00 Tufts University Send Off Distler Auditorium