ASO Industry Newsletter | Issue 5 by ASOpublications

WELCOME FROM THE ASO

025 is almost here, and we have put together a special edition to help you get up to speed with the latest sector developments and technological advancements shaping practice management to plan for the New Year. In this edition, you will also find part 3 of 'Tips for Launching a Successful Practice' for recent graduates, where I share my insights on compliance and risk management for recent graduates considering practice ownership.

We are thrilled to announce that registrations are now open for the 2025 ASOFRE Foundation Meeting in Hobart from 28 – 29 March next year. It promises to be an insightful event and a perfect opportunity to network, collaborate, and grow professionally.

A big thank you to our industry contributors for their support. This newsletter wouldn't be possible without you. We hope you enjoy reading this edition!

Dr Kip Homewood ASO Federal Secretary

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GUEST ARTICLE

How Orthodontics Practices Can Prepare for the Privacy Act Reforms

IIn Australia, businesses are responsible for protecting the personal information provided to them by customers.

In 1988, the Privacy Act was introduced to regulate how businesses and federal government agencies handle personal information, and ensure that their customers’ privacy is protected. In September 2024, the Australian Government introduced into Parliament the first tranche of reforms to the Privacy Act 1988 under the Privacy and Other Legislation Amendment Bill 2024. The reforms will bring Australia’s legislation in line with global standards like the General Data Protection Regulation (GDPR) in Europe.

The impact of these reforms will extend beyond large corporations, with small healthcare providers expected to meet similar obligations in handling personal information. Orthodontics practices will need to ensure they remain compliant with new data privacy regulations, particularly increased transparency, accountability, and stronger penalties for privacy breaches.

Understanding the Reforms

The reforms introduce stricter requirements around the transparency of how personal data is handled. Orthodontics practices collect a significant amount of personal and sensitive information from patients, such as medical histories, treatment details, and payment information.

One of the most significant changes for small businesses is the introduction of tougher penalties for breaches. The Office of the Australian Information Commissioner will have enhanced powers to impose penalties, which could reach up to $660,000 for individuals and $3.3 million for businesses. This means even minor oversights in data protection could lead to severe financial consequences.

Practical Steps for Compliance Review and Update Privacy Policies

The first step towards compliance is a thorough review of your practice’s privacy policy. Ensure it includes detailed information about how personal data is handled and protected (particularly if it is transferred overseas), any automated processes in place, and how patients can exercise their rights under the new laws.

Implement Robust Data Security Measures

The new reforms place a strong emphasis on technical and organisational measures to protect personal information. Orthodontics practices should implement best-practice data security strategies, including encryption, secure access protocols, and regular data audits. Ensure that only authorised personnel have access to sensitive information, and consider conducting regular staff training.

Consider the Impact of Automated Decision-Making

If your practice uses AI or automated systems for decision-making processes, such as appointment scheduling, billing or managing patient records, this must be clearly communicated to patients. The reforms require businesses to disclose when personal data is being processed by automated systems, particularly if the decisions significantly affect the individual. This means reviewing any AI tools you use and ensuring they comply.

Prepare for Increased Patient Rights

The reforms introduce new rights for individuals, such as the right to access, correct, or delete their personal information. Orthodontics practices will need to ensure they have systems in place to respond to these requests in a timely manner. Consider how your practice manages patient data and whether your current processes are equipped to handle requests for data erasure or correction.

Implement Systems to Demonstrate Evidence of Compliance

Companies will need to be prepared to provide clear and comprehensive evidence of their compliance efforts, particularly as regulatory bodies will have increased powers to conduct audits and investigations. Providing evidence of compliance will help mitigate the risk of penalties and fines, leads to better governance and accountability, and can enhance patient trust and confidence.

Building Trust in a Data-Driven World

In the healthcare sector, trust is everything. Orthodontics practices deal with highly sensitive personal information, and any breach of this trust can have long-lasting effects on a practice’s reputation. By proactively addressing the upcoming privacy reforms, orthodontics practices can demonstrate their commitment to protecting patient data, building stronger relationships with patients in the process.

The Second Tranche of Changes

Missing from the Bill are some of the more impactful proposed amendments that were agreed to in principle by the government. It is expected that a second tranche of changes will be introduced in 2025, which will include the following.

The Fair and Reasonable Test

Currently, the burden of managing privacy falls largely on individuals to decipher complex privacy policies and collection notices. To address this imbalance, the burden will be shifted to organisations. It is likely there will be a new requirement that the collection, use and disclosure of personal information is fair and reasonable, irrespective of whether consent has been obtained or not.

Prepare for Data Breaches

Even with the best security measures in place, data breaches can still occur. Under the second tranche of changes, it is expected that businesses will need to notify the OAIC of eligible data breaches within 72 hours. It is crucial to have a data breach response plan in place, ensuring your practice can act swiftly and minimise damage in the event of a breach. This plan should include clear steps for identifying, containing and reporting breaches.

About de.iterate

The de.iterate platform helps ensure compliance with the Australian Privacy Act, and streamlines certification to global data privacy and cyber security frameworks like ISO 27001, SOC 2, NIST, and the GDPR. de.iterate delivers stress-free, affordable, easy-to-use solutions that help Aussie businesses get—and keep—their ducks in a row. For more information, visit: https://deiterate.com/

This article is produced by a third party (not the ASO) for guidance purpose only. Data privacy and cyber security advice should be sought for your Practice’s circumstances. For tailored advice for your Practice, please email hello@deiterate.com

Introduction

How I decreased my overall bracket debonding rate by 75% in one year.

Dr Anshu Sood

We introduced Dental Monitoring (DM) into the practice in 2018. At this stage, we mainly used it to monitor our aligner patients. The onset of Covid meant that we rapidly moved all of our patients to DM in order to manage the remote monitoring of patients without access to the clinic.

Introduction

With DM Insights, the benefits of monitoring all my patients expanded immensely. DM Insights takes the AI analysis of each patient scan and captures key data elements, guiding our practice toward more efficient, data-driven care.

Using DM Insights, we have been able to dive into clinical data to make minor adjustments for major clinical gains. This carries the potential to maximize practice efficiency with improved treatment outcomes and a more standardised treatment process. For example in this case, by focusing on just one data point (bracket debonds), we were able to easily remedy this clinical inefficiency by reviewing our bonding process and retraining the team.

High rates of bracket breakage, not where we expected to be.

Dr Anshu Sood is a specialist orthodontist based in London with over 15 years of experience and the owner of two thriving practices. Additionally, Anshu serves as the director of clinical practice at the British Orthodontic Society, where she actively contributes to advancing the field.

Prior to using DM insights, we always thought that our biggest issue with debonds was the molars. Many orthodontists are familiar with the dilemma between choosing bands or tubes on molar teeth, questioning our adhesive techniques, and reviewing our operator techniques.

Once DM insights was introduced, we were shocked to find that while all of our focus was on these debonding molar tubes, we hadn’t noticed how many upper laterals were debonding, especially relative to the other teeth in the upper arch (figure 1).

High rates of bracket breakage, not where we expected to be.

Once we were aware of this, we reviewed our bonding protocol, re-trained all the clinicians, and created a repeatable, consistent bonding technique.

We looked back at the data a year later and were happy to see that the overall debonding rate went from almost 4% to less than 1% (figure 2). That’s almost a 75% decrease in just one year!

Once we were aware of this, we reviewed our bonding protocol, re-trained all the clinicians, and created a repeatable, consistent bonding technique.

We looked back at the data a year later and were happy to see that the overall debonding rate went from almost 4% to less than 1% (figure 2). That’s almost a 75% decrease in just one year!

Conclusion

The integration of Dental Monitoring has proven to be invaluable in our journey of clinical improvement and optimising the patient experience. Through real-time data analysis, we discovered higher debonding rates among upper laterals, a crucial insight that would have remained hidden without the use of DM Insights. This discovery prompted us to revamp our bonding protocol and make necessary adjustments to enhance our clinical techniques. The continuous measurement and refinement of our practice data have become essential pillars in delivering exceptional care and ensuring ongoing progress in our approach to orthodontics.

Figure 1

Figure 2

Dr Anshu Sood

Figure 1

Figure 2

AI FOR BUSINESSES : HYPE OR HOLY GRAIL

Adam Barty, Managing Director

Revium is an Australianowned and operated Digital & AI Consultancy with over 20 years’ experience delivering innovative solutions across a range of industries. Adam publishes a weekly digest on the latest in the AI space, if you are interested you can subscribe here - https://revium. com.au/chasingai

Earlier this year McKinsey released a slickly presented report on AI that had some headline grabbing quotes littered throughout it. One “statistic” from the report that was picked up by the big media outlets was that by 2030 around 1.3 million Australians would be forced to find a new job, because the work they currently do will be done by AI. It works well as a headline, particularly in an era where headline clicks pay journalists’ wages, but how much truth is there behind it… and how much truth is there behind all of the other similar articles, reports and headlines that wax lyrical about how AI will revolutionise the way businesses operate?

Given I don’t have a crystal ball, or a room full of highly paid analysts, I think the best way I can answer that question is to share two practical use cases where AI has proven it’s worth. Now whilst these may not match some of the hyperbole about the immense potential of AI, or support the opposing arguments that it AI is all hype and no substance, they will hopefully illustrate that, as with many things, the truth actually lies somewhere in between.

Before I dive into those examples, I want to make a quick distinction. This article is focussed on “Generative AI” - that is the AI that is here now,

the technology behind OpenAI’s ChatGPT and the raft of other AI tools you hear about. The topic of AGI (Advanced General Intelligence), a yet to be realised technology that would surpass human intelligence, is a completely different kettle of fish, and a topic for another day.

The first example I will share relating to generative AI is from the NHS in Britain. They explored its use in radiological reviews, where an AI tool was trained to identify breast cancer in mammograms. This is a particularly appropriate use case, given the foundation of the technology is tied to pattern matching. The result of the pilot program, where mammograms of over 10,000 women were assessed, was that the AI tool not only successfully identified all of the cancers the human doctors did, it also identified 11 others the humans missed. These were smaller cancers, in the earlier stages, that are harder for humans to pick up. The AI does have an unfair advantage of course - a human doctor will review around 5,000 scans per year, or around 200,000 across a 40 year career, whereas the AI was trained on millions of examples.

My key takeaway from this program is the potential AI can offer in terms of better health outcomes. Earlier detection of cancers gives us a better chance of saving patients lives. It also reduces treatment time and expense, and reduces the amount of human time needed to review scans. Whilst some would argue this latter point realises the dreaded outcome of “AI taking human jobs”, I would argue it is AI freeing up the human doctors to do more important things that machines can’t.

The other example I will share with you is one I have direct experience with – AI handling customer support. It’s not a particularly glamourous application, but it is an area where a huge amount of human capital is invested, often in work that is repetitive and unrewarding.

AI is adept at answering questions due to it’s incredible ability to understand what is being asked. Traditional chatbots take a huge amount of time to develop, in large part because you need to map out every potential question, and every potential way it can be asked. This is a tedious process and near impossible to successfully complete – which is one of the reasons that traditional chatbots failed to realise their potential.

However, using the inherent comprehension of generative AI, and pairing it with a technique where you provide the AI with access to a confined library of information (which does not need to be specially formatted or prepared) you can deploy an instant customer support assistant - one who works 24/7 and costs a fraction of their human counterpart.

How do I know this works? We have a growing number of clients using this technology, like Kaboodle Kitchens and the REIV. Last month alone these AI customer support bots handled over 3,000 customer conversations independently,

with less than 1% of users reporting a negative experience. This frees up customer support operators to deal with more complex cases and spend more time solving problems that machines can’t.

So with all that in mind, what conclusions should we draw about generative AI? I think the best way to frame it would be through a quote from Prof. Geoffrey Hinton, widely regarded as the godfather of the technology. When asked about how we should perceive the impacts of AI he said “I think we should think of it as the intellectual equivalent of a backhoe. Backhoes can save us a lot of digging”.

Or in other words, generative AI is going to make our lives easier by replacing human tasks, and in most cases, it won’t be the tasks humans relish doing.

This article is produced by a third party (not the ASO) for guidance purpose only. For tailored advice for your Practice, please email hello@revium.com.au

FOCUS ON FAIR WORK: UNFAIR DISMISSAL AND ADVERSE ACTION

Authored by Yasmine Healy, Head of Legal and Hugh Oxbrough, Workplace Relations Advisor

ClinLegal is Australia's first and only provider of digital employment law solutions, designed exclusively for dentists and doctors. clinlegal.com.au

An aggrieved former employee can apply to Fair Work to resolve their concerns through Unfair Dismissal and Adverse Action. If a complaint is lodged within 21 days after termination and the application fees are paid, an employer must respond, potentially leading to withdrawal or dismissal of the application, reinstatement and compensation, or a court hearing. This article explains these legal processes and their limitations.

Unfair Dismissal

A permanent employee can apply for unfair dismissal if employed for at least 6 months or 12 months in a small business (i.e. less than 15 employees). Casual employees with a firm advancement to continuing and indefinite work can also apply. Applications must be lodged within 21 days of termination. Fair Work assesses whether there was a valid reason for dismissal and if a proper process was followed. Even valid reasons, like failing to follow instructions or breach of infection control protocols, may result in unfair dismissal if procedures, such as allowing the employee to respond or giving notice, are not followed.

For redundancies, dismissal may be unfair if the employer could have redeployed the employee to another role but did not. In Khliustova v Isoton Pty Ltd (2023), the Commissioner found no genuine redundancy because the employer could have redeployed the employee to another office. Similarly, a full-time dental assistant made redundant due to an orthodontist’s resignation could still be redeployed in a casual reception or steri role. Following proper steps and record keeping is crucial in managing termination.

Employers may raise a jurisdictional argument to dispute an employee’s eligibility to make a complaint. This may happen if the application was lodged outside of the 21-day timeframe, if the employee resigned, or if the employee is without ongoing work expectations. The Commission holds a hearing to determine if the employee can proceed.

If the application proceeds, a private conciliation is usually arranged. Many cases settle at conciliation, but unresolved cases may go to a public Fair Work hearing.

Adverse Action

Adverse action protects all employees, regardless of tenure, from adverse treatment when exercising workplace rights. Rights include raising concerns, asking about pay, taking personal leave, termination and demotion. There are two types of applications: one for termination, subject to a 21day limit, and one for ongoing employment issues, with a 6-year limit.

In adverse action claims, the employee is presumed correct unless the employer proves otherwise (reverse burden of proof), making documentation and witness statements essential.

Employers can raise jurisdictional arguments, like claiming the employee resigned or wasn’t employed. If jurisdiction is established, conciliation is scheduled. Unresolved matters may proceed to court and include compensation or reinstatement orders. In Lees v Asaleo Personal Care Pty Ltd (2022), the court held that the employer took adverse action against the employee by issuing a performance management plan and terminating the employee for not complying. The employee’s performance was adequate, and the improvement plan was a pretext for dismissal rather than being based on legitimate performance concerns.

The Commission will generally hold a hearing or assess written submissions to determine if it has jurisdiction to hear the adverse action complaint. If there is no jurisdiction, the application ends at Fair Work. If there is jurisdiction, the matter will proceed to conciliation, similar to an unfair dismissal claim. If unresolved, the employee must apply to Court for a resolution, which is lengthy, costly, and complicated.

Fair Work can arbitrate if both parties agree, though this is rare. Court outcomes may include compensation, reinstatement, or dismissal with costs. Adverse action may be available if unfair dismissal is not, such as due to an employee’s probation, and lead to a settlement even if adverse treatment is not proven.

Unfair dismissal claims are more common due to their accessibility and low cost. Adverse action may be used when unfair dismissal is unavailable, but it still requires time and resources to address and resolve the matter. In both cases, especially with the reverse burden of proof in adverse action, strong evidence and good management are crucial to defend your Practice successfully. Following the correct process is equally important, as missing a step may render a dismissal unfair even if the reason is valid.

This article is produced by an external third party (not the ASO) for guidance purpose only and is not a substitute for legal advice. Legal advice should be sough for individual circumstances. For tailored advice for your Practice, please email info@clinlegal.com.au

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5 WAYS YOU CAN USE AI IN YOUR MARKETING

As an orthodontist running your own practice, marketing might not always be your top priority. However, with artificial intelligence (AI), you can simplify many marketing tasks, leaving you more time to focus on your patients while still reaching for new ones effectively. AI can help you craft compelling content, optimise your website for search engines, enhance patient interactions, and maintain a strong social media presence—all without requiring a big budget or advanced tech skills.

Here are five practical ways AI can boost your marketing efforts, along with useful tools you can start using right away.

Use AI to Write Engaging Content for Your Patients

Writing engaging content, whether it’s blog posts, email newsletters, or educational materials, can be time-consuming. AI-powered writing tools can help you generate high-quality content that speaks directly to your patients’ needs and concerns, freeing up time for you to focus on providing excellent care.

Jasper.ai: This AI writing assistant can generate blog posts, website copy, and even social media captions for your practice. It’s great for producing educational content about orthodontic treatments, FAQs, or patient success stories.

Copy.ai: This tool helps generate engaging email campaigns or marketing materials quickly. If you want to send out an email reminding patients of the importance of orthodontic check-ups or introduce new services like clear aligners, Copy.ai can draft content in minutes.

Using AI for writing allows you to consistently communicate with your patients, keep them informed, and attract potential new patients by demonstrating your expertise in the field.

Safety tip: Avoid publishing anything –particularly anything where you’re giving professional advice or an expert opinion – without reviewing it thoroughly. These tools rely on existing information online and educating guesses to craft content and may be drawing from an incorrect source.

2. Enhance Your Website’s SEO with AI-Powered Tools

Optimising your website for search engines ensures that potential patients in your area can easily find your practice when searching for orthodontic care. AI-driven SEO tools make it easier to identify the right keywords and optimise your website without needing extensive technical knowledge.

SurferSEO: This AI-powered tool helps analyse your website content and suggests SEO improvements. It identifies keyword opportunities and compares your content against top-ranking orthodontic websites to make your practice more discoverable online.

SEMrush: SEMrush offers a suite of tools that can help optimise your website’s SEO performance, track keyword rankings, and identify content gaps. By using SEMrush, you can ensure that your site shows up when patients search for services like braces, retainers, or early orthodontic treatment.

With AI tools, you can easily make informed decisions about the keywords and content that will rank higher in search results, driving more traffic to your website.

Safety tip: Google prioritises unique and expertled content, so to protect yourself from search algorithm updates don’t rely entirely on AIgenerated content. Make sure you review it, add your unique perspective and update it where you can.

(Continued on page 17)

3.Improve Patient Communication with AI Chatbots

Providing quick, efficient responses to patient inquiries is essential, but it’s difficult to be available 24/7. AI chatbots can assist with this, offering automated responses to frequently asked questions and directing patients to relevant information.

Drift: Drift offers AI-powered chatbots that can answer common questions, such as appointment availability or the types of braces you offer. They can even help book consultations while you’re busy with patients.

Intercom: Intercom’s chatbot system can handle simple queries like scheduling appointments or sharing office hours, but also integrates with more advanced patient communication workflows, making it a versatile tool for your practice.

Chatbots ensure that your patients get immediate assistance, improving their experience while also reducing your workload.

Safety tip: It can be hard to ensure the responses are the most relevant and accurate for your patients, so it’s important to include a clear escalation path and a way to get in touch with a human member of your team – such as your practice phone number or a direct email address.

4.Use AI to Create High-Quality Designs for Your Practice

A professional online presence is critical in building trust with potential patients. However, not every orthodontist has the time or skills to create eyecatching visuals for their website, social media, or patient materials. AI design tools make it easy to generate polished designs quickly.

Canva: Canva’s AI design features allow you to create everything from social media graphics to patient brochures. With customizable templates and an intuitive interface, it’s easy to maintain a consistent, professional look for your practice.

Designify: This tool uses AI to automatically enhance and design images, making your practice’s

visualslookpolishedandprofessional.Whether youneedbefore-and-aftertreatmentphotosor custompatienteducationmaterials,Designify makestheprocessfastandsimple.

ByusingAIdesigntools,youensurethatyour marketingmaterialsarevisuallyappealingand professional,helpingtobuildyourbrandand attractnewpatients.

Safetytip:Makesureyouchecktheusage licencesforanydesignelementsyouusetomake suretheycanbeusedforyourpurposes.

5. AutomateYourSocialMediaPostswithAITools

Socialmediaisanexcellentwaytoengagewith yourpatients,sharesuccessstories,andpromote yourservices.However,keepingupwithregular postingcanbechallenging.AIsocialmediatools canhelpbyautomatingyourpostsandproviding insightsintowhatcontentresonatesbestwithyour audience.

Hootsuite: HootsuiteusesAItoanalysethebest timestopostonsocialmediabasedonpatient engagementpatterns.Italsoallowsyoutoschedule postsinadvance,soyoucanmaintainaconsistent onlinepresencewithouthavingtopostinrealtime.

Lately.ai: LatelyisanAI-poweredtoolthat repurposeslong-formcontentintobite-sized socialmediaposts.Ifyou’vewrittenablogpost, Latelycanautomaticallycreatemultiplesocial mediapostsfromthatcontent,savingyoutime andkeepingyourfeedactive.

Safetytip:Limitaccesstothesetoolstoonlythe employeeswhorequirethemanduserole-based permissionstoprotectyourbrand.

UsingAItomanageyoursocialmediapresence ensuresthatyourpracticestaystop-of-mindfor patients,whetherthey’recurrentorprospective.

AIistransformingmarketingbysimplifying tasksthatoncetookupvaluabletime.Start incorporatingthesetoolsintoyourpractice’s marketingplantoreachmorepatientsandkeep yourpracticethriving.

ORTHOGRAD INSIGHTS

ASO’s recent graduate guide Tips for launching a successful practice (part 4)

Welcome to OrthoGrad Insights, an insert dedicated to supporting new orthodontists achieve their professional goals. In this edition, we focus on Compliance and Risk Management.

FROM BRACES TO BUSINESS: COMPLIANCE AND RISK MANAGEMENT 101 FOR NEW ORTHODONTISTS

Dr Kip Homewood ASO Federal Secretary

Since entering professional practice, I have observed a tenfold increase in the burden of compliance and risk management. Financial modelling indicates that purchasing an established practice is significantly more advantageous than starting one from scratch.

Not only is this option more financially sound, but an existing practice typically comes with existing compliance and risk management protocols and training in place.

Having spent 15 years running my own dental practice and 20 years in general dentistry before pursuing my orthodontic postgraduate studies, I found the transition to acquiring and managing an established orthodontic practice to be manageable. I allowed the practice to continue operating as it had previously, focusing on building trust with both patients and referring dentists. During this time, compliance and risk management could be temporarily set aside.

For new graduates, I advise gaining experience at a couple of different practices. This will enable them to concentrate on patient care while also observing each practice's management styles and paying close attention to compliance and risk management protocols. The ASO Mentoring

Program for Recent Graduates offers a valuable opportunity for new graduates to learn from seasoned practitioners, including aspects of compliance and risk management. Additionally, the state ADA serves as an invaluable resource for information.

In my practice, I am fortunate to delegate compliance and risk management responsibilities, along with the necessary training, to staff members. We often collaborate with external experts in these specific areas to ensure we meet the highest standards.

COMPLIANCE AND RISK MANAGEMENT IN AUSTRALIAN ORTHODONTICS

InAustralia,orthodonticsisaspecialisedfield thatrequiresadherencetoarangeofregulatory standardsandeffectiveriskmanagement practices.Thelandscapeisshapedbynational andstatelegislation,professionalguidelines,and ethicalobligationsaimedatensuringpatientsafety andmaintaininghighstandardsofcare.

RegulatoryFramework

Australia'shealthcaresystemisgovernedbya complexframeworkthatencompassesnational legislation,stateregulations,andprofessional guidelines.Understandingtheseregulationsisvital fororthodontiststoensurecompliance.

NationalHealthRegulations: TheAustralianHealth PractitionerRegulationAgency(AHPRA)oversees theregistrationandaccreditationofhealthcare

24/7 Parent and Patient Engagement with Payment Intelligence

practitioners,includingorthodontists.Itensures thatprofessionalsmeetrequiredstandardsof education,training,andconduct.Practitioners mustberegisteredwiththeDentalBoardof Australia,whichsetsguidelinesforpractice standardsandethicalconduct.

InfectionControlGuidelines: TheAustralian GuidelinesforthePreventionandControlof InfectioninHealthcare,issuedbytheNational HealthandMedicalResearchCouncil (NHMRC),providecomprehensiveprotocolsfor infectionprevention.Orthodonticpracticesmust adheretostrictsterilisationprocedures,proper disposalofwaste,andprotocolsformaintaininga hygienicenvironmenttoprotectbothpatients andstaff.

(Continued on page 21)

Carriere Motion Class III Appliance

Achieves a Class I platform pre bracket & aligners to shorten overall treatment times.

The Motion Class III Appliance is a minimally invasive appliance intended to treat Class III malocclusions without extractions, painful orthognathic surgery, or traditionally uncomfortable and obtrusive facemasks. The Motion Class III Appliance is as easy to place as a bracket or buccal tube, and is designed to provide predictable results and create a harmonious, balanced profile, all while preserving the patient’s natural features. The patient-friendly appliance is used at the beginning of treatment, prior to braces or aligners, and delivers rapid Anterior-Posterior correction to help reduce overall treatment times by several months. Intra-oral elastics connect the appliance with maxillary anchorage to activate the mandibular posterior segment and to move it bodily as a block for an ideal Class I malocclusion. Once the ideal platform is achieved, brackets or aligners are then placed to finish the case.

PrivacyandDataProtection:ThePrivacyAct 1988andtheAustralianPrivacyPrinciples(APPs) governthecollection,storage,andsharingof personalhealthinformation.Orthodontistsmust ensurethatpatientdataisstoredsecurely,shared onlywithauthorisedpersonnel,andthatpatients areinformedabouttheirrightsconcerningtheir personalinformation.

RiskManagementStrategies

Effectiveriskmanagementiscrucialin orthodonticstominimisethelikelihoodofclinical errors,legalissues,andreputationaldamage.Key areasoffocusinclude:

ClinicalRiskManagement:Orthodontic treatmentsofteninvolvecomplexproceduresand potentialcomplications.Practitionersmuststay informedaboutcurrentbestpractices,treatment protocols,andtechnologicaladvancements. Regularclinicalauditsandpeerreviewscanhelp identifyareasforimprovementandensurehigh standardsofcare.

InformedConsent: Informedconsentisnotonly anethicalobligationbutalsoalegalrequirement. Orthodontistsmustprovidecomprehensive informationabouttheproposedtreatment, includingrisks,benefits,andalternatives. Documentationofconsentshouldbemeticulous, ensuringthatpatientsfullyunderstandtheir treatmentoptionsandpotentialcomplications. Pleasereferto:theASO’slatestPatientConsent Form

MalpracticeInsurance: Adequatemalpractice insuranceisessentialfororthodontistsinAustralia. Thisinsuranceprotectspractitionersagainst claimsofnegligenceandprovidesfinancial securityintheeventofalegaldispute.Regularly reviewingandupdatinginsurancecoverageis advisabletoensurecomprehensiveprotection.

EmergencyPreparedness:Orthodonticpractices shouldhaveclearprotocolsinplaceformanaging

medicalemergencies.Staffshouldbetrainedin basiclifesupportandemergencyprocedures,and practicesshouldmaintainupdatedemergencykits. Regulardrillscanensurethatallteammembersare familiarwiththeirrolesduringacrisis.

DataSecurity:Withtheincreasinguseof electronichealthrecords(EHR),safeguarding patientdataiscritical.Practicesmustimplement robustcybersecuritymeasures,including encrypteddatastorage,secureaccessprotocols, andregularstafftrainingondataprotection practices.CompliancewiththePrivacyActis paramountinmanagingpatientinformation securely.

StaffTrainingandDevelopment

Ongoingstafftraininganddevelopmentare integraltoensuringcomplianceandeffectiverisk management.Creatingacultureofsafetyand accountabilitywithinthepracticeisessential.

ContinuousProfessionalDevelopment(CPD): Australianorthodontistsarerequiredtocompletea certainnumberofCPDhoursannuallytomaintain theirregistration.EngaginginCPDnotonly enhancesclinicalskillsbutalsokeepspractitioners informedaboutchangesinregulationsandbest practices.

AttendingASOstatebranchevents,theASOFRE FoundationMeetingandtheASOCongressare waysforMemberstogainCPDpoints.

TeamTraining:Allstaffmembersshouldreceive trainingoncomplianceandriskmanagement protocols.Regulartrainingsessionsoninfection control,dataprotection,andemergency procedureshelpensurethattheentireteamis equippedtoupholdsafetystandards.

(Continued on page 22)

Patient Communication Skills: Effective communication with patients is critical for managing expectations and reducing risks. Staff should be trained in empathetic communication and conflict resolution to enhance patient satisfaction and address concerns proactively.

Quality Assurance Programs

Implementing quality assurance programs can help orthodontic practices continually assess and enhance their compliance and risk management efforts.

Patient Feedback Systems: Collecting patient feedback through surveys or follow-up calls provides valuable insights into the quality of care and areas for improvement.

Incident Reporting Mechanisms: Establishing a non-punitive incident reporting system encourages staff to report any clinical errors or near misses. Analysing these incidents helps identify trends and implement corrective measures to prevent future occurrences.

Regular Audits: Conducting regular audits of clinical practices, patient records, and compliance with regulations helps identify areas needing improvement. These audits should be documented and used as a basis for developing action plans to address any issues.

Conclusion

Compliance and risk management are essential components of successful orthodontic practice in Australia. By adhering to regulatory requirements, implementing effective risk management strategies, and fostering a culture of continuous improvement, orthodontists can enhance patient safety, protect their reputation, and ensure long-term success. Ultimately, a commitment to these principles not only leads to better patient outcomes but also contributes to the overall integrity and professionalism of the orthodontic profession.