Oral Health Assessment and Reporting Procedures
Comprehensive guidelines for conducting oral health assessments and reporting processes in schools, including the submission of KOHA forms, active or passive consent procedures, distribution of forms, data compilation, and communication with parents and dental providers. The process involves sending assessment forms, waiver forms, reminders, and resources to parents, offering onsite dental screenings, and following up on urgent care needs. Dental offices/providers also have specific protocols to adhere to during the assessment process.
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KOHA form submission and data reporting process Submit completed KOHA form (OHA or waiver) to school Guardians Parents/ Consent or submit passive consent letter Complete OHAs onsite Providers No Yes Distribute KOHA Forms Onsite screenings? Submit data to SCOHR? Submit data into SCOHR Compile KOHA data Schools Distribute active or passive consent forms Yes No Yes Distribute KOHA Forms in Kindergarten registration packets Submit aggregate data to SCOHR Submit data to SCOHR? Compile aggregate school data Districts No County Office of Yes Submit Education Submit aggregate data to SCOHR Submit data to SCOHR? aggregate data to County Office of Education No County LOHP Submit aggregate data into SCOHR CDPH OOH SCOHR
School Process for KOHA School only sends out assessment forms to parents. School provides waiver form to parents upon request. Is the school including waiver forms to be sent to parents? NO YES School sends parents reminders about the assessment and resources to find a dentist. Both assessment form and waiver form are sent to parents. For reporting, include data from: assessment forms submitted by parents waiver forms submitted by parents Is the school offering onsite dental screenings to kindergarteners? NO YES School sends active or passive consent form to parents. School/district completes KOHA data entry in SCOHR. Assessment form will be used for onsite screenings for kindergarteners. For reporting, include data from: assessment forms submitted by parents waiver forms submitted by parents assessment forms from onsite screenings opt-out passive consent forms (if used for onsite screenings)
Dental Office/Provider Process for Oral Health Assessments Complete Section 2. Make sure each box is completed. Only select one treatment urgency response. Was the child assessed to need urgent care? Leave Section 3 blank and return form to parent. NO YES Notify parent of urgent dental care need. Write parent notification date in Section 3. Schedule a follow-up appointment Write follow-up appointment date in Section 3. Leave last question in Section 3 blank and return form to parent. Did the child receive treatment the same day as the assessment? NO YES Mark "Yes" that the child received needed treatment in Section 3. Return form to parent.
School Process for Oral Health Assessments marked "Urgent Care Needed" Was the child assessed to need urgent care? NO No follow up with parent is needed. YES School follows up with parent about whether child had a scheduled follow- up appointment and received needed treatment. Did the dental office complete all of section 3 of the assessment? NO YES School marks I don t know for whether child received needed treatment or not in Section 3 NO Is school able to reach parent? If dental office completed all of Section 3 on the form, no follow up with parent is needed. YES School completes Section 3
