Tips and FAQs

Application Tips

Business Associate Agreement

To be eligible for consideration for accreditation, a DSM Facility must complete and submit a Business Associate Agreement (BAA), which can be downloaded from the Accreditation Application section of the website at www.aadsm.org/Application.aspx. For assistance with completing the Business Associate Agreement, click the link below.

Form II. Staff List

Only the staff that are involved with the dental sleep medicine aspect of the facility need to be listed on this form. If a staff person has two or more roles, list the person under each of their job types and designate how hours per week they spend in each role. For example, if a staff member is both administrative staff and billing staff, list the individual in both sections of the staff form and approximate the average hours spent performing administrative duties and billing duties.

Documentation II. & III. CE

Dental Director CE

Dental Directors who are not yet Diplomates of the ABDSM must earn 25 continuing education credit hours in dental sleep medicine (i.e. ADA CERP recognized or AGD PACE approved) provided by a non-profit organization or university. Credits must have been earned within the last two years. Up to 10 of the 25 hours may be AMA PRA Category 1 CME in sleep medicine.

Practice management and billing credits, regardless if they are ADA CERP recognized or AGD PACE approved in dental sleep medicine, are unacceptable for DSM Facility Accreditation. Furthermore, ADA or AGD CE transcripts are insufficient verification that the educational course was in dental sleep medicine. Actual CE verification letters or certificates from the course provider are required to meet this standard. The documentation must clearly show that the courses were science-based education in dental sleep medicine or sleep medicine and must include objectives or a detailed agenda for each course that clearly demonstrate that applicants are furthering their clinical knowledge of dental sleep medicine. The dental director must also be the attendee of a course and not the instructor.

Auxiliary Staff CE

Auxiliary staff education has to be earned specifically in either sleep medicine or dental sleep medicine; general dentistry or hygienist education is unacceptable.

  • If education is earned outside of the facility, dental sleep medicine practice management courses and dental sleep medicine related sessions given by local state and regional sleep societies may be acceptable at the discretion of the accreditation committee.
  • If education is earned within the facility, qualified instructors may include the dental director, an ABDSM certified dentist, a board-certified sleep physician, or a registered sleep technologist, or other AASM accredited sleep center professional. Facilities must use the Auxiliary Staff CE Attendance Sheet (linked below) to document education earned within the facility. 

 

Policy & Procedures Manual Tips

F-1.1 - Policy and Procedures Manual

Include the names, job descriptions, CE requirements, training, responsibilities, certifications and licensures for all dental sleep medicine staff, including the dental director. Include mention that the dental director must maintain a current dental license.

F2.2 - Titration Protocol

Each facility must list its specific protocol in detail as used in that facility and it must be consistent with the AASM Practice Parameters and AADSM Treatment Protocol. If the facility refers a patient back to the sleep center for an overnight follow-up study, their titration protocol should include details pertaining to how the titration is performed. For example, is the unattended study provided by the dental sleep medicine (DSM) facility, physician, or a third party? If the DSM facility provides the study equipment, what is the specific protocol used? What instructions are provided to the patient and by whom? When an overnight study is ordered, is it ordered by the DSM facility or physician? If ordered by the DSM facility, what instructions are provided to the sleep center? Is the oral appliance titrated during the overnight study?

L-1 - Quality Assurance Program and Report

Facilities must survey a minimum of 80% of their patients to evaluate patient satisfaction, oral appliance compliance and billing practices. Facilities also must have a mechanism in place which allows them to track the percentage of patients they have surveyed on a quarterly basis and determine if their goals have been met for the quarter. Facilities will be required to show proof of this data at the time of their virtual site visit. A copy of the most recent quarter’s quality assurance report must be included with the application for Dental Sleep Medicine Facility Accreditation.

Accreditation FAQs

What if my DSM facility doesn’t have a name? 
The name of the facility is whatever it is approved to do business under. This may be the name of the dental director. 

If a staff person has two or more roles, how should I list them in the staff list? 
Include the person for each of their roles and designate how much time is spent for each role. For example, if a staff member is both administrative staff and billing staff, list the individual in both sections of the staff form and approximate the hours spent performing administrative duties and billing duties.

What type of information should go in the “ownership relationship” space? 
Note the percentage of each person’s ownership in the facility and satellites. The DSM facility must provide current information to the accrediting body for all individuals and joint venture companies holding an ownership or controlling interest (5% or more). The DSM facility must report to the accrediting body any agent relationship and managing employee interest in the DSM facility, and subcontractor relationships with another DSM facility.

What kind of quality assurance report needs to be submitted with the facility application? 
A complete quarterly report of quality assurance needs to be submitted with the application for DSM facility accreditation. The report needs to contain a quarter, or three months, worth of data. The data can be from past patients, current patients, or a combination of the two. The report should be signed and dated by the dental director indicating his/her review of the report.

Is it required to purchase the policy and procedures manual? 
The Policy and Procedures Manual is not required for accreditation. The manual contains template policies as well as sample logs and reports. These templates and samples will be helpful as a facility compiles its application materials. Applicants who do not purchase the Policy and Procedures Manual will still be required to submit all of the reports, logs, policies and procedures requested in the application for accreditation.   

How long will the virtual visit last? 
The length of a visit can vary depending on the complexity of the facility and how prepared the facility is for the review. Expect the process to take approximately two to six hours.

Is there a yearly facility accreditation maintenance fee? 
Not at this time.

Why did the American Academy of Dental Sleep Medicine (AADSM) develop the Dental Sleep Medicine (DSM) Facility Accreditation program? 
Accreditation serves to raise the profile of DSM and support individual DSM practices by recognizing high standards of proficiency, practice and professionalism.

How did the AADSM develop their accreditation standards and application? 
The AADSM Board of Directors appointed a task force of four members who met regularly over a four-month period to develop standards for facility accreditation. These standards were approved by the Board of Directors on November 18, 2010.A second task force began meeting in December 2010 to develop policies and a business plan for the new accreditation program.

Will a dentist need to be affiliated with an AADSM-accredited DSM facility in order to practice dental sleep medicine? 
No, dentists do not need to be affiliated with an AADSM-accredited facility to practice DSM. While accreditation is not required, AADSM-accreditation offers many benefits, including public and professional recognition as a DSM facility that offers the highest quality of care to patients suffering from sleep-related breathing disorders. Your facility will also receive a certificate and web and print permission rights for the AADSM-accredited facility logo.

How is DSM facility accreditation different than American Board of Dental Sleep Medicine (ABDSM) certification? 
ABDSM Certification distinguishes individual dentists who have demonstrated outstanding knowledge and skill in dental sleep medicine. Certification requires an extensive application process and passing a 200-question exam. The ABDSM helps to assure professional dental and medical colleagues, patients and the public of an acceptable level of education, training and experience by those who become Diplomates of the ABDSM. Dental Sleep Medicine Facility Accreditation reflects excellence in the proficiency, practice and professionalism of an entire dental sleep medicine office. Facility accreditation recognizes performance of an organization led by one “dental director.”

Can any dental practice apply for DSM Facility Accreditation? 

Yes, but the facility must meet all criteria described in the standards, including the dental director requirements. The DSM facility must designate a single professional dentist as dental director. He or she will be responsible for the direct or indirect and ongoing oversight of patient evaluation, treatment, and follow-up care. An individual can serve as dental director for up to three DSM facilities. A complete list of criteria for dental directors is included in the Standards for Dental Sleep Medicine Facilities Accreditation Below are several basic requirements:

  • The dental director must be a Diplomate of the ABDSM, or be a dentist who has attained 30 continuing education credit hours, of which 20 are in dental sleep medicine, in the past three years.
  • If the director is not a Diplomate of the ABDSM, he or she must pass the ABDSM application process within five examination cycles.
  • After January 1, 2016, dental directors must pass the ABDSM exam within two exam cycles of the facility becoming accredited.
  • Directors must also meet certain continuing education criteria to demonstrate their commitment to excellence in dental sleep medicine.
Who should I contact with questions regarding DSM Facility Accreditation? 
Please contact the AADSM at cvick@aadsm.org or 630-686-9875.

Does licensure need to be provided for each of the satellite offices? 

Yes – the application process will require proof of licensure if required by applicable law and regulation for all primary and satellite offices seeking accreditation status.

Who qualifies as a Dental Director? 

A complete list of criteria for Dental Directors is included in the Standards for Dental Sleep Medicine (DSM) Facilities Accreditation, which can be found Standards.

Below are several basic requirements.

  • The Dental Director must be either a Diplomate of the ABDSM OR a dentist who has attained 25 hours of recognized continuing education credit in dental sleep medicine (i.e. ADA CERP recognized or AGD PACE approved) provided by a non-profit organization or university. Credits must have been earned within the last two years. Up to 10 of the 25 hours may be AMA PRA Category 1 CME in sleep medicine.
  • If the Dental Director is not a Diplomate of the ABDSM, he or she must become a Diplomate within two examination cycles of the facility becoming accredited.
Can a DSM facility have two Dental Directors? 

No, each DSM facility must designate a single professional dentist as Dental Director who will be responsible for the direct or indirect and ongoing oversight of patient evaluation, treatment, and follow-up care. An individual can serve as Dental Director for up to three DSM facilities including satellite offices.

Up to two satellite clinical locations are permitted per primary accreditation application. The Dental Director must be the same for the primary and satellite office (s). Please review Standard D3 for additional information about satellite facilities. 

Does the Dental Director have to be the senior partner or DSM facility owner? 

No, but the Dental Director must be a professional dentist and meet all the criteria described in section B2 of the Standards.

How much time does the Dental Director need to spend at each primary and satellite office? 

The Dental Director must be present at the primary DSM facility on a regular basis and not less than 40 hours each month.

The Dental Director must be physically present within each DSM satellite clinical facility during DSM patient care hours for a minimum of 25 percent of each satellite facility’s available patient care hours. 

Can a DSM facility hire a qualified dentist not previously associated with the office to act as Dental Director on a consultant basis? 

Yes, but the dentist can only be a Dental Director for a maximum of three facilities, including satellite offices and must meet the requirements outlined in standards B1-B4.

What requirements do non-director dentists need to meet? 

The DSM Facility Accreditation standards do not include requirements for non-director dentists. The Dental Director will be responsible for the direct or indirect and ongoing oversight of patient evaluation, treatment, and follow-up care. 

Requirements for qualifications of additional dentists at the DSM facility are at the discretion of the Dental Director.

Will proof of CPR certification of clinical staff need to be provided during the application process? 

Yes, prior to accreditation status being granted, each auxiliary staff member must have a valid American Heart Association or American Red Cross certification in cardiopulmonary resuscitation (CPR). The level of CPR training must be suitable for healthcare professionals and include skills training.

For the purposes of coding and billing training, who is considered new staff? What if I do my own coding and billing? 

A minimum of five (5) hours of initial training must be provided for staff responsible for coding and billing if they have been at the facility for less than one (1) year. If a dentist has performed coding and billing responsibilities for at least one year, he or she need not complete the five hours of training.   

Do I need to be a Medicare provider? 

Not for the purposes of the DSM Facility Accreditation Standards.

What persons are permitted to conduct the annual self-audit of patient records? 

The DSM facility’s Dental Director can use his or her discretion to decide which staff members are qualified to audit patient records.