D-4, r. 15 - Regulation respecting the keeping of records and consulting-rooms by denturologists

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chapter D-4, r. 15
Regulation respecting the keeping of records and consulting-rooms by denturologists
DENTUROLOGISTS — KEEPING OF RECORDS AND CONSULTING-ROOMS
Denturologists Act
(chapter D-4, s. 3).
D-4
Professional Code
(chapter C-26, s. 91).
C-26
September 1 2012
DIVISION I
GENERAL PROVISIONS
1.01. This Regulation is made pursuant to section 91 of the Professional Code (chapter C-26).
R.R.Q., 1981, c. D-4, r. 11, s. 1.01.
1.02. In this Regulation, unless the context indicates otherwise
(a)  “Order” means the Ordre des denturologistes du Québec;
(b)  “denturologist” means every person entered on the roll of the Order;
(c)  “consulting-room” means the place where a denturologist provides professional services, excluding in particular the place mentioned in section 3.02 and the workroom of the employees of that denturologist.
R.R.Q., 1981, c. D-4, r. 11, s. 1.02.
1.03. The Interpretation Act (chapter I-16) applies to this Regulation.
R.R.Q., 1981, c. D-4, r. 11, s. 1.03.
1.04. Nothing in this Regulation shall be interpreted as excluding the use of data processing or any other technical means in constituting and keeping the records of a denturologist.
R.R.Q., 1981, c. D-4, r. 11, s. 1.04.
1.05. Division III shall apply only to the consulting-room in which a denturologist practises on his own account or for the account of a denturologist or a partnership of denturologists.
R.R.Q., 1981, c. D-4, r. 11, s. 1.05.
DIVISION II
KEEPING OF RECORDS
2.01. Subject to section 2.07, the denturologist must keep in the premises where he practises his profession a record for each of his clients.
R.R.Q., 1981, c. D-4, r. 11, s. 2.01.
2.02. The denturologist must enter the following items and information in each record:
(a)  the date of opening the record;
(b)  the name of the client, his address, telephone number, date of birth and sex;
(c)  a summary description of the reasons for the consultation;
(d)  a description of the professional services rendered and the date;
(e)  a description of the removable dental prosthesis furnished or sold, where applicable;
(f)  the recommendations made to the client;
(g)  the notes, correspondence and other documents relating to the professional services rendered;
(h)  the signature of the denturologist who rendered the professional services;
(i)  the treatment schedule proposed by the denturologist and agreed upon by the denturologist and the client;
(j)  the information required under section 7 of the Denturologists Act (chapter D-4) recorded on a form similar to the one included in Schedule I.
R.R.Q., 1981, c. D-4, r. 11, s. 2.02; O.C. 67-92, s. 1.
2.03. A denturologist must keep each record up-to-date until he ceases to render professional services to the person concerned by that record.
R.R.Q., 1981, c. D-4, r. 11, s. 2.03.
2.04. A denturologist must keep each record for a period of at least 5 years from the date of the last service rendered.
R.R.Q., 1981, c. D-4, r. 11, s. 2.04.
2.05. A denturologist must keep his records in a room or cabinet which is not readily accessible to the public and which may be locked by means of a key or otherwise.
R.R.Q., 1981, c. D-4, r. 11, s. 2.05.
2.06. When a client takes a document out of the record which concerns him, the denturologist must insert a note in that record signed by the client indicating the nature of the document and the date on which it was taken out.
R.R.Q., 1981, c. D-4, r. 11, s. 2.06.
2.07. Where the denturologist is a member of or employed by a partnership, or if he is employed by another denturologist or a legal person, he may use the records kept by that partnership or that employer and enter therein the items or information referred to in section 2.02 relative to the persons concerned by the services he has rendered.
If he cannot do so, he must, for the purposes of this Regulation, keep a record for each of these persons.
The denturologist must sign or initial each entry or report that he inserts in a record in accordance with the first paragraph.
R.R.Q., 1981, c. D-4, r. 11, s. 2.07.
2.08. Where a denturologist uses data processing or any other technical means in constituting and keeping his records, he must ensure that the records remain confidential.
O.C. 67-92, s. 2.
DIVISION III
KEEPING OF CONSULTING-ROOMS
3.01. The denturologist’s consulting-room must be so designed that the identity and conversations of the persons therein cannot be learned outside the room.
R.R.Q., 1981, c. D-4, r. 11, s. 3.01.
3.02. The denturologist must have a waiting room near his consulting-room for the purpose of receiving the persons to whom he renders professional services. This room must in particular have chairs or seats and provide easy access to toilets.
R.R.Q., 1981, c. D-4, r. 11, s. 3.02.
3.03. The consulting-room must include a room for the taking of impressions and occlusions, and for trying, fitting and adjusting removable dental prostheses.
This room must also contain a dental chair suitable for the practice of his profession, a directional lamp, a sanitary cuspidor, a wash-basin for the denturologist’s personal hygiene, and a sterilizer.
R.R.Q., 1981, c. D-4, r. 11, s. 3.03.
3.04. The denturologist must, when rendering professional services to a client, change or sterilize the towels and cups after their use by a client.
R.R.Q., 1981, c. D-4, r. 11, s. 3.04.
3.05. The denturologist’s consulting-room and waiting room must be kept in a good state of cleanliness.
R.R.Q., 1981, c. D-4, r. 11, s. 3.05.
3.06. The denturologist must post his permit in public view.
R.R.Q., 1981, c. D-4, r. 11, s. 3.06.
3.07. The denturologist must place in public view in the place referred to in section 3.02 a copy of the Code of ethics of the Ordre des denturologistes du Québec (chapter D-4, r. 6) and of the Regulation respecting the conciliation and arbitration procedure for the accounts of members of the Ordre des denturologistes du Québec (chapter D-4, r.12). He must also write the address of the Order on each of those regulations.
R.R.Q., 1981, c. D-4, r. 11, s. 3.07.
3.08. Subject to sections 3.06 and 3.07, the denturologist, in addition to decorative or utilitarian objects, may display in his consulting-room and in the other premises connected with the practice of his profession only the diplomas relating to the practice of his profession.
R.R.Q., 1981, c. D-4, r. 11, s. 3.08.
3.09. The denturologist may not keep in his consulting-room and in the other premises related to the practice of his profession anything other than the products necessary for the manufacture, maintenance, repair, trial, fitting, adjustment, replacement or sale of removable dental prostheses.
R.R.Q., 1981, c. D-4, r. 11, s. 3.09.
3.10. The denturologist who is absent from his consulting-room for more than 5 consecutive working days must take the necessary measures to inform the persons likely to get in touch with him of the duration of his absence.
R.R.Q., 1981, c. D-4, r. 11, s. 3.10.
SCHEDULE I
(s. 2.02)
NOTICE
□ I have been examined by a dentist for the purpose of receiving a service relating to a removable partial denture.
OR
□ I have not been examined by a dentist for the purpose of receiving a service relating to a removable partial denture, but I have been informed of the importance of such an examination.
__________________________________________
Initials or signature of client
__________________________________________
Date
O.C. 67-92, s. 3.
REFERENCES
R.R.Q., 1981, c. D-4, r. 11
O.C. 67-92, 1992 G.O. 2, 817