Records: A systematic approach

04 April 2016
Date added

The vast majority of patients are perfectly satisfied with the treatment they receive from their dentist and may never have the need or the desire to request sight of their clinical records, either personally or through a lawyer.
One of the functions of record keeping is to provide the clinical team with a retrospective and prospective view of the care and treatment which has been provided for that patient. This also applies to any test results or additional investigations that have been performed, such as the taking of radiographs.

It is expected that dentists who arrange for or take their own radiographs of a patient will also record the reason for taking the radiographs as well as documenting the results within the clinical records. As part of their ongoing clinical governance objectives, many dentists adopt a routine of reporting on each radiograph within the clinical records, so that it can be accessible to anyone else who subsequently needs to refer to the records.

Case Study

Mr C, aged 30, contacted the practice to arrange for a dental examination as he had just moved to the area. The examination of this patient’s mouth proved unremarkable except for some staining of the teeth due to his smoking habit. The examination revealed that the patient had two symptomless partially erupted lower wisdom teeth. After the visual examination, the dentist decided to take a panoral radiograph to assess whether or not the wisdom teeth were likely to cause any problems in the future.

The patient agreed to have the radiograph taken and it was intimated that he would be contacted if anything abnormal was detected. The exposed radiographic film was developed by one of the nurses in the practice who subsequently placed the developed radiograph in the patient’s records without showing it to the dentist. Unfortunately no agreed sequence had been established within the practice to prevent such a situation arising and in this particular case the examining dentist did not actually look at the panoral radiograph which had been taken that day. By the following day he had forgotten the episode.

Six months later the patient returned to the practice for a regular check up. No reference was made to the radiograph either by the dentist or the patient. At this visit the patient was not experiencing any problems from his mouth and nothing abnormal was detected during the examination. The patient turned out to be a very regular attender and was seen every six months during the next four years. Not long after his most recent visit, the patient had to return to the surgery complaining of pain and looseness of his lower right molar teeth. The patient’s dentist was on holiday at the time so he was seen by one of the other dentists in the practice. During the consultation the dentist noted the patient was suffering from a degree of trismus and there was a diffuse swelling on the right hand side of the patient’s face. Intraorally the examination revealed significant mobility and some swelling surrounding the three molar teeth in the lower right quadrant.

The dentist undertook a periodontal examination of the patient but there was no evidence of any periodontal disease whatsoever. Not having seen this patient before, the dentist examined the records to see whether any recent radiographs had been taken before arranging for an intraoral radiograph of the lower molar teeth to be taken. He spotted the panoral film sitting in the record card but there was no reference to the radiograph having been reported upon within the clinical records. When he viewed the panoral radiograph he could see a radiolucent cyst-like lesion which was just beginning to erode the apices of the lower molar teeth on the right side. With an intervening period of four years since the last x-ray the dentist decided to take an intraoral film together with a panoral radiograph which revealed that 50% of the roots of the lower molar teeth had been resorbed by the lesion, which had grown considerably since the previous radiograph had been taken.

The patient was immediately referred to hospital where a locally invasive tumour was removed together with an amount of the surrounding mandibular bone. Fortunately the patient made a full recovery. The patient’s regular dentist was totally distraught when he realised that his failure to view, and write up the original findings from the panoral radiograph on the record card, was responsible for this patient’s current condition and prognosis.

Conclusions

This case illustrates the importance of having systems in place so that the clinician who has determined the need to take the radiograph is confident that this will always be appropriately followed up. It should be a matter of routine to create a report in the records for any investigations or special tests which are performed. In this unfortunate case there was no system to prompt the dentist to examine the adiograph which had been taken. If this hadbeen done, the dentist would certainly have informed the patient of its findings and this would have facilitated an earlier and less extensive treatment for the patient in question.


Based on an article featured in the Dental Protection 2007 Annual Review