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Elizabeth M. Whitehorn, Director

All Kids Dental School Program

The HFS All Kids School-Based Dental Program allows registered dental providers and certified public health dental hygienists to provide out-of-office delivery of preventive dental services in a school setting to children ages 0–18. Recognizing the unique qualities of the All Kids School-Based Dental Program, specific protocols have been developed to assist All Kids School-Based Dental Program Providers. Providers who do not adhere to the requirements for participation are not eligible for reimbursement.

The All Kid School Based Dental Program’s school year is recognized as August 31-July 31.

Participation Guidelines

Providers who wish to participate as an All Kids School-Based Dental Program must meet the following requirements:

1.   Be enrolled as a participating dental provider or public health dental hygienist, be in good standing, and be associated to the correct entity through the IMPACT provider enrollment system.

2.   Attend the mandatory All Kids School-Based Dental Program Mandatory Webex training. 

3.   Complete the All Kids School-Based Dental Program Provider Registration Application. Each entity (corporation, partnership, etc.) must register all Providers (including public health dental hygienists) rendering services for the entity. If a Provider renders services for more than one entity, he/she must be registered under each entity separately.

4.   Be able to render the full scope of School-Based Dental Services for an out-of-office setting, which include:

  • D0120 – Periodic Oral Examination
  • D1120 – Prophylaxis – Child (includes scaling)
  • D1206 – Topical Application of Fluoride Varnish
  • D1208 – Topical Application of Fluoride (excluding prophylaxis)
  • D1351 – Sealant – Per Tooth
  • D1354 - Silver Diamine Fluoride (SDF)

(Toothbrush Prophy should only be used as a last resort)

5.   Providers must include a Caries Risk Assessment Code (D0601, D0602, or D0603) on the claim form when submitting school services for reimbursement. If no caries risk assessment code is included on the claim, this will result in the entire claim to deny.

  • D0601 - child has no visual signs of decay - advise to see dentist twice a year.
  • D0602 - child has cavity/cavities – advise child needs follow check-up with dentist.
  • D0603 - child has dental disease – child needs to go to dentist now for dental toothache.

6.  Utilize the calendar platform called Teamup. All Teamup calendar fields must be current, with an accurate listing of dental professionals who will be on-site providing services (dentist/hygienist/dental assistant) and the number of children expected. Events should be placed on the calendar at least 3 weeks in advance of each event and updated to reflect changes or additions to scheduled events. Changes made inside of a three-week window before a scheduled appointment are highly discouraged. When changes are necessary, all changes that occur with less than a 2-week notice must also be submitted to [email protected]

7.  Provide a completed copy of the Illinois Department of Public Health (IDPH) Proof of School Dental Exam Form for every child seen to the school staff member who is responsible for maintaining forms at the school. The form can be found under Forms at IDPH Proof of School Dental Examination Form

8.  Complete a School Exam Follow-Up Form and give it to the school personnel to communicate with the customer's parent/guardian regarding the student's oral health and the need for follow-up care. The form must provide the customer’s CRA Code and the appropriate Referral Plan to provide follow-up care (if follow-up care is required).

9.  Provide a completed Referral Plan for each location where school-based dental services are provided. Each entity is responsible for selecting, implementing and providing a referral plan for each location, and each child with urgent treatment needs. A Referral Plan for all children that receive a D0602 or D0603 CRA Code must be included on the School Follow Up Form

10.  Complete and maintain a Dental Record for each customer receiving All Kids School Based Dental Program services. This record must include relevant components of the Patient Record. The All Kids School-Based Dental Provider is responsible for ensuring HIPAA compliant record retention and the location of record retention storage must be provided at the request of HFS

11.  Obtain a signed Consent Form from each customer prior to providing services. The consent form must provide information regarding each of the school-based preventive services and must be signed and dated by the customer's parent/guardian prior to rendering treatment. An additional consent form must be utilized for those Providers who perform mobile restorative care to children in the All Kids School-Based Dental Program. In accordance with HFS policy, signed Consent Forms are valid for 365 days from the date of parent/guardian signature and must also grant permission for IDPH oral health consultants to perform sealant rechecks up to a year after the sealant is placed.

12.  Have an Anaphylaxis MOU on site. The policy has been published and can be found here.

13.  Follow all guidelines on the Quality and Safe Care Assessment Checklist.

14.  If applicable, have a Collaborative Agreement between provider and public health dental hygienist.

Site Visits

On behalf of HFS, the Illinois Department of Public Health (IDPH) performs periodic site visits to providers enrolled as an All Kids School-Based Dental Program Provider, using the Quality Assurance Tool. School based providers must have fully functioning dental equipment that includes suction, air/water syringe, compressor, vacuum, and direct light source. Providers with malfunctioning or in-operable dental equipment will be required to cease all school-based services until all dental equipment operations meet required standards.

School Claims

When filing a claim for preventive and/or restorative services performed in a school setting, submit with the appropriate place of service code. If claims for services, other than the eight (8) preventive services, are submitted with a POS of school, all services on the claim are denied.

Links

If you have any questions regarding the All Kids school based dental program, please email [email protected] and [email protected].

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