Emergency Property Measures

Locate, create and safely store the following items now so they are easy to access and see in if needed:

• A full-circle call tree that illustrates who contacts whom on the practice team.
• Instructions for an offline messaging app, which allows staff to communicate even if wireless data or internet connections are not available.
• Guidelines for maintaining compliance with the Health Insurance Portability and Accountability Act (HIPAA).
• A Certificate of Insurance and contact information for your property insurance carrier. This document will be necessary if you are forced to temporarily relocate your practice.
• Steps to follow when returning from an evacuation.

If your practice is affected by an emergency and you are unable to see patients, you can prepare to handle patient emergencies in the following ways: 

• Make arrangements with colleagues in the surrounding area who might be able to accommodate emergency referrals or who are willing to accept a temporary time-sharing arrangement to occupy their office off-hours, so that you can resume at least partial patient care until your office is operational.
• If referring patients to another colleague, document discussions with patients and the course of action taken, such as prescribing medications, referring to colleagues, advising to go the nearest hospital, etc.
• If a patient was referred to another colleague, follow up on the status of the referral to determine if the patient was seen and, if so, the services rendered. 

Additional Resources 

• Navigating Disrupted Dental Practice Operations. In this article, TDIC’s risk management experts share essential steps to take in case of practice closure due to wildfires or other natural disasters, including advice for connecting with staff and managing patient care.
• Referral Letters. A set of three downloadable sample letters for referring a patient, referral replies or findings and patient summary (just for policyholders).
• Teledentestry Form. Download this notice and consent form for a patient’s participation in a teledentistry system (just for policyholders).
• Essentials of Patient Record and Documentation. This on-demand course offers tips to improve documentation and records, a vital step in ensuring safety for patients in case care needs to be temporarily transferred to another practice. 

If your dental practice is closed due to an emergency, keep connecting with staff in mind:  

• Make every effort to stay in touch with all dental team members on a regular basis to keep them informed of any developments such as anticipated length of office closure, recovery and continuity plan.
• If you have not done so already, establish preferred method of communication with staff. 
• Assign a point of contact and/or alternate contact to facilitate staff’s ability to reach their employer and each other. 

If your property is in the potential path of a wildfire or weather event, use the following tips to prioritize safety and reduce damage

Before a disaster: 

• Follow local recommendations and instructions for preparation, such as sandbagging, boarding windows, etc.
• Limit fire’s reach by closing windows, vents, doors and blinds. Turn off any gas sources that could fuel a fire.
• Lights should be left on so emergency personnel can see the building under dark and smoky conditions.
• Shut off HVAC systems to prevent outside smoke from entering the building and causing preventable damage. 

After a disaster: 

• Take photos of damages if law enforcement, emergency personnel and city officials have allowed access to the building.
• Secure the premises if windows or doors have been broken by contacting an emergency board-up company.
• Provide copies of inventory lists to your insurance adjuster.
• Do not start cleaning or property removal until the loss site has been inspected by your insurance company. 
• Contact your property management to coordinate access to the premises and repair efforts. 
• If the event resulted in the theft of or damage to computer equipment, contact your IT service provider to provide remote access, evaluate risks and restore data.
• Contact your dental equipment representative if you’ve sustained damage to dental equipment, so that you can coordinate testing, assessment or repair.
• One authorized to do so by your insurance adjuster, hire a restoration company to address water, smoke, fire damage to mitigate further loss. Ensure companies that are offering assistance after the disaster are licensed before hiring them.

Additional Resources 

• When Disaster Strikes Your Practice: Emergency Property Measures. This article provides detailed advice from TDIC’s risk management analysts on the proper steps to take if your practice is threatened or damaged by a wildfire.
• Taking Inventory to Safeguard Your Practice. An article with information on best practices for documenting your office contents by TDIC’s risk management analysts.
• Data Backup: What’s Your Risk Tolerance? TDIC’s risk management analysts provide information on effective data backup in this article.
• Safeguarding Your Dental Practice: The Vital Role of Property Insurance in Natural Disaster Preparedness. Property insurance is essential for dental practices. When selecting an insurance carrier, carefully consider the carrier’s ability to provide attentive service and accurately assess any loss.
• What to Expect When You Submit a Claim. A general overview of TDIC’s claim process.
• Property: Before and After a Loss. Reference guide of actionable steps to take swift and appropriate action that mitigates property losses (just for policyholders).
• Office Closure Checklist. A downloadable checklist to help minimize property damage, secure the premise and protect assets during a closure (just for policyholders).
• Property Loss Essentials: Prevention and Coverage Considerations. An on-demand course explores loss prevention and mitigation, including assessment of damaged equipment and minimizing office closures and advice to determine if you are adequately prepared with an effective plan to protect your office. 

If you need to practice at a temporary location, stay organized through the change:  

• Be prepared to provide proof of insurance (professional liability and workers’ compensation coverages) to the practice owner.
• Discuss office access (key, alarm code), who will have access (assistant, office manager, etc.) and schedule (times/days of the week).
• Consider arrangements for directing mail deliveries, calls and other communications to the temporary location.
• Create a list of items such as instruments, charts and any supplies that you may be bringing into the temporary location to ensure that these items are returned to your office at the end of the arrangement.
• Notify patients of your temporary location via the following signage at your office (if applicable), answering service and phone messages.
• Alert the local dental society of your temporary location.
• Update the information on your office’s website and other social media accounts.
• Contact the Drug Enforcement Administration (DEA), Diversion Control Division, for assistance with relocating your DEA registered address. 

Additional Resources

• Navigating Disrupted Dental Practice Operations. This article includes advice from TDIC’s risk management analysts on temporarily moving your practice.
• Leasing Commercial Property. This reference guide is a loss prevention and loss control tool to assist dentists who are leasing office space (just for policyholders). 

If you are aware of a missing staff member or know of a missing patient: 

• Contact the local county fire department or the police. 
• Comply with any request for records as long as the entity or individual requesting the information can verify that they have legal standing to receive the requested information.  

Additional Resources

• Prepare Your Dental Practice for a Perpetual Wildfire Season. In this article, TDIC’s risk management experts offer advice for preparations against wildfires, including making an office escape plan. 
• Workers Compensation Fundamentals for California Dentists. This free, on-demand course covers regulations specific to California, including your obligations and duties as an employer to employees during the claims process.