A guide to protection in a dental laboratory

Understanding storage and compliance in a dental laboratory is critical. Here, Emily and Eleanor Pittard break down what every lab should have in place to protect effectively.

‘Conservation’ is a word that gets thrown around a lot. It’s usually followed by a chorus of agreement that it’s definitely a good thing to be aware of, but not necessarily a deeper discussion of why it is and whose responsibility it is.

It’s very easy to fall into the mindset that you already know what’s needed and maybe it’s not your concern anyway, it’s always someone else’s responsibility.

But the truth is that dental laboratories play a crucial role in ensuring the delivery of high-quality dental care. Yes, their main focus is on the processing of dentures and dental appliances, but it is equally important to emphasize the importance of preservation in these environments.

Safeguards protect vulnerable individuals and ensure compliance with legal obligations. In the UK, dental laboratories must adhere to specific laws and regulations to maintain patient safety and maintain professional standards.

Protective legal framework

So let’s first look at the legal framework for protection. We’ve outlined the key laws that all lab owners should be aware of (and actually, it’s good for anyone to be aware of them!).

Health and Safety at Work Act 1974: This legislation places a general duty on employers to ensure the health, safety and welfare of all employees and anyone affected by their work activities. Dental laboratories must provide a safe working environment for their staff and maintain the integrity of the dental products they manufacture.

General Dental Council (GDC) standards.: The GDC sets standards for dental professionals, including dental technicians working in dental laboratories. Compliance with these standards is mandatory and includes requirements related to infection control and patient confidentiality.

Data Protection Act 2018 and the General Data Protection Regulation (GDPR): Dental laboratories often handle sensitive patient data, making data protection laws vital. Proper handling, storage and disposal of patient information are essential aspects of safeguarding in this context.

The Protection of Vulnerable Groups Act 2006: This legislation aims to prevent harm to vulnerable individuals, including children and adults at risk. Dental laboratories should be aware of their responsibilities to report any concerns about vulnerable patients they may encounter in the course of their work.

Creation of a protection policy

With all this in mind, what should you have in place to protect? Keep in mind that this is not an exhaustive list, but what we would consider the minimum requirements for any business.

1. Designation of a protective leader

Each dental laboratory must appoint a designated safety manager. This individual will be responsible for overseeing and implementing security policies, as well as serving as the point of contact for any security concerns – this is usually the owner or manager in smaller businesses. Make sure, as an employee, you are aware of who your boss is. If they do not work full time, there should be a second line of defense.

2. Training

Ensure that all laboratory staff receive training on safeguarding protocols and are aware of their responsibilities regarding patient safety and data protection. Comprehensive training should be conducted every two years (according to the GDC), but it is very useful to review key aspects of storage in your environment at least quarterly. Include it in your monthly meetings.

3. Infection control

Develop and maintain strict infection control measures to prevent cross contamination. This includes the proper handling and disposal of dental materials and equipment. It is your responsibility to protect their physical well-being as well and to ensure that you have the appropriate procedures in place to protect the patient, the dental team and your employees/co-workers.

4. Data protection

Establish procedures for handling patient data in accordance with the Data Protection Act and GDPR. Ensure that patient information is stored securely and is only accessible by authorized personnel. Make sure passwords are not stored on computers, nothing is left open when the computer is unattended, and you have firewalls in place to protect your data.

5. Reporting mechanisms:

Establish clear procedures for reporting any safeguarding concerns. This includes those relating to vulnerable individuals and relevant authorities, such as the GDC or local protection teams. This is where your policy and standing operating procedure (SOP) come into play. Make sure everyone has read and understood your policy and check that it is consistent. There are lots of great links and content online that can help you make sure you have everything in place.

6. Confidentiality

Emphasize the importance of patient confidentiality among laboratory staff. Implement policies that protect sensitive patient information from unauthorized access and ensure that anyone who answers the phone receives training on what you can and cannot say.

Important responsibility

We mentioned above the importance of identifying and understanding the role of the protective role. It is everyone’s responsibility to protect themselves. However, for some their responsibility may simply be to notify the manager of their concerns and then hand it over to them.

However, the designated custodial supervisor is responsible for ensuring that all policies and procedures are effectively implemented throughout the laboratory. They oversee staff training and monitor ongoing compliance and regularly assess and review potential risks to patient safety and data security within the laboratory.

They should also act as a point of contact for staff to report safeguarding concerns and liaise with relevant authorities when necessary and to continually review and update safeguarding policies to reflect changes in legislation or best practice.

This is not an easy responsibility and should not be taken lightly by anyone. If you are in this position, make sure you are aware of your local safeguarding team and how to contact them in and out of working hours. This is especially important if you are the owner and don’t have anyone else in the business who can help.

As we said at the beginning, this is a very short summary of a very important topic. But hopefully it should serve to point you in the right direction and highlight how important it is to be aware of security requirements and updates.

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