Seven Things For New Dentists to Know About Practicing Dentistry in New York

Congratulations! Years of hard work and dedication have paid off! You’ve completed dental school and residency training but what’s next? If you plan on practicing in New York State, there are many things to consider before you start providing dental care. Below, MLMIC shares information on seven important topics to be mindful of before you start to practice.

Finding Coverage That Works for You:  Before you start to practice, it is imperative to obtain dental professional liability insurance that suits your unique practice. There are many insurance carriers that offer coverage for dentists, but it is important to obtain coverage through a financially stable carrier with a wealth of experience in New York. Also, not all coverage is created equal. Here are a couple of things to consider:

• Claims Made vs. Occurrence Coverage: There are two forms of coverage:  claims made and occurrence. The occurrence form of coverage protects a dentist for alleged acts of malpractice that occur while the policy is in force, no matter when a claim is brought against the dentist by, or on behalf of, a patient. The claims made form of coverage protects a dentist for alleged acts of malpractice which both occur and are reported to the dentist’s insurance company during the time the policy is in continual force or within 60 days following the policy’s cancellation or non-renewal. It is important to have a good understanding of these two forms of coverage because if you cancel or non-renew a claims made policy, you will need to purchase a Tail to protect yourself from claims of dental malpractice made after the cancellation of your policy.

• Tail Coverage: Dentists who cancel or non-renew their claims made policy are automatically afforded a 60-day reporting extension. However, as mentioned above, to be protected for claims reported anytime from day 61 on, it is strongly advised to purchase Extended Reporting Endorsement Coverage, also known as a Tail.

• Added Benefits: When looking for coverage, you should also look for a carrier that offers value added benefits such as (1) risk management services; (2) a 24/7 hotline for risk management advice (3) coverage that includes legal defense costs and (4) an automatic tail upon permanent and total retirement from the practice of dentistry.

Additional information regarding coverage through MLMIC Insurance Company can be found here.

Litigious Climate in New York:  New York is one of the most litigious states in the country. According to statistics from the National Practitioner’s Data Bank, between 2010 and 2023 there were 2,507 payments made on behalf of dentists in New York. Dental malpractice claims arise from a number of procedures such as dental implants and root canals. Common allegations seen in these claims include improper performance of treatment or procedure, improper management of treatment and diagnostic errors. Injuries in these types of cases can range from the need for an additional procedure, nerve damage, tooth damage and in extreme cases, death.

If you are involved in a dental malpractice case, it is important to have an insurance carrier with knowledge and experience in handling dental claims in New York.

Use of Botox in New York: The use of Botox in the practice of dentistry can be risky in New York. If you plan to use Botox injections as part of your treatment plan, you must ensure and document that the treatment is related to the restoration and/or maintenance of dental health. The use of Botox outside the definition of dentistry can put a dentist at risk for dental malpractice claims. It should be noted that certain uses of Botox which do not fall within the definition of the practice of dentistry may not be covered by your professional liability insurance policy, placing your personal assets at risk. It is recommended to review your insurance policy or speak with your insurance carrier before offering Botox treatment as part of your practice.

Additional information regarding the use of Botox in the practice of dentistry, including an interesting case study, can be found here.

Risk Management Tips for New Dentists: One of the most important aspects of patient care is communication, especially when referring a patient to a specialist.

Lack of communication between dentists can result in a delay in diagnosis or treatment, the failure to act upon abnormal test results or findings, the duplication of a prescription, a failure to prescribe appropriate medications or a failure to order diagnostic testing. When referring a patient to a specialist for dental care MLMIC recommends the following:

• Referring dentists should develop a method for determining whether a consultation has been completed and if a written report has been received.
• As a matter of standard office policy, all consultation reports must be reviewed by a dentist, initialed and dated prior to being filed in the patient’s dental record.
• If a written report from the consultant is not received in a timely manner, you should contact the consultant to determine whether a written report has been generated.

In addition to communicating with specialists, as a practicing dentist, you will want to have a policy in place to address patients who miss or cancel appointments. The failure of a dentist to follow up or contact a patient who missed or cancelled an appointment may result in a serious delay in diagnosis or treatment and a subsequent risk of liability to the dentist.

To protect yourself from liability, MLMIC recommends a pro-active system to follow up with patients about missed or cancelled appointments that allow a dentist to promptly assess and respond to clinical situations, thereby maintaining continuity of patient care. Here are some recommendations:

• Develop policies and procedures in your practice for following up with patients who have missed or cancelled appointments.
• Dentists should be made aware of any patients who have missed or cancelled appointments. The staff should inform the dentist(s) of these patients at the end of the day and have each patient’s record ready for review.
• The dentist should assess the clinical importance of the appointment, the severity of the patient’s condition and the risk(s) associated with the missed or cancelled appointment.
• A reminder telephone call should be placed to the patient. The date and time of the telephone call and the content of the message or conversation should be documented in the patient’s record.

To review all of MLMIC’s recommendations on the above liability risks, look here.

Office of Professional Discipline:  In New York State, the Office of Professional Discipline (“OPD”) in the Department of Education governs the licensure of dentists and is responsible for investigating complaints regarding dentists. This agency is empowered to review a complaint regardless of the source. Dentists often receive telephone calls or letters from the agency asking for a patient’s records and/or also an interview. On rare occasions, someone from the OPD agency may come to visit the office unexpectedly because of the nature of the complaint.

The disciplinary process may well result in serious implications which can impact the livelihood and license of the dentist. It may also impact the dentist’s reputation. The penalties that OPD can impose vary from censure and reprimand all the way to surrender of the license and/or appropriate referrals if a drug problem is identified. This agency also has the power to impose fines which may be up to $10,000 per violation. Any final disciplinary action that OPD takes against a dentist, results in a report to the National Practitioner Data Bank. This disciplinary action may also be listed on the OPD website, which is open to the public.

Dentists should seek the advice of counsel when contacted by the OPD. A dental professional liability policy with MLMIC includes a defense-only endorsement to cover legal fees up to $25,000 to assist in protecting a provider’s license to practice dentistry.

If you are involved in an OPD investigation, MLMIC is always here to support our insureds during this difficult process.

Employment Contracts: Many dental practices and especially dental support organizations, require new dentists to execute an employment contract. It is important to read every section of your contract and know that in many circumstances portions of an employment contract can be negotiable. For assistance in reviewing and negotiating an employment contract your best bet is to retain an attorney who is experienced in writing and negotiating employment contracts. If you are a member of the New York State Dental Association (NYSDA), you may be able to take advantage of their Legal Protection Plan. For information on NYSDA’s legal protection plan or to view their Employment Contracts Webinar, look here.

Benefits of Joining the American Dental Association, the New York State Dental Association and Your Local Dental Society: Membership with the American Dental Association, (ADA) New York State Dental Association (NYSDA) and your local dental society is beneficial to both new and experienced dentists. These societies advocate for dentists on the national, state and local level. It is a wonderful way to have your voice heard to improve the field of dentistry through legislation.

There is also a sense of awe when you are part of a larger organization. Dental society members can stay connected with the dental community throughout the country building professional relationships and even friendships that last a lifetime.

Members may also have the ability to obtain free continuing educational programs and discounts on certain products and services. The societies provide resources to dentists who are looking for employment or are thinking about buying or selling a practice.

To learn about all the benefits NYSDA has to offer, you can view their Membership Benefits Guide here. If you are interested in joining NYSDA, look here.

Additional information regarding MLMIC Insurance Company can be found here.

Sources

1. https://www.npdb.hrsa.gov/analysistool/
2. https://www.mlmic.com/dentists/blog/botox-in-dentistry-case-study

This document is for general purposes only and should not be construed as medical or legal advice. This document is not comprehensive and does not cover all possible factual circumstances. Because the facts applicable to your situation may vary, or the laws applicable in your jurisdiction may differ, please contact your attorney or other professional advisors for any questions related to legal, medical or professional obligations, the applicable state or federal laws or other professional questions.