Portfolio 101

1. Portfolio 101 Dentalelle tutoring – ONLINE learning

2. Hi everyone! • Welcome to Portfolio 101! Lets aim to get your portfolio organized and completed BEFORE Christmas so you can really celebrate the holidays • Remember – there are NO stupid questions so please ask anything you like – chances are, everyone has the same question  • At Dentalelle we are here to break everything down so you don’t feel overwhelmed with it all

3. What to do first?

4. Get yourself organized • The first thing you need to do is get yourself organized! Go download all the forms needed from the CDHO web site, or if you can’t find them I can email them to you  • Gather all loose papers you have with courses you have taken over the past three years, any webinars, or anything you can use towards your portfolio • If you haven’t been organized – now is the time! Anything dental related you feel you can use, put it in a clearly marked folder for future reference • Putting together the portfolio is more difficult then the actual work, often people are confused on how to get organized.

5. forms

6. Personal data

7. Personal data • This page contains your personal information and should be automatically populated with the data received when you first logged onto the site. • This page should be used to ensure that any personal information is up to date (address, e-mail, etc). • Note that fields designated with an * (Regulatory Body, Phone Number and E-mail) are required. • CDHO SAYS • This information must match what the CDHO has on file for you. • If any of your personal data changes (e.g. name, address etc,) let CDHO know, in writing within 7 days

8. Education profile

9. Education profile • Also an easy one! Make sure to list first your high school and all education after that. Even if not dental related make sure to add it to this form and that all dates are correct. • CDHO SAYS: • Refer to the most recent version of your resume. Begin with high school and record all of your formal post-secondary educational achievements. • Include: • Dates attended\the name of the institution attended\the name of the course or program in which you were enrolled • Whether or not the program/course was completed • Qualifications received upon completion of the course or program

10. Example“:

12. Employment profile

13. Employment profile • You need a one form • Even if you only work in a practice once a month, it needs to be on this form • If you worked in an office one day you DO NOT need to add this

14. Typical day

15. Typical day – ortho practice

16. Typical day • One form per office! If you work in four offices per week, you need four different forms to describe a typical day per office. • Tip - You may use the ‘copy and paste’ function for a lot of aspects that are the same 

17. Good to know:

18. continued

19. continued

20. Notes from cdho guide • Reporting On My Dental Hygiene Practice • In this section, you are asked to describe what you do on an average day in your work place. If you are working in more than one practice environment, you may prepare a description for each practice. Many dental hygienists choose to work as regular temporary placements in different practice environments. The concept of a “typical day” still applies. Indicate that you work in this way, and compile the most common “typical day” (i.e. – What services do you typically provide? What is your role with your clients? What are you recording in your client record?) • Those of you who do not provide direct clinical care as the major focus of your practice may have to be a bit creative to provide descriptions of your workplaces. The information provided will be similar; the format for presentation may be quite different from that of the majority of dental hygienists. Remember too that your clients may be students, community groups, educators, etc., depending on the scope of your position. It will be helpful for you to define the types of people or groups which constitute your “client” as part of your workplace description.

21. Notes from cdho • Dental Hygienists in Non-Clinical Practice Environments • For dental hygienists who work in non-clinical practice environments for all or a portion of their employment, the general rules for information to be included still apply. • Dental hygienists involved in community health, administration or research might choose to describe a typical week rather than a single day. In these practice environments, one day may be rather different from another. • When describing your typical week, indicate the estimated percentages of time spent in the major activities that define your job. These may be any of the following categories (here the list is meant to be exemplary, not exhaustive): theory class time, clinical demonstration, administrative duties, program planning, travel, data collection and recording, report writing, grading and participation in meetings. • Dental hygienists working in community health could include a time sheet for a typical week, with a key code for the various tasks performed.

22. continued • Dental Hygienists in Clinical Practice Environments • In this section of the Professional Portfolio, dental hygienists in a clinical practice environment are required to provide specific information regarding the client base, dental hygiene services rendered and the time frame in • which these services are delivered. You are required to submit a separate Form 4 for each current practice. Please note that there is a separate form for dental hygienists working in orthodontic practices. • The CDHO Dental Hygiene Standards of Practice and the CDHO Code of Ethics can be used as guidelines when filling in this section. Include the following information: • the number of clients you would see on average • the age range of the clients served in your practice • the procedures performed for the clients you see • infection control protocols (be specific and detailed – you may want to ‘walk through’ your procedures one time and make notes re: Hand washing technique, Personal Protective Equipment? Barriers Instrument decontamination (ultrasonic? solution? time in? sterilization – type, spore testing/documentation?) • record-keeping procedures – Charting method? Software? Privacy protection? Findings? Recommendations, Total hygiene time, your name, etc. • In addition to the Typical Day Form, you may wish to include an actual day sheet that notes the interventions you completed for each client. Please remove the clients’ names to protect their confidentiality.

23. Professional reading

24. Professional reading • This is an important and valuable area to show all the magazines, books and textbooks you are reading • Make sure they are dental related (health related doesn’t count) • Be honest! If you say you read 5 magazines and 2 textbooks cover to cover, the CDHO won’t believe you  • Self study – can include a booklet on one topic that you read or even an e-book dentally related online

25. Continuing quality improvement (cqi) activity plan

26. Continuing quality improvement (cqi) activity plan • All your goals (per year) are listed here and the type. • You want to check YES for each goal because a NO shows you did not complete it (and you need to complete each goal before handing in your portfolio) • Remember you need a new form per year for your goals • You can have as many or as little goals per year as you like but I recommend 2-4 per year

27. Example:

28. Notes:

29. Notes from cdho: • This is your personalized plan to improve your dental hygiene practice. Continuing education will be most beneficial if your learning impacts your dental hygiene practice in a positive way. Self-evaluation of your dental hygiene practice will help you identify gaps in your knowledge, skills and practice. The CDHO Clinical Self-Assessment Package and the CDHO Standards of Practice are tools found in this package that will help you with your practice assessment. • Once you have established areas of your practice that need enhancement, you will need to establish some learning goals. Your goals should be concrete enough to guide behaviour change and growth that will make a positive impact on your dental hygiene practice. Goals are specific, measurable, attainable, relevant to your practice and track able. A well written goal contains an action word (verb) that will later help you determine whether or not you have achieved your goal. • Every year you will be required to reflect on your practice and re-establish your learning goals. Each goal should be completed in one year. A large goal that would span more than one year to complete should be divided into yearly achievable milestones.

30. Goal topics • Dental hygiene science • Dental hygiene practice • Ethical and legal obligations of dental hygienists • Communication, cultural awareness, inclusive practice • Infection control • Record keeping • Professional Portfolio • Self-initiation • Social justice as it relates to dental hygiene, access to care • Interprofessional collaboration, multi-disciplinary practice • Radiography, radiation safety • Health and safety, WHIMIS • Process of care.

31. goals • Goals for dental hygienists who are not in clinical practice should be directly related to their specific practice and/or to general dental hygiene knowledge. • Goals for educators should relate to their area of teaching and/or educational theory and practice. • List your leaning goals on Form 6 and determine the type of activity(ies) that would best address this learning goal. You may select more than one type of activity for a learning goal. After you have completed an activity, indicate whether the learning activity addresses your learning needs. This will help you track your learning as you go. If a learning activity does not support your goal, you may wish to investigate other learning activities. It is up to you to decide what best matches your learning needs, style and budget.

32. Samples of learning goal statements • Develop skills for assertiveness in a professional setting. • Learn about current technologies available for oral cancer screening. • Learn about community resources and how to assist clients to connect with these. • Learn more about minority/marginalized populations as they relate to my practice. • Learn how to become a valued member of a multidisciplinary team. • Investigate and assess current research in the use of the diode laser. • Learn effective communications strategies for client motivation. • This list is not exclusive – just examples that might be appropriate

33. Examples Learning activities • Courses or workshops designed for health professionals offered by professional associations, societies or study clubs • Presentations, publications, or learning modules offered by the CDHO • Courses or workshops offered by accredited dental hygiene schools • Courses or workshops offered at Community Colleges or Universities • Home study courses designed for dental hygienists offered by reputable sources that have post-test and grant a certificate of successful completion • Giving an original presentation of a paper, essay, or formal lecture in dental hygiene to a recognized group of fellow professionals at a scientific meeting • Writing an original scientific paper that is published in a scientific professional journal • Creating an original scientific, educational, or clinical exhibit at a professional meeting • Observation of a peer in practice if it can be applied to a goal and is combined with other sources of learning • Self-study conducted using current dental, dental hygiene and/or medical peer reviewed journals and text books.

34. Non-goal related learning activities • Holding a leadership position as a representative of the CDHO, CDHA or ODHA • Attendance at a dental hygienist conference or symposium • Attendance at society meetings and study groups • Reading dental hygiene scientific journals • Volunteer work in a community oral health project • Participating in programs that provide substantial pro bono dental hygiene services to the dentally underserved populations or to persons who reside in areas of critical need within ON • Acting as a mentor to a colleague through the New Registrant Mentorship Program or the QAP • Receiving mentorship as a requirement of above

35. Activities not to include • Attending business meetings • Giving a speech at a luncheon or banquet • Giving speeches or presentations to community, school or church groups • CPR and first aid re-certification • Attending staff meetings • Attending lunch an learn product demonstrations • Self-study from non-professional magazines, books or journals • Discussions with product sales representatives, employers and colleagues • Taking Yoga, fitness and/or stress reduction classes • Reading books related to personal wellness, stress reduction, weight loss

36. After completing this form… • When you have completed this form, you have created a learning plan for continuing quality improvement activities that is related to your dental hygiene practice and is consistent with the CDHO Dental Hygiene Standards of Practice. • Don’t forget to indicate the total number of learning goals and the year that they are for.

37. Goals • The first questions are always about the goals – and this really is simple once you get the hang of it! • For those of you who are doing it all backwards – meaning, no goals yet and you need to think of some that is OK and we can help. • There is no direct number of goals to use per year. You could use one a year, or five, it depends on you. I normally recommend 2-4 goals per year depending on what they are. • Remember, you need a certain number of hours for NON-GOALS as well so do not gear all your hours towards goals specifically. • For example – our Business Course for Dental Hygienists has about 30hours of CE credits and you CAN use this towards your number of hours. It’s recommend to have about 30goal related hours a year, so after taking this course you are good for one year!

38. Divide your hours • This is so important! Take our business course as an example – your goal may be: • I am Planning to Improve my Dental Hygiene Practice by… “learning more about opening up my own dental hygiene practice” • Instead of putting all those 30hours of CE credits into the business course you should divide it up by saying: • Course 1 – 3 hours – managing process, elements of a business plan, formulating a business plan • Course II – 3 hours – using financial statements, earnings, validation • Etc. • Therefore if the CDHO committee feels you didn’t spend enough time in an area (or too much time) they may ask you to redo 6 hours about business planning and management opposed to asking you to retake the entire 30hours of CE credits again. The CDHO likes you to divide up all hours so they can see exactly what you have spent your hours on and what you have learned. Yes, it seems like a lot of work but once you get the hang of it you will be fine .

39. Another example • Your next goal could be: I am Planning to Improve my Dental Hygiene Practice by… “learning how to prevent injuries while working as a dental hygienist” • Instead of saying you spend 4 hours researching online (and make sure to save the links to prove it), you should break it up by saying: • Webinar – 1 hour – Proper exercises to do at home to prevent injury • Internet article – include link – 30 minutes – Learning what style instruments to use and others to avoid • Remember – if you say 4 hours of research online and the CDHO doesn’t like this goal or doesn’t feel you learned enough they will ask you to redo the entire 4 hours. But, if you break it up into 1 hour, 30 minutes, 1 hour, 1 hour, etc., they may ask you to redo 1 hour if they didn’t like what you learned from a certain webinar or textbook. • In my experience, breaking up the hours RARELY results in an unsuccessful goal. The CDHO loves to see what you have learned per activity. If you use larger number of hours together they feel you didn’t learn as much.

40. Working backwards • Normally goals are decided upon at the beginning of the year and you work towards those goals. BUT for the average dental hygienist we do things backwards and choose our goals at the end of the three year period . • This is ok as long as your goals are truly what you want to work towards • Often you will find you need to take a few more courses or read other articles to add to your goal statements by the end of the year • Remember – reading a dental hygiene magazine cover to cover can work towards your hours AND you are learning something which is key. The CDHO makes it very easy to get your hours in but most of all you should want to learn more and contribute to your profession

41. Goals and activities • PER GOAL they want you to have a variety of activities. This is where the breaking up of hours will come in. For example – for the business course goal you could only use one activity, the business course for dental hygienists and this is 25 hours.BUT we recommend breaking up the activities so you are using 3 hours, 3 hours, etc., and not just 25 hours all at once. Remember the previous example: • I am Planning to Improve my Dental Hygiene Practice by… “learning more about opening up my own dental hygiene practice” • Instead of putting all those 30hours of CE credits into the business course you should divide it up by saying: • Course 1 – 3 hours – managing process, elements of a business plan, formulating a business plan • Course II – 3 hours – using financial statements, earnings, validation • Etc. • If you think about it, this looks better on your portfolio and that you have learned a lot more (when really it’s the same). It helps with organizing too, per course you can write down what you have learned instead of deciding EVERYTHING you have learned at the end if you only use the one activity.

42. What NOT to do – a few key points • What NOT to do: • For example – time you take to develop your portfolio you CANNOT use those as hours, but time you need to research on how to put together your portfolio you CAN • Another example – time you take to develop an office manual you cannot use for hours but research you did in order to develop this office manual you can use • DO NOT INCLUDE A DENTAL HYGIENE DIAGNOSIS, for our portfolio it is APIE (not ADPIE) • Do not send documents or certificates unless they ask for them. They consider this too much information • DO NOT think the rules do not apply to you, you need to have goals and hours..and a proper portfolio. If you do not, it will fail without question • Example – I have helped an RDH in the past who came to me after her portfolio was unsuccessful. It was an easy fix and all she needed to do was apply the correct hours and it would have been a pass. She had a total of 60 hours for three years and felt since her goals were well written it would be enough. ITS NOT 

43. By November 1st you should have… • At least 80% of your typical day completed and if not, go work on it after this course  • The typical day will take you the longest, the rest is a lot easier from there • All goals should be determined and activities completed up to this date organized and entered into your forms. This way you can see how many hours still need to be completed • Remember – you need 60 hour GOAL RELATED hours and 15 NON-GOAL related hours (at least) = 75 hours for the three years

44. Continuing quality improvement (cqi)

45. Information/skills gained • This is the area they want you to list what you have learned while completing this goal. It can be in bullet form or paragraphs its up to you. For example: • I am Planning to Improve my Dental Hygiene Practice by… “learning more about opening up my own dental hygiene practice” • I learned from sample business plans how to formulate my own business plan and gear it towards my practice. I learned common mistakes and what to include and not to include (and be specific) • Also – I learned different types of financial statements and what I need to watch out for (again, be specific) • This can be very easy! Be clear and specific. Three bullet points per goal is often enough (yes seriously!) and this area is for each GOAL not for each activity.

46. Did you make changes to your practice? • Next step: • Did you make changes to your practice because of your learning? How did/will your learning make things better for your clients and/or practice? Explain. • Easy again! For this area be specific also and bullet points or a paragraph are fine • Example – Yes, I feel I have more advanced knowledge about the business side of dentistry and look at things a little differently now in the practice I currently work in. When and if I decide to open up my own business as a dental hygienist I feel confident in how to get started and finish with all aspects.

47. Additional Continuing Quality Improvement (CQI) Activities (Optional) • Often people get confused by this. I suggest putting in any magazines you have read (dental related) and courses you have taken that you did not directly put in for your goals.

48. 20% from additional activities • Your additional activities will be considered as part of your overall CQI requirements to a maximum of 20%. This section recognizes educational, professional, and benevolent activities in which dental hygienists participate: • Holding a leadership position as a representative of the CDHO, National or Provincial association • Attendance at a dental hygiene conference or symposium • Attendance at society meetings and study groups • Reading dental hygiene scientific journals • Volunteer work in a community oral health project • Participating in programs that provide substantial pro bono dental hygiene services to the dentally underserved populations or to persons who reside in areas of critical need within Ontario • Acting as a mentor to a colleague who requires mentoring through the New Registrant Mentorship • Program or the Quality Assurance Program • Receiving mentorship as a requirement of the New Registrant Mentorship Program or the Quality Assurance Program

49. Professional recognition

50. Professional recognition • List all that you belong too and even if you meet with fellow dental hygienists on a monthly basis this is considered a ‘study group’ so make sure to include that • Make sure your CPR certifications are NOT expired or this will result in an incomplete portfolio!!