# CLINICAL AIDS

## Orthodontic model storage

### Introduction

Record models are necessary for assessment of the malocclusion and formulation of a treatment plan.

Subsequently models are utilised to show the progress of the treatment. This is both an aid to the orthodontist and also may serve to motivate the patient to further cooperation. The storage and cataloguing of orthodontic record models is time consuming and space occupying. With space and time being at a premium, it is relevant to make comment and provide suggestions to deal with these problems.

The criteria for model storage are:

1. The models should be stored in readily accessible boxes capable of containing at least three sets of models so that pre-treatment, during treatment and post-treatment occlusion can be viewed without difficulty and without undue handling of the models.

2. The model boxes must be accessible to the dental assistant so that she can provide them at each patient's attendance.

3. The models must be stored so as to avoid undue damage.

4. The storage system must allow one to distinguish between current models and those where patients have completed treatment, or have been discharged from the department. Where space is limited this will allow the dental assistant to remove models related to current patients from the store and place them in a secondary storage area. After suitable period of time (say seven years), models may be culled from the secondary area for eventual discarding.

### Model storage boxes

The system adopted utilizes a cardboard box 24 cms by 12 cms internal dimension. This is separated into six sections by removable card partitions. This allows for three sets of models to be stored base downwards.

(Figure 1) The system has the advantage that the arch form and any irregularities of the individual teeth can be seen without removing the models from the box. The actual occlusion can only be checked by withdrawing the models and placing them together in the hand. However, the advantage of having the models lying on their bases is that the teeth are rarely damaged due to the models rubbing together. The box has a lid which overlaps the sides of the base, the ends of the box being cut away to expose areas which can be used for printing the patient's name, registration number (in this institution) and also the box file number. This label also contains the terminal digits of the years from 1983 to 1994.

### Filing model boxes

Model boxes should be filed numerically. Each patient then has the box number indicated on their treatment file. A cross reference card index system should also be available with index cards filed alphabetically. This will allow the record models to be retrieved at a time where the patient's file is not available. On a day to day basis, models are located by referring to the patient's treatment file. The name and number on the external part of the box serve to reinforce that the correct file has been withdrawn when the records of the clinic are being assembled. It is, of course, important to have the patient's name, registration and number and date of the models attached to the base of the model on a self adhesive label. Alternatively this can be imprinted on the base using indelible ink.

The index card (Figure 2) shows the name of the patient and the number of the box in which the record models are to be found. A separate column headed 'DISPOSAL' gives the opportunity for indicating whether the patient's models are subsequently placed into

secondary storage or discarded. In this way the cards can be used for an indefinite period and give a permanent record of the deployment of patients' models over a long period of time.

### Separating current and completed patient records

In order to ensure that record model retrieval is as efficient as possible it is necessary to contain the current patient's record models in as small an area as possible. One must therefore, utilize a system which allows removal of record models relating to patients who have completed treatment, or who are discharged from the area, so that these record models can be transferred to a secondary storage area or discarded. The system which appears to provide a solution is that of listing on the box label the terminal digits of the years over a ten year period ensuring that the operator or his assistant delete the year in which they see that patient. For instance, if the patient is seen in 1983, 83 is deleted. Should the patient then not return and therefore, not have their models taken from store during 1984 and 1985, the figures 84/85 will remain intact. Therefore the dental assistant can confidently remove these boxes from the store when she comes to check the system late in 1985.

The models can then be disposed as required by the orthodontist and the boxes reused for new patients coming onto the current list.

<figure><img src="image_1.png" /><figcaption>Figure 1. Study models storage boxes.</figcaption></figure>

<table><caption>Figure 2. Index Card</caption><thead><tr><th>STUDY MODEL STORAGE INDEX</th><th>Box No.</th></tr></thead><tbody><tr><td>PATIENT'S NAME & No.</td><td>DISPOSAL</td></tr><tr><td></td><td></td></tr><tr><td></td><td></td></tr><tr><td></td><td></td></tr><tr><td></td><td></td></tr></tbody></table>

### Conclusion

By adopting this model storage system, the models are readily accessible to the orthodontist in a manner that displays irregularities in arch form. A current series of models can be maintained without constant reference to the patient's treatment file and the disposition of models in secondary storage can readily be ascertained.

Dr. David Huggins
Orthodontic Department
Royal Dental Hospital of Melbourne
711 Elizabeth Street
MELBOURNE Victoria 3000.