333-010-0790 Dental Pilot Projects: Authority Responsibilities (1) Project monitoring. Program staff shall monitor and evaluate approved projects which shall include, but is not limited to: (a) Periodically requesting written information from the project to ascertain the progress of the project in meeting its stated objectives and in complying with program statutes and regulations: (b) Periodic, but at least annual, site visits to one or more project offices, employment/utilization sites, or other locations where trainees are being prepared or utilized; and (c) Reviewing the quarterly reports submitted by the project as described in OAR 333-010-0760, Minimum Standards. (2) Advisory committee. The Authority may convene an advisory committee for each approved dental pilot project. (a) Individuals eligible to serve on an advisory committee include but are not limited to: (A) Representatives from: (i) The Oregon Board of Dentistry; (ii) Professional dental organizations or societies; (iii) Educational institutions; (iv) Health systems; and (v) Individuals representing the target population served by the pilot project. (B) Individuals with an interest in public health, oral health or expanding access to medical and dental care. (b) The purpose of the advisory committee is to gather its members’ collective knowledge, experience, expertise, and insight to assist the Authority in meeting its responsibilities. (c) If the Authority convenes an advisory committee it will solicit members for an advisory committee by public announcement; Individuals interested in serving on the committee are required to complete an application. (d) From the applications received, the Authority will appoint no more than 15 members who are willing to undertake the duties of an advisory committee member and adhere to the committee charter adopted by the Authority. The Authority will notify each applicant in writing whether they have been appointed to the committee. (e) An advisory committee member must: (A) Attend meetings; (B) Review approved pilot project quarterly reports at the request of the Authority; (C) Attend approved pilot project site visits if invited; and (D) Comply with any confidentiality requirements established by the Authority. (3) Site visits. (a) Site visits shall include, but are not limited to: (A) Determination that adequate patient safeguards are being utilized; (B) Validation that the project is complying with the approved or amended application; (C) Interviews with project participants and recipients of care; and (D) Reviews of patient records to monitor for patient safety and the applicable standard of care . (b) If the Authority has convened an advisory committee, representatives of the committee may be invited by the Authority to participate in the site visit though the Authority may, at its discretion, limit the number of members who can participate; (c) Written notification of the date, purpose and principal members of the site visit team shall be sent to the project director at least 90 calendar days prior to the date of the site visit; (d) Plans to interview trainees, supervisors, and patients or to review patient records shall be made in advance through the project director; (e) An unannounced site visit may be conducted by program staff if program staff have concerns about patient or trainee safety; (f) The Authority will provide the project sponsor with at least 14 business days to submit to the Authority required patient records, data or other documents as required for the site visit; and (g) Following a site visit the Authority will: (A) Within 60 calendar days, issue a written preliminary report to the sponsor of findings of the site visit, any deficiencies that were found, and provide the sponsor with the opportunity to submit a plan of corrective action; (i) A signed plan of correction must be received by the Authority within 30 calendar days from the date the preliminary report of findings was provided to the project sponsor; (ii) The Authority shall determine if the written plan of correction is acceptable no later than 30 calendar days after receipt. If the plan of correction is not acceptable to the Authority, the Authority shall notify the project sponsor in writing and request that the plan of correction be modified and resubmitted no later than 10 business days from the date the letter of non-acceptance was mailed to the project sponsor; (iii) The project sponsor shall correct all deficiencies within 30 calendar days from the date of correction provided by the Authority, unless an extension of time is requested from the Authority. A request for such an extension shall be submitted in writing and must accompany the plan of correction. (iv) If the project sponsor does not come into compliance by the date of correction reflected on the approved plan of correction, the Authority may propose to suspend or terminate the project as defined under OAR 333-010-0820, Suspension or Termination of Project. (B) Within 90 calendar days of receipt of a plan of correction, issue a final report to the sponsor; and (C) If there are no corrections needed, the Authority will issue a final report within 180 calendar days. (4) The Authority may also provide the sponsor with the opportunity to submit a corrective action plan to address any deficiencies found by the Authority during any project monitoring as described in section (1) of this rule. The Authority shall notify the sponsor in writing of the requirement to submit a plan of correction. The sponsor must submit, and the Authority must receive the plan of correction by the deadline set in the notification. All of the requirements and deadlines described in section (3) of this rule for corrective action plans apply to a project sponsor when directed to submit a corrective action plan under this section (4). Statutory/Other Authority: 2011 OL Ch. 716 Statutes/Other Implemented: 2011 OL Ch. 716 History: PH 29-2020, amend filed 04/29/2020, effective 05/01/2020 PH 277-2018, adopt filed 11/30/2018, effective 12/01/2018