Organizational Regulations

§ 1

General Provisions

ODONTO is a healthcare facility operating under the following acts:

• Act of 15 April 2011 on Medical Activity (Journal of Laws No. 112, item 654) and the executive regulations issued thereunder
• Regulation of the Minister of Health of 6 April 2020 on the Types and Scope of Medical Documentation and the Method of its Processing (Journal of Laws of 2020, item 666)
• Act of 6 November 2008 on Patients’ Rights and the Patients’ Rights Ombudsman (Journal of Laws of 2009, No. 52, item 417, as amended)
• Act of 5 December 1996 on the Physician and Dentist Professions (Journal of Laws of 2008, No. 136, item 857, as amended)
• Internal organizational arrangements, presented below

These Regulations shall apply to:

• All individuals employed by the owner of the healthcare facility within the scope of the conducted medical activity, regardless of the legal basis of such employment,
• All patients who are provided with healthcare services at the ODONTO Dental Clinic.

§ 2

The Healthcare Facility

• ODONTO is a healthcare facility within the meaning of Art. 4, item 1 of the Act of 15 April 2011 on Medical Activity.
• The healthcare facility is located at: ODONTO ul. Hanki Czaki 2 lok. U-9, 01-588 Warszawa
• The healthcare facility uses video surveillance to ensure the safety of all individuals on its premises. The video surveillance system is properly labelled and is displayed in a visible manner.
• All members of the medical team who provide healthcare services to patients have the appropriate qualifications. They have the relevant diplomas and certificates. The employees also meet the health requirements in their capacity as healthcare professionals.

§ 3

Tasks and Purposes

• ODONTO provides outpatient health services in the field of dental and preventive care that serve to preserve, restore and improve health, as well as other medical activities as part of the treatment process or under the provisions of separate laws that lay down the rules for conducting such activities.
• The tasks of the ODONTO healthcare facility include in particular:
  • a) Providing healthcare services in the field of dentistry, within the competence of a dentist, dental hygienist and dental assistant, respectively, and specifically medical examination and medical consultations, diagnostics, treatment planning, interdisciplinary cooperation between the healthcare professionals, performance of preventive procedures and assisting the dentists in the delivery of healthcare services;
  • b) Providing healthcare services in the field of conservative dentistry, endodontics, dental implantology, orthodontic procedures, dental prosthetic dentistry procedures, periodontology, dental surgery, pediatric dentistry and aesthetic dentistry procedures;
  • c) Keeping medical records of patients; X-ray imaging: intraoral, panoramic, cephalometric, periapical and CBCT 3D scans
  • d) Internal employee training for employees dedicated to improving the competences of the staff or cooperation in order to provide ODONTO patients with the best-quality interdisciplinary treatment;
  • e) Carefully cultivating image of the healthcare facility, compliance with the principles of professional secrecy, the code of professional ethics and patient rights, compliance with the principles of personal data protection (GDPR)

§ 4

Services

• Services are provided to patients by healthcare professionals with appropriate medical qualifications and professional certifications, as specified in §1 of these Regulations.

• Healthcare services are provided to patients with due diligence and according to the principles of professional ethics, in a setting that meets the applicable professional and sanitary requirements.

• Healthcare services are provided to patients in accordance with the current medical knowledge and shall be updated on an ongoing basis, in response to changes in the current legal framework.

• Healthcare services offered by ODONTO are comprehensive and are provided to patients of all ages.

• Physicians who deliver healthcare services in the ODONTO healthcare facility may refer patients to other healthcare facilities for diagnostic tests or specialist consultations.

• All services provided at the ODONTO healthcare facility are paid out-of-pocket. The price list of services provided is available at the reception desk and can be downloaded from https://odonto-klinika.pl/

• The provision of health services begins with a registration. If you made an appointment with a dentist or dental hygienist, you are asked to arrive 15 minutes before the scheduled visit. You are required to show your ID and complete a medical questionnaire regarding your current health condition on the day of your first visit to ODONTO, which includes a GDPR clause.

• You are required to consent to each healthcare service before any implantology, orthodontics, endodontics, prosthetics, dental surgery, periodontology, or conservative treatment can be initiated, as well as before any teeth whitening and hygiene treatment.

• During your appointment for an in-office treatment, you have the right to obtain all necessary explanations regarding your diagnosis, as well as the details of the proposed treatment.

• At any stage of your treatment, you have the right to file a complaint regarding the conduct or activities of our staff. Please file your complaint to the facility manager, in writing, at the email address kontakt@odonto-klinika.pl

• In accordance with art. 38 of the Act of 5 December 1996 on the Physician and Dentist Professions and art. 7 of the Code of Medical Ethics, a medical doctor has the right to refuse to deliver a healthcare service to a patient.

• A dedicated person shall be responsible for supervising the correctness and quality of the healthcare services provided, for coordinating the work of the medical team at the healthcare facility, and for supervising whether the medical records are correctly maintained and that the data contained therein are properly processed. This is the role of ODONTO manager and owner, Dawid Słomczewski.

§ 5

Medical Records

1. The medical entity keeps, stores, and makes medical records available in accordance with the provisions of these Regulations and the Regulation of the Minister of Health of 6 April 2020 on the types and scope of medical records and the manner of their processing (Journal of Laws of 2020, item 666).

2. The medical entity ensures the protection of data contained in medical records in accordance with the GDPR policy.

3. Medical records are made available in particular upon request of:

– the patient, the patient’s legal representative, or a person authorized by the patient – based on a written request submitted in person at the reception desk or sent by e-mail to the medical entity’s contact address. After the patient’s death, the right to access medical records is granted to the person authorized by the patient during their lifetime in the medical records. Medical records are released in accordance with the provisions of the Act of 6 November 2008 on Patient Rights and the Patient Rights Ombudsman;

– a healthcare provider, if the records are necessary to ensure continuity of healthcare services;

– a public authority, the National Health Fund, bodies of professional self-government of medical professions, as well as national and regional consultants, to the extent necessary for the performance of their tasks, in particular for inspection and supervision purposes;

– the Minister of Health, a court, a public prosecutor, a forensic physician, or a professional liability ombudsman, in connection with conducted proceedings;

– a pension authority or a disability adjudication panel, in connection with proceedings conducted by these bodies;

– an insurance company, with the Patient’s consent.

4. Medical records shall be prepared by the staff of the medical entity within 7 business days and made available:

– for inspection at the premises of ODONTO;

– for personal collection at the premises of ODONTO;

– by preparing extracts, transcripts, or copies encrypted with an individual password and subsequently sending them to the applicant’s e-mail address in digital form.

5. No fees are charged by ODONTO for making medical records available.

§ 6

Management of the Healthcare Facility and Individual Units

• • The ODONTO healthcare facility is managed, administered and represented by Dawid Słomczewski and the manager.

• • These individuals make decisions concerning ODONTO and deputize for each other if any of them is absent. The manager of the healthcare facility shall have the following powers and duties:
    

     

    • Organizing and managing the work of subordinate staff
    • Ensuring rational use of working time and supervising whether subordinate staff and individuals providing services on the basis of contracts other than an employment contract comply with the principles of professional discipline as well as health, safety and fire protection regulations.
    • Decision-making in matters of employment and in matters related to employment
    • Receiving and handling complaints and the related correspondence
    • Supervision and implementation of internal regulations regulating the current activities
    • Supervising the quality of medical services provided by qualified healthcare professionals
    • Supervising the maintenance of appliances, equipment, medical devices and the premises in proper technical condition, in accordance with the principles of fire safety;
    • Decision-making in matters of employment, remuneration, bonuses, termination of civil law contracts

• • The ODONTO staff shall:
    

     

    • a) Respect the personal dignity of patients and shall treat all patients with kindness
    • b) Make sure that the healthcare services are delivered by healthcare professionals with appropriate medical qualifications, in accordance with the current medical knowledge and the professional code of ethics
    • c) Provide reliable health information to patients
    • d) Protect the entrusted personal data in accordance with the GDPR policy
    • e) Comply with occupational health and safety and fire protection regulations, as well as the internal procedures of the healthcare facility.

§ 7

Rights and Obligations of Patients

• • As a patient of the ODONTO Dental Clinic, you have the right to:

• • • 1. Be treated with kindness; your dignity must be at all times respected;
    • 2. Receive healthcare services delivered by healthcare professionals with appropriate medical qualifications and professional licenses, in accordance with the current medical knowledge and the applicable legal framework.
    • 3. Obtain reliable information about your health.
    • 4. Consent or refuse to consent to have specific healthcare services, after being informed of the proposed methods of diagnosis and treatment, and any costs that may apply.
    • 5. Be offered the necessary health services immediately if your life or health is at risk.
    • 6. Submit comments, requests and complaints to the healthcare providers.
    • 7. Should you believe that your patient rights have been violated when being provided with the healthcare services at ODONTO, you have the right to submit a written complaint to the email address kontakt@odonto-klinika.pl, which will be addressed within a maximum of 14 business days.

• • As a patient of ODONTO, you agree to:

• • • 1. Comply with the ODONTO Organizational Regulations, the terms of down-payments and deposits for treatment and dental procedures, and the comprehensive ban on smoking and consumption of alcohol and other stimulants at the premises of the ODONTO Dental Clinic.
    • 2. Comply with safety and fire protection regulations.
    • 3. Follow the recommendations of your attending dentist and dental hygienist.
    • 4. If you are unable to attend a scheduled appointment, the appointment must be cancelled in advance (no later than 24 hours before the scheduled appointment) or rescheduled so that another patient can use the available time window.
    • 5. Patient appointments entered in the ODONTO timetable of visits must be confirmed. To confirm your appointment, you will be contacted by telephone by a receptionist. If you cannot be contacted by phone, you will be sent an SMS text message or an e-mail using the contact details provided by you, asking you to confirm the visit. Should you fail to confirm your appointment by 6:00 p.m. on the previous business day, your appointment will be cancelled, which will be notified to you via SMS text message.
    • 6. Terms of down-payments for dental treatment at the ODONTO Dental Visit:
      

       

      • – The down-payment is always mandatory if the appointment is due to last longer than 1 hour.
      • – The down-payment for appointments which are due to last 1 hour and longer is PLN 200 for each hour or in accordance with the applicable price list.
      • – The down-payment is lost if you fail to arrive for your appointment subject to the down-payment and fail to contact the ODONTO reception desk no later than 24 hours before the scheduled appointment and within 48 hours for appointments for orthodontic treatment.
      • – The down-payment is not lost if the appointment is rescheduled at least 24 or 48 hours, as applicable, before the scheduled date.
      • The down-payment is intended to secure the dentist’s working time for planned appointments and may be charged in the circumstances described above.

    • 7. The patient does not have the right to record the images and voices of any employees working at ODONTO using media, mobile phones, voice recorders, tablets and other communication devices.

§ 8

Warranty Policy Guarantees for Dental Treatment Performed at ODONTO Dental Clinic

Dental services performed at the ODONTO Dental Clinic are covered by a time-limited warranty.

LIGHT-CURED DENTAL FILLINGS:

• – A 12-month warranty for permanent teeth and 6 months for baby teeth
• – If any teeth are missing, the warranty terms shall be agreed individually with the attending dentist.
• – No warranty is provided if any bruxism is detected.

CROWN-ROOT POSTS:

• – A 2-year warranty
• – No warranty is provided if any teeth are missing.
• – The warranty is extended to 2 years after any missing teeth are replaced (upper teeth 16 to 26 and lower teeth 36 to 46) within 6 months of inserting the crown-root posts.

PORCELAIN/PROSTHETIC RESTORATIONS:

• – A 2-year warranty for CROWNS, ONLEYS, INLEYS, and porcelain crowns and bridges on implants
• – No warranty is provided if any teeth are missing.
• – The warranty is extended to 2 years after any missing teeth are replaced (upper teeth 16 to 26 and lower teeth 36 to 46) within 6 months of inserting the prosthetic restoration.
• – The warranty shall be agreed individually with the attending dentist if any bruxism is detected, depending on the anatomic and prosthetic conditions.

COMPOSITE RESTORATIONS (BONDING, FLOW INJECTION):

• – A 30-day warranty
• – The warranty covers free remakes within 30 days from the restoration.
• – All other procedures shall be chargeable according to the current price list.

REMOVABLE DENTURES:

• – A 2-year warranty provided that the dentures are removed every night before going to sleep.
• – No warranty is provided if the missing teeth, if any, are not restored.
• – The warranty is extended to 2 years after any missing teeth are replaced (upper teeth 16 to 26 and lower teeth 36 to 46) within 6 months from the date the dentures are made ready.

IMPLANTS:

• – A 5-year warranty from the date the implant placement. The warranty only applies to the implant material and is provided by the implant manufacturer. It covers material defects, excluding the cost of procedures involving bone and soft tissue. These procedures may be necessary following an adverse response to the implant and the implant pressure. The warranty provided covers a free implant replacement if, for any reason, it fails to integrate with the bone.
• – No warranty is provided if missing teeth are not restored or if bruxism is diagnosed.
• – The warranty is extended to 2 years after any missing teeth are replaced (upper 16-26 and lower 36-46 teeth) within 6 months from the date the implant is inserted.

Primary ROOT CANAL TREATMENT

• – A 12-month warranty due to the characteristics of endodontic therapy and the failure rate of around 5 percent. If, within 12 months of completing the primary root canal treatment, the patient reports pain in the affected tooth, secondary root canal treatment or tooth extraction (if the tooth cannot be saved) shall be carried out free of charge. The warranty shall be valid and binding if a tooth restoration procedure is completed after root canal treatment in a manner recommended and prescribed by the attending dentist, combined with regular X-ray scans (radiographs) of the affected tooth, as recommended by the attending dentist.

THE WARRANTY SHALL NOT COVER:

• 1. Temporary solutions (temporary crowns, immediate dentures)
• 2. Any procedures performed at the patient’s express request, following a notice by the attending dentist that the procedure is not covered by warranty or is covered by a limited warranty only.
• 3. Any dental prosthetics that the patient failed to collect within 4 weeks of its completion by a prosthetic laboratory
• 4. For any dental treatment delivered, if the patient is diagnosed with a dental occlusion but fails to start treatment before the dental procedures are performed, despite the dentist’s recommendations.
• 5. For any dental treatment delivered where proper diagnostics cannot be performed (e.g. endodontic treatment in pregnant women)
• 6. For any dental treatment continued by another dentist or dental technician outside the ODONTO Dental Clinic
• 7. For any products handed over to a patient against a written acknowledgement of receipt (see the “Acceptance of Finished Prosthetics”) if the patient requests that the shape or color of the attached prosthetics be changed.
• 8. All devices and procedures which failed to be paid in full.

THE WARRANTY DOES NOT COVER ANY DAMAGE RESULTING FROM:

• – any corrections made outside the ODONTO Dental Clinic;
• – insufficient oral hygiene and failure to attend the recommended follow-up appointments;
• – failure to follow the dentist’s recommendations on how to handle prosthetic restorations;
• – accidents and mechanical damage;
• – natural bone loss and periodontal conditions;
• – conditions that adversely affect the masticatory system (e.g. diabetes, osteoporosis, epilepsy, status post chemotherapy or radiotherapy);
• – inability to perform the procedure in accordance with the guidelines (e.g. lack of patient’s cooperation with the dentist during the procedure);
• – current dental treatment process.

In the prosthetics proves defective or if the patient experiences any discomforts that can be attributed to the dental treatment, the patient shall consult the attending dentist within 14 working days of experiencing such defect or symptoms.

If the patient withdraws from the treatment plan, the warranty for the treatment performed so far at the ODONTO Dental Clinic shall be waived.

The warranty for dental services shall remain valid and binding on the condition that the patient attends the following paid procedures at the ODONTO Dental Clinic:

• – dental hygiene treatments performed by certified dental hygienists: scaling, sandblasting and fluoridation, as applicable (every 6 months)
• – follow-up appointments with the attending dentist (every 6 or 12 months, as directed by your doctor/hygienist)
• – X-ray scans (as necessary, during a follow-up appointment)
• and
• – any procedures (e.g. removal of new carious lesions) and specialist consultations that need to be carried out promptly, as recommended by the attending dentist, if and as necessary
• – maintaining proper daily oral hygiene as recommended by the attending dentist and dental hygienist
• – restoration of missing teeth, if any, during the course of treatment at the ODONTO Dental Clinic.

If the patient fails to comply with all of the ODONTO warranty conditions, the warranty period shall be reduced to 6 months; the patient shall also cover the cost of repair of prosthetic restorations that have been damaged.

I confirm that I have read and accept in an informed manner the ODONTO WARRANTY TERMS AND CONDITIONS.

§ 9

Final Provisions

• In matters not regulated in these Organizational Regulations, separate provisions apply.
• These Organizational Regulations are made available to patients at the registration desk and can be accessed at the patient’s request.
• These Organizational Regulations are notified to the ODONTO staff.