Smile Train Reporting
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Contents |
We are no longer working with Smile Train. This page is for historical purposes only
What is Smile Train?
The Smile Train (http://www.smiletrain.org) is a non-profit organization that supports, via grants and other services, organizations like Thousand Smiles that perform cleft surgeries.
In order to receive grant money from The Smile Train, we must provide to them highly structured reports and photos documenting each of the surgeries that we perform. These reports consist of photos, intervention reports, and in the case of death or injury, event forms.
Process and Schedule
- Photos and forms must be taken/completed by the end of the clinic weekend.
- Photos and forms need to be delivered within two weeks of the clinic to Syd Logan for processing.
- Data needs to be uploaded into the Smile Train database within 30 days of the clinic. A report will then sent to the board of directors and/or the Smile Train Point of Contact POC to confirm that the data for the clinic has been submitted to Smile Train.
- All photos are taken at the hospital, before (pre-op) and after (post-op) surgery.
- Please submit a typed list of surgeons and anesthesiologists with the photos and surgery reports.
- Only submit surgery forms for patients that actually had surgery.
Refer to Report to board of directors following May 2010 clinic for some context as of May 2010 clinic that lead to the above process.
Photos
Pre-op and post-op photos are required for each surgery. These photos are not clinical in the sense that they can be used in diagnosis. They are, instead, intended to document the general condition of the patient before and after surgery. A frontal (headshot) and intra-oral photo is required both pre- and post-op.
The photos must adhere to the Smile Train photo standards, or they will be rejected by Smile Train.
The Smile Train photo standards document is available here: [1].
The above document specifies requirements (e.q., photos must be exactly as taken by the camera, and not edited by any software), and gives examples of acceptable, and not acceptable photos.
It is important to review the photo standards document. Please ensure all photos are organized on disk or card according weight gain to patient ID (the same ID that is on the top of the forms, as required above). Also, please clearly identify the photo type (pre or post surgery, intra-oral, frontal, etc.) Do not include folders or other things in the photo for identification purposes. One of the hardest things about this Smile Train work is matching photos to kids.
Key Points
- Photos must frame the patient's head within the photo. No close ups! Pictures of the mouth are not accepted, only pictures of the head. Some pictures (intra-oral) require the mouth to be open, but you still must include the entire patient's head. No exceptions.
- All photos must be take the day of the surgery (Saturday). Take the pre-op pictures before the child enters surgery, anbd take the post-op sometime after the child has left surgery, e.g., during recovery.
- You must take the following: left profile, right profile, head shot, and head shot with open mouth (also known as intra-oral) for both pre and post op sets. This means 8 photos total per child (4 preop, 4 postop).
- Landscape (horizontal) only. Don't rotate the camera to take the picture. This is a smile train requirement.
- If in doubt, refer to the smile train photo guidelines linked to by this document.
Intervention Reports
The Smile Train funds the following seven types of cleft lip and palate repair:
- Primary Lip/Nose Unilateral Repair
- Primary Lip/Nose Bilateral Repair
- Primary Cleft Palate Repair
- Fistula Repair
- Secondary Cleft Palate (Velopharyngeal) Repair
- Lip and/or Nose Revision
- Alveolar Bone Graft
Each of the above surgeries counts as one surgical repair. If performed at the same time, The Smile Train will fund primary lip and palate repairs as two separate surgeries. Any other combination of cleft repair performed at the same time will be reimbursed as one surgery. When a primary lip and palate are performed at the same time, distinct photographs must be taken of the lip and palate. As a policy, we require that when more than one procedure is done on a patient on the same day, the procedure is to enter the surgeries under one record, and check off each surgery type that was performed. You may not enter more than one record for multiple procedures done on a patient on the same day. Due to high volume of uploads, this is essential to streamline the review process, and avoid rejected records.
All Patients Require a Smile Train Consent Form
A copy of the consent form can be found here: [2]
Intervention reports are forms provided by Smile Train to document the patient's surgery, medical history, and photos. The form includes:
- Patient name, address, etc.
- Parent and Guardian information
- Family History (including conditions of pregnancy, e.g., smoking, alcohol use by mother)
- Diagnosis (weight and height, medical history)
- Details of the surgery, what procedures were used, and so on.
The forms package must be stuffed into the patient's chart when they register on Friday. At the option of those involved, the triage process fills in much of this form, or it can be filled in during surgery screening.
A copy of the form package can be found here: [3]
If there is a death, or problem of some kind, an sentinal form must be filled out (and Smile Train needs to be contacted within a specified period of time.
A copy of the event form can be found here: [4]
At the day of the surgery, the intervention form is filled in by the surgeon, and reviewed by staff to ensure it is completed before the patient is discharged, or the surgeon has left the hospital for the day. It is important that all fields in the form are completed legibly and that no part of the form is left blank.
The photo sections need to be filled out as well, with detailed information that can be used to match up the form with the photos on digital card or CD.
Two copies of each form need to be made, the original goes in the patient chart, one copy goes into a folder or box that contains all of the forms collected during the clinic.
Each form needs to be checked for legibility. It is important to have the patient ID on the top of each page. The anesthesiologist and surgeon names must be supplied, and be legible.
The forms must be accurate, or they will be rejected by Smile Train.
Delivery
Please mail all forms, and photos to Syd Logan within two weeks of the clinic. He will then work to get the data uploaded to Smile Train.
