Oral Health Infrastructure Checklist
How many resources are you aware of in your state/territory, tribe or community that you could contact for assistance with oral health programs or projects? The following list provides a few examples. Adapt this worksheet to list contact information for each resource.
Regional and Statewide Agencies or Programs
- DHHS Regional Office
- Indian Health Service Area Dental Officer
- State Dental/Oral Health Program Director
- State Medicaid/SCHIP Dental Consultant(s)
- State EPSDT Dental Consultant
- Other State Oral Health Staff (e.g., MCH, Developmental Disabilities, Migrant Health, Corrections)
- State Dental Board (members)
- State Dental Association
- Dental Auxiliary (dental spouses)
- State Dental Hygienists’ Association
- State Dental Assistants’ Association
- Other Statewide Dental Professional Organizations
- Dental Schools
- Dental Hygiene Schools
- Dental Assisting Programs
- Dental Technician Programs
- Public Health Schools
- Area Health Education Centers
- Statewide Oral Health Coalitions, Task Forces, Advisory Groups
- Dental Residency Programs
- Research or Policy Centers/Institutes with Oral Health Staff
- Advocacy Organizations
- Dental Managed Care Plans
- Dental Insurance Organizations
- Dental Products/Equipment Companies
- Dental Laboratories
- Other (list here):
Local/ Community Programs
- Health Departments with Dental Director or other Oral Health Staff
- Community Health Centers with Dental Programs
- School-based Dental or Oral Health Programs
- Early Childhood Oral Health Programs
- Indian Health Service or Tribal Programs
- Migrant Health Programs or Health Centers
- Homeless Health Programs or Health Centers
- Other Health Department Dental Care Assistance Programs
- Non-Profit/Volunteer Dental or Oral Health Programs
- Clinics
- Mobile vans or trailers
- Portable equipment
- Screening/referral
- Preventive services
- Other:
- Private General Dentists who accept Medicaid/SCHIP
- Private General Dentists who provide other Reduced Fee Services
- Pediatric Dentists who accept Medicaid/SCHIP
- Pediatric Dentists who provide other Reduced Fee Services
- Dental Specialists who participate in state-sponsored programs
- Donated Dental Services Program
- Local Hospital Programs
- Case Management Programs
- Transportation Assistance
- Other Insurance Programs
- Local Oral Health Coalitions
- Local Dental Societies
- Local Dental Hygiene Components
- Local Dental Assistants Societies
- Local Dental Auxiliaries (Dental Spouses)
- Local Advocacy Groups/Service Organizations
- Dental Supply Companies
- Dental Laboratories
- Other:
Web Sites for Selected National Organizations & Agencies
Associations and Organizations
Agencies
For most government programs, use the initials of the program followed by ".gov", e.g.,
Contact Information for National Associations Who Do Not Have Web Sites
American Association of Community Dental Programs
C/o Dr. Larry Hill
3101 Burnet Avenue
Cincinnati, Ohio 45229
larry.hill@rcc.org
National Network for Oral Health Access
C/o Dr John McFarland
Plan de Salud del Valle Dental Clinic
1115 E 2nd Street
Fort Lupton, CO 80621
Jmcfarland@saludclinic.org
NGA Oral Health Policy Academy Participating States
Round 1: Dec 2000 in Charleston, SC. These states have submitted reports to NGA on outcomes achieved and strategies for implementing their action plans.
- Alabama
- Colorado
- Minnesota
- Ohio
- Oregon
- South Carolina
- Virginia
Round 2: May 2001 in Nashville, TN. These states are in the process of developing their action plans.
- Arkansas
- Delaware
- Georgia
- Kentucky
- Tennessee
- Utah
- West Virginia
- Wyoming
Round 3: Oct 2001 in Jackson, MS. These states just completed their first Academy meeting and teams are continuing to meet on their own.
- Florida
- Maine
- Massachusetts
- Mississippi
- Missouri
- Pennsylvania
Worksheet - Recruiting Coalition Members
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Why do you want or need members?
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How many members do you need?
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What kind of members do you need? (i.e., individuals, members who speak for organizations, members with specific skills or expertise)
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When do you want to have the first meeting? What tasks need to be accomplished to be ready for that meeting? (develop a timeline)
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How should you approach potential members? What do you want to say? (How will they benefit from joining the coalition?)
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What is the best method for contacting potential members? (in person, on the phone, by mail)
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Who is going to contact potential members'? (divide the task)
Reprinted with permission from Washington State Department of Health. Community Roots for Oral Health. Guidelines for Successful Coalitions. March 2000.
Oral Health Coalition Contact List
Reprinted with permission from Washington State Department of Health. Community Roots for Oral Health. Guidelines for Successful Coalitions. March 2000
Worksheet
| Agency/GroupRepresented |
Contact Person |
Address |
Phone |
E-mail Address |
| Local Health Dept. |
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| Dental Society |
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| Dental Hygiene Society |
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| Head Start |
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| Health and HumanService Providers |
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| School Nurses |
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| Service Clubs |
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| Parents |
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| Dental Consumers |
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| Health Clinics |
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| Hospitals |
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| Health Care Providers |
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| Media |
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| Policy Makers |
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| Key Businesses |
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| Multi-cultural Groups |
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| Prenatal OutreachPrograms |
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| WIC |
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| Churches |
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| Community Foundations |
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| Provider Schools/Colleges |
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| Children's Advocates |
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Examples of Oral Health Coalitions & Member Groups
North Dakota HP 2010 Oral Health Coalition
- North Dakota Department of Health
- North Dakota Department of Human Services – Medicaid and Health Tracks
- North Dakota Department of Public Instruction
- Indian Health Service
- Head Start State Collaboration Office
- WIC
- Local health agencies
- North Dakota Board of Dental Examiners
- State Dental Association
- State Dental Hygiene Association
- State Dental Assistants Association
- Community Action Association
- Community Health Centers
- Primary Care Association
- Primary Care Organization
- Aging Services
- Patterson Dental Supply Company
- North Dakota Insurance Department
- North Dakota Blue Cross/Blue Shield (Noridian)
- Red River Region Dental Access Coalition
- Dakota Medical Foundation
- North Dakota Tobacco Control Program
- Tobacco Free North Dakota
- Municipal Facilities – Fluoridation Program
- Media representative – Public Radio, AP
- North Dakota State College of Science – Allied Dental Health Department
- University of North Dakota – Medical School
- Cancer Program/Registry
Missouri Coalition for Oral Health Care Access
- MO Primary Care Association
- MO Dental Association
- UMKC School of Dentistry
- MO Chapter, American Academy of Pediatrics
- MO Head Start Association
- MO Public Health Association
- MO Dental Hygienists Association
- MO Area Health Education Centers
- Boone County Council on Aging
- MO Association for Social Welfare77
- MO Conference of the United Methodist Church
- Mineral Area Study Club
- MO Children's Trust Fund
Definition of a Team
team n. 1. Two or more draft animals harnessed to a vehicle or farm implement. 2. To harness or form together so as to form a team.
A group is not a team.
A group is defined as two or more persons who are interacting with one another in such a manner that each person influences and is influenced by each other person.
A team is defined as a small number of people with complementary skills who are committed to a common purpose, performance goals, and approach for which they hold themselves mutually accountable.
(Jon Katzenbach & Doug Smith, The Wisdom of Teams, 1993. Harvard Business School Press, p 45)
A team has two important characteristics that differentiate it from a group:
- specific results for which the group is collectively responsible; and
- supra-consciousness of being a team, awareness that we need each other.
Source: Healthy Iowans 2010
Ground Rules
Definition: A shared set of norms which guide the team's behavior.
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General Ground Rules
Refreshed
We each have the responsibility to stay physically refreshed so our heads stay in the game.
Dialogue
Be direct and caring; Everyone participates; Listen as an ally; Concede to wisdom, not position.
Stretch
Learning takes many forms -respect other's learning styles.
Team Work
None of us is as smart as all of us.
Consequences
Teams must decide what actions to take if members do not follow ground rules. |
Team Meetings Ground Rules
Attendance/Quorum.
Promptness (define on time).
Advanced scheduling.
Prepare an agenda in advance.
Establish consistent meeting site.
Set length of meetings to meet the team's needs.
Complete actions/assignments on time.
Record minutes.
Evaluate meetings.
Define team rules. |
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Team Discussion
Everyone participates.
Open flow of ideas.
Non-judgmental.
Stay issue focused.
Find common ground.
Use consensus, when possible.
Interruption - 100 mile rule.
Confidentiality. |
Team Decisions
Determine process for decision making, i.e., consensus.
Ensure common understanding of the issue(s).
Gather relevant facts/data.
Analyze the data.
Make decision based on facts/data. |
Source: Healthy Iowans 2010
Guidelines for Productive Team Meetings*
The initial team meetings are critical for setting the proper tone: there is serious work at hand, but everyone can have fun and contribute to the organization by working together. Ground rules need to be discussed and agreed upon at the outset. Some typical examples are attendance, promptness, equal opportunity to participate, interruptions, assignments, role assignments, decision-making methods, confidentiality, meeting evaluation method, chronic violations of ground rules.
The best way to have productive meetings is to follow guidelines from the start and at a time when team members expect to learn new ways of working together.
• Use agendas.
Each meeting must have an agenda, preferably one drafted at the previous meeting. It should be sent to participants in advance, if possible. (If an agenda has not been developed before a meeting, spend the first five or 10 minutes writing one on a flipchart.)
Agendas should include the following information:
Agenda topics (including, perhaps, a sentence or two that defines each item and why it is being discussed). The presenters (usually the person who originated the item or the person most responsible or knowledgeable about it). A time guideline (the estimated time in minutes needed to discuss each item). The item type, and whether the item requires discussion or decision, or is just an announcement.
Agendas usually list the following activities:
Warm-ups: short activities used to free people's minds from the outside world and get them focused on the meeting. A quick review of the agenda. Simply start each meeting by going over the agenda, adding or deleting items, and modifying time estimates. Breaks for long meetings. If the meeting last more than two hours, schedule at least one short break. Meeting evaluation. This is perhaps the most important item on the agenda.
Introduce these elements the first meeting and include them in all subsequent meetings. As team members become more comfortable with the group, they will feel less self-conscious about these activities.
• Have a facilitator.
Each meting should have a facilitator who is responsible for keeping the meeting focused and moving. Ordinarily, this role is appropriate for the team leader, but your team may rotate the responsibility among the members. The facilitator's chief responsibilities are to keep the
discussion focused on the topic and moving along; intervene if the discussion fragments into multiple conversations; tactfully prevent anyone from dominating or being overlooked; bring discussions to a close.
The facilitator should also notify the group when the time allotted for an agenda item has expired or is about to expire. The team then decides whether to continue discussion at the expense of other agenda items or postpone further discussion until another meeting.
• Take minutes.
Each meeting should also have a scribe who records key subjects and main points raised, decisions made (including who has agreed to do what and by when) and items that the group has agreed to raise again later in this meeting or at a future meeting. Team members can refer to the minutes to reconstruct discussion, remind themselves of decisions made or actions that need to be taken, or to see what happened at a meeting they missed. Rotate this duty among the team members.
• Draft next agenda.
At the end of the meeting, draft an agenda for the next meeting.
• Evaluate the meeting.
Always review and evaluate each meeting, even if other agenda items go overtime. The evaluation should include decisions on what will be done to improve the meeting next time and helpful feedback to the facilitator.
• Adhere to the "100-mile rule."
Once a meeting begins, everyone is expected to give it full attention. No one should be called from the meeting unless it is so important that the disruption would occur even if the meeting were 100 miles away from the workplace. The "100-mile rule" will need to be communicated--perhaps repeatedly--to those who keep taking phone messages or would interrupt the team's work for other reasons.
*These guidelines have been excerpted from The Team Handbook by Peter R. Scholtes and Running Effective Meetings (Joiner Associates). Copies of a suggested form for streamlining meeting minutes, meeting evaluation, and meeting skills checklist are available from these publications.
SWOT Worksheet
SWOT is an examination of a group’s internal strengths and weaknesses, as well as the environment’s opportunities and threats. It should be used in the beginning stages of decision making and strategic planning.
| Strengths: |
What are your state’s particular strengths? Do you do something particularly unique? What could be an asset in developing objectives for your state plan? |
| Weaknesses: |
Where is your state lacking? What do others seem to accomplish that you cannot? What could limit your state planning efforts? |
| Potential Internal Strengths |
Potential Internal Weaknesses |
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| Opportunities: |
What is happening in your state that could provide opportunities? |
| Threats: |
What is happening that could pose threats to the process or your goals? |
| Potential External Opportunities |
Potential External Threats |
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Adapted from: Balamuralikrishna R., Dugger J.C. "SWOT Analysis: A Management Tool for Initiating New Programs in Vocational Schools." Scholarly Communications Project, University Libraries, Virginia Tech. http://borg.lib.vt.edu/ejournals/JVTE/v12n1/Balamuralikrishna.html
References
Infrastructure
ASTDD. Building Infrastructure and Capacity in State and Territorial Oral Health Programs. Jefferson City MO: ASTDD. 2000. (www.astdd.org)
ASTDD. Guidelines for State and Territorial Oral Health Programs. Jefferson City MO: ASTDD. 2001. (www.astdd.org)
Cancer Control Planet. Plan, Link, Act, Network with Evidence-based Tools. http://cancercontrolplanet.cancer.gov/.
Green L, Daniel M, and Novick L. Partnerships and Coalitions for Community-Based Research. Public Health Rep 2001 116: 20-31.
Davis MJ. Pediatric dentistry workforce issues: A task force white paper. Pediatric Dentistry. 22(4):331-5, 2000.
Ingargiola P. Understanding the dental delivery system and how it differs from the medical system. Denver CO: Anthem Foundation. 2000.
Mays GP, Miller CA and Halverson PK. Local Public Health Practice: Trends & Models. Washington DC: APHA. 2000. (www.apha.com)
National Center for Health Workforce Information and Analysis. The Key Ingredient of the National Prevention Agenda: Workforce Development. Rockville MD: USDHHS, HRSA, BHP. 2001. (www.hrsa.gov)
Partnership for Prevention. Healthy Workforce 2010. An Essential Health Promotion Sourcebook for Employers, Large and Small. Washington DC: Partnership for Prevention. 2001. (www.prevent.org)
Public Health Infrastructure. Chapter 23. In USDHHS. Healthy People 2010. Vol II. Chapter 21. Oral Health. 2nd ed. Washington DC: US Govt. Printing Office. 2000. (www.healthypeople.gov/document/HTML/Volume2/23PHI.htm)
Rowitz L. Public Health Leadership. Putting Principles into Practice. Gaithersburg, MD: Aspen Publications, Inc. 2001. (http://publichealth.jbpub.com/catalog/0834207389/)
USDHHS. Oral Health in America: A Report of the Surgeon General. Rockville MD: USDHHS, NIDCR, NIH. 2000. (http://silk.nih.gov/public/hck1ocv.@www.surgeon.fullrpt.pdf and www.nidcr.nih.gov/DataStatistics/SurgeonGeneral/Report/ExecutiveSummary.htm)
Coalitions
AHEC/Community Partners. Amherst MA. www.ahecpartners.org/resources/. Numerous materials that can be downloaded free. Materials focus on community-building and coalitions, health care access, and Healthy Communities Massachusetts.
Berkowitz B and Wolff T. The Spirit of the Coalition. Washington DC: APHA. 2000. (www.apha.com)
Bruce TA and McKane SU. Community-Based Public Health: A Partnership Model. Washington DC: APHA. 2000. (www.apha.com)
Kretzmann JP and McKnight JA. Building Healthy Communities from the Inside Out. A Path Toward Finding and Mobilizing a Community’s Assets. Evanston, IL: Institute for Policy Research, Northwestern University, 1993. (www.northwestern.edu/ipr/publications/community/introd-building.html)
Sierra Health Foundation. We Did It Ourselves. Guidelines for Successful Community Collaboration. Sacramento CA: Sierra Health Foundation. 2000. (www.sierrahealth.org/library/special.html)
Washington State Department of Health. Community Roots for Oral Health. Guidelines for Successful Coalitions. Olympia WA: Washington State Dept. of Health. 2000. (www.doh.wa.gov/cfh/Oral_Health/Community_Roots.htm)
Wolff T and Kaye G. From the Ground Up! Washington DC: APHA. 1995. (www.apha.com)
Women’s I Children’s Health Policy Center. Resource Guide to Concepts and Methods for Community-Based and Collaborative Problem-Solving. http://www.hopkinsmedicine.org/