Agd house of Delegates (hod) Policy Manual



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THE ACADEMY OF GENERAL DENTISTRY


Emergency Handbook
Adopted HOD 2007
INTRODUCTION
The aftermath of September 11, 2001, finds this new millennium in anticipation of not only further acts of terrorism, but also the imminence of an epidemic or pandemic, and the pangs of climate change. Such concerns lie amidst the more ‘ordinary’ concerns of fires, accidents, and individual medical emergencies.
As the second largest dental organization in the world, and the voice of general dentistry, the Academy of General Dentistry (AGD) owes its staff, its members, and their patients, the ability to sustain in the face of exigent circumstances.
Therefore, the AGD hereby presents this Emergency Handbook. Designed as a ‘grab-and-go’ document, the Handbook provides quick and easy directions and references to available resources for use by AGD staff or leadership in an emergency situation. The Handbook has been divided by type of emergency for ease of implementation.
TABLE OF CONTENTS


Diagnostic tests, dentists’ right to prescribe and perform 18

Environmental “best management” practices 18

Expanded Function Dental Assistant (EFDA) 18

Evidence-based dentistry 19

Definition of 19

Use of 19

Fees, adjustment of 19

Fees; i.e., usual, reasonable, customary: definition of 19

Flexible Spending 20

Fluoride in water supplies and toothpaste, position statement 20

Freedom of choice provider 20

Health care reform 21

Health care reform criteria 21

Licensing 22

Criteria for eligibility 22

Uniform standards for 22

Voluntary/Temporary Licensing 22

Medically compromised dental patients 23

Disclosure of relevant information 23

Policy statement on treatment of 23

Medicare, amendment to reimburse dentists for rendering same service as a physician 24

Nutrition and oral health 24

Oral Conscious Sedation, position statement 25

Parameters of care, ADA 26

Parameters of care, criteria for 26

Preferred Provider Organizations 27

Prepayment plans 28

Bill payer system 28

Exclude certain contract language 28

Include all phases of preventive dental services 28

Structuring of dental prepayment programs 29

Public information available to public of dental office safety 29

Resource Based Relative Value Scale 29

Rights of employers to provide health care benefits 29

School curricula – oral health education 29

Soft drink consumption/pouring rights contracts 30

Surgeon General's Report on Oral Health 30

Implementation plan 30

Third party mechanisms 31

ADA's role in problems with 31

Claim contested by dental consultant of 31

Considerations in deliberating dental health insurance programs 31

Consultant of, should make no representation to patient regarding dentist's service or fee 31

Diagnostic imaging 32

Differentials in levels of reimbursement in 32

Fee Determination 32

Fee schedules based on utilization reviews considered arbitrary 32

Guidelines for handling members’ problems with 32

Not to interfere with dentist's diagnosis and treatment 33

Overpayment recovery practices 33

Participation should not be contingent upon participation in government regulated programs 33

Reduction/denial of dental benefits must be signed by licensed dentist 34

Regulated by law or state governmental agency 34

Tissue biopsy 34

TMD policy statement 34

TMJ 35


Tooth numbering system 35

Untoward responses to products, materials, and medications 35

Vaccinations 36

Workforce, adequacy of present dental workforce 36

Workforce Policy Statement 36

Insurance, Malpractice 45

Diagnostic Imaging 58

Separation of Governance and Scientific Session 80

No member e-mail or fax information will be provided to corporate sponsors 96

Proposed projects of, sponsors to provide estimates 96

2014 Budget 99

2015 Budget 99

Member Programs 103

Constituent Services 104

Board 112

Publication credits 126

Requirements for application submission 127

Organizational Marketing 141

Advocacy Guidelines 144

Educational Objectives for the Provision of Dental Implant Therapy by Dentists 150

OPTIMAL DELIVERY OF ORAL HEALTH SERVICES THROUGH PRIMARY CARE: 176

Barriers and Solutions to Accessing Care 216

Determining the Makeup of the House of Delegates 241

AGD ELECTION GUIDELINES 242

THE ACADEMY OF GENERAL DENTISTRY 248

Rules of Procedure for Conducting The Reference Committee Hearings and Business of the Academy of General Dentistry’s House of Delegates 274

II Continuing Dental Education 291

IV Communication 292

Lifelong Learning & Service Recognition Program Guidelines 298

Mastership Award Guidelines 302



I. GENERAL PROTOCOLS
The following are general protocols in any emergency to attain the specified results. Please note that some emergencies may render these protocols impracticable, in which case, please consult protocols for the specific emergencies listed beginning in section II.

A. NOTIFICATION OF STAFF

1. DURING OFFICE HOURS


To notify all staff, contact the Executive Director (ED) or her/his designee by the most expeditious means available. The Executive Director or her/his designee shall contact all staff via AGD’s e-mail system. If the nature of the emergency renders e-mail impracticable, the Executive Director or her/his designee shall contact their reports by the most expeditious and practical means, and the reports shall contact their reports, and so forth, along the chain of command.


  1. BEFORE / AFTER OFFICE HOURS

For notification of staff before or after office hours, please use the Staff Contact List (Appendix A).


To notify all staff, contact the Executive Director or her/his designee by the most expeditious means available. The Executive Director or her/his designee shall activate the staff call tree (chain of command tree - in development). Each department director is responsible for:

  1. Maintaining an updated staff call tree for her/his department;

  2. Contacting her/his staff immediately upon receiving notice of the emergency, and if leaving a voicemail, request that the staff return her/his call immediately and provide the staff with the emergency hotline as an alternate number;

  3. Checking the emergency hotline for calls received from department staff; and

  4. Contacting her/his superior within 15 minutes of receiving notice of the emergency to inform her/his superior of the status of her/his department’s staff that have or have not been contacted.



B. NECESSARY DOCUMENTATION AND SOFTWARE

Operations Manuals

Each Departmental/Functional area is responsible for maintaining an operations manual. These operations manuals describe and document pertinent information for policies, procedures, workflow, contact information, or anything else deemed necessary knowledge in order to be able to successfully manage said department. Operations manuals are updated on a continual basis and reviewed annually by the responsible department. A copy of each operations manual is located on the AGD network. In addition, copies in electronic form on a DVD of these manuals along with this plan shall be made and stored off site in locked secured places according to the following schedule:




Responsible Party

Located at

President

Home/Office

Secretary

Home/Office

Executive Director

Home

Associate Executive Directors (including CFO)

Home

Director, Information Technology

Bank Safety Deposit Box

{See Appendix J)



Manager, Office Services

Onsite Fireproof Safe

Due to the confidential nature of the information in operations manual each DVD will be serialized and tracked. The above list of individuals will be required to sign for and return upon request issued DVD’s. Each DVD will be issued in a securely sealed envelope that is only to be unsealed in the event of an emergency.


Data back-ups

The AGD performs back-ups of its data network to tape in order to prevent the loss of electronic data. These magnetic tapes are stored per policy in the information technology (IT) department operations manual. In addition to storage and rotation information described in the IT operations manual tape back-ups from the previous night will be stored at the receptionist desk each day during business hours when the receptionist desk is staffed. In the event of a building evacuation the receptionist is charged with bringing the data tape with him/her.



C. EMERGENCY EQUIPMENT

As of March 26, 2007, the following emergency equipment is available at the AGD:


Fire Extinguisher – Available by the stairwell exit at each floor

First Aid Kit – Available at the reception desk
A defibrillator shall be available in 2008. All AGD staff must be familiar with the use of a fire extinguisher and first aid kit. Training of selected staff on each floor on the use of a defibrillator is recommended for 2008.
As a reminder, remember that a telephone might be the best equipment in an emergency.


D. EVACUATION

First and foremost, follow instructions provided by the Fire Department, Police Department, or other governmental authorities, or the floor’s Fire Captain (See Appendix K).


In most instances when evacuation of an area is required, only the floor and three floors immediately above and four floors immediately below are evacuated. The floor that is four floors below the affected floor is generally used as the Fire Department’s Command Post.
However, in the event of physical destruction of the building, or impending physical destruction of the building, the entire building may be evacuated.
In order to ensure clear uninhibited entry for the Fire Department, or other authority, into the building, it is extremely important that all tenants evacuate in the precise manner and to the exact area designated by the floor Captain, or Fire Department

The following Disaster Drill (bomb threat) Evacuation Procedure provides a guideline for evacuation.




  • The 8th & 9th floors should be split into 2 groups

  • Evacuate on the right side of the stair well (in an emergency, the fire dept will likely use the left side)

  • Evacuate to 6th floor stairwell, then wait for security talk/timing. Evacuate to the 2nd or 1st floor if instructed to do so by an AGD Fire Captain or governmental authority, or if the circumstances clearly call for complete evacuation of the building.

  • Do not use the elevators

  • Exit the building (if instructed) and cross Chicago Avenue to the park



E. EMERGENCY CONTACTS

For emergencies, please call 911. Additional emergency contact numbers are provided in Appendix H.


II. MEDICAL EMERGENCIES

A. INDIVIDUAL MEDICAL EMERGENCIES

In the event of an accident or illness to an employee or visitor, try to ascertain as much information about the situation as possible.



  1. Do not move the injured or ill person. Keep the person warm and comfortable

  2. Call “911” to request an ambulance. Give the following information:

    1. Building address: 211 East Chicago Avenue

    2. Floor of the building and location of emergency on the floor

    3. Any details available about the accident or illness

    4. Injured person’s name, if known

  3. Notify the Building Security by calling (312) 440-2911

Additionally, the supervisor(s) of the injured or ill person(s) must notify Human Resources of the incident.


For particular medical emergencies such as stroke, heart attack, choking, or seizures, please refer to Appendix E.

B. MEDICAL EMERGENCIES AFFECTING MULTIPLE PERSONS

1. BRIEF INCAPACITATION / NON-EPIDEMIC ILLNESS OR INJURY


In the event of a situation where a large portion of staff are incapacitated for a short time, operations could continue with remaining staff. In the alternative, AGD, upon determination by the Executive Director, or an Associate Executive Director if the ED is incapacitated, and with ratification by the President or one of the three Presidents, could shut AGD down for a short period of time such as 1-2 days. Beyond that, temporary staffing could be brought in until the incapacitated staff recover. For illness or injury that has affected all staff of a particular department, please refer to the respective department’s operations manual.
2. EPIDEMIC OR PANDEMIC ILLNESS / SERIOUS INCAPACITATION
a. LEVEL 1 – NOTICE OF EPIDEMIC OR PANDEMIC
Should the AGD have notice that a virus, for example, the bird flu, has mutated to become airborne and contagious between humans, this would constitute notice of an impending epidemic or pandemic. At this stage, the staff emergency preparedness task force shall closely monitor the progress of the epidemic and update staff and AGD leadership on its progress, and contact emergency and hospital personnel in the City of Chicago to inquire about recommended procedures for AGD staff and to implement these procedures among all staff.
i. Essential Services Operative

All operations shall continue as usual.


ii. Essential Services Limited

If essential services, such as postal services, are limited by, for example, addresses that mail may be delivered to, or times that the mail is delivered, the AGD shall continue operations within these limitations. Where restricted from postal communications, the AGD shall communicate the same information, as much as possible, by facsimile, e-mail, telephone, and the Internet. For other services that may be specific to particular departments, such as meeting services, please consult the respective operations manual (Appendix B).


iii. Essential Services Inoperative

This scenario would be unlikely where there is only notice of an impending epidemic or pandemic, and no incidence of the same in the locale. Nonetheless, should essential services such as postal services, cease to operate, institute communications by facsimile, e-mail, telephone, and the Internet. For other services, consult with the applicable department’s operations manual (Appendix B).



b. LEVEL 2 – INCIDENCE OF DISEASE IN LOCALE
Mere incidence of disease in the locale (the greater Chicago metropolitan area) is sufficient to institute work from home list (Appendix D) on a voluntary basis. That is, those who need to, or out of fear, want to work from home, shall be permitted to do so in accordance with the work from home list without risk of penalty. The staff emergency preparedness task force shall closely monitor the progress of the epidemic or pandemic, and shall (remotely if needed) keep staff and AGD leadership informed of this progress.
i. Essential Services Operative

Postal services shall be continued, if not from the AGD’s Chicago office, then from either an AGD constituent’s offices or from the home of the Office Services Specialist. Other services shall be continued, remotely if needed, to the extent possible and per the respective departments’ operations manuals (Appendix B). All staff shall have been cross-trained to accomplish services that require attendance at the AGD building, and upon notice of incidence of an epidemic in the locale, staff members that choose to come to the AGD building to accomplish necessary services shall subsequently be rewarded with benefits to be determined.


ii. Essential Services Limited

Postal services shall be continued from either an AGD constituent’s offices or from the home of Office Services Specialist. All staff shall have been cross-trained to accomplish services that require attendance at the AGD building, and upon notice of incidence of an epidemic in the locale, staff members that choose to come to the AGD building to accomplish necessary services shall subsequently be rewarded with benefits to be determined. Where postal services are limited, alternate means of communication such as facsimile, e-mail, telephone, and the Internet shall be utilized. For limitations to other services, such as meeting services, please refer to the respective department’s operation manual (Appendix B).


iii. Essential Services Inoperative

Should essential services such as postal services, cease to operate, institute communications by facsimile, e-mail, telephone, and the Internet. For other services, consult with the applicable department’s operations manual (Appendix B). With essential services non-operative, the only duty that would require attendance at the AGD would be reception, and this duty may be waived by the Executive Director depending upon the extent of the epidemic within the locale.


c. LEVEL 3 – INCIDENCE OF DISEASE IN THE BUILDING
Institution of the work from home list is mandatory! Unless absolutely necessary, no staff shall be permitted to enter the Jones Lang LaSalle building. The staff emergency preparedness task force shall contact the Management Office / Building Security at (312) 440-2911, and update all staff via remote communications, once the infected individual(s) have been removed, and the building has been determined to be safe.
i. Essential Services Operative

Postal services shall be continued from either AGD constituents’ offices or from the home of Office Services Specialist. Other services shall be continued remotely to the extent possible and per the respective departments’ operations manuals (Appendix B).


ii. Essential Services Limited

Remotely implement alternative communication methods, such as facsimile, e-mail, telephone, and the Internet, to supplement communications where postal services are unavailable. Other services shall be continued remotely to the extent possible and per the respective departments’ operations manuals (Appendix B).


iii. Essential Services Inoperative

Remotely implement alternative communication methods, such as facsimile, e-mail, telephone, and the Internet. Other services shall be continued remotely to the extent possible and per the respective departments’ operations manuals (Appendix B).


d. LEVEL 4 – INCIDENCE OF DISEASE IN AGD STAFF
Institution of the work from home list is mandatory! Unless absolutely necessary as determined by the Executive Director or her/his designee, no staff shall be permitted to enter the Jones Lang LaSalle building. Infected staff shall be required to refrain from entering the building. Leave taken due to illness as a result of epidemic or pandemic shall not be charged against sick leave benefits. All operations shall continue remotely to the extent possible. The tasks of staff who are unable to perform their job duties due to illness shall be assumed by the colleagues or supervisors of such staff, and this assumption of duties shall be dictated by the respective departments’ operations manuals.
i. Essential Services Operative

Postal services shall be continued from either AGD constituents’ offices or from the home of Office Services Specialist. If, due to illness, Office Services Specialist is unable to implement general services, such as mailings, the Manager of Office Services shall either implement these services or delegate the implementation of these services to constituent offices or to appropriate agencies (to be determined). Other services shall be continued remotely to the extent possible and per the respective departments’ operations manuals (Appendix B).


ii. Essential Services Limited

Remotely implement alternative communication methods, such as facsimile, e-mail, telephone, and the Internet, to supplement communications where postal services are unavailable. If, due to illness, Office Services Specialist is unable to implement general services, such as mailings, the Manager of Office Services shall either implement these services or delegate the implementation of these services to constituent offices or to appropriate agencies (to be determined). The duties of staff to communicate electronically or telephonically in the absence of postal services, shall be assumed by colleagues or supervisors within the staff’s department, should the staff be unable to implement such communications due to illness. Should an entire department be unable to perform its duties to communicate electronically or telephonically with members or other parties, the Manager of Information Technology shall assume these duties to the best of his or her ability, or shall delegate these duties through constituent offices or through other agencies. Other services shall be continued remotely to the extent possible and per the respective departments’ operations manuals (Appendix B).


iii. Essential Services Inoperative

Remotely implement alternative communication methods, such as facsimile, e-mail, telephone, and the Internet. The duties of staff to communicate electronically or telephonically in the absence of postal services, shall be assumed by colleagues or supervisors within the staff’s department, should the staff be unable to implement such communications due to illness. Should an entire department be unable to perform its duties to communicate electronically or telephonically with members or other parties, the Manager of Information Technology shall assume these duties to the best of his or her ability, or shall delegate these duties through constituent offices or through other agencies. Other services shall be continued remotely to the extent possible and per the respective departments’ operations manuals (Appendix B).


e. LEVEL 5 – SUBSTANTIAL PROLIFERATION OF DISEASE
Substantial proliferation of disease refers to nearly complete or complete transmission of disease to all AGD staff, essentially incapacitating staff. The Executive Director, if able, or an Associate Executive Director or CFO, or other designee, if the Executive Director is unable, shall 1) contact the AGD’s volunteer leaders, 2) determine if the AGD offices should be closed, and 3) determine if AGD’s operations should cease. If all of AGD staff has been indisposed, follow Section VI of this Handbook.
III. NUCLEAR, BIOLOGICAL, OR CHEMICAL (NBC) EVENT
In the event of a Nuclear, Biological or Chemical (NBC) event, or suspicion of an NBC event, staff should contact the Executive Director or her/his designee. The Executive Director or her/his designee should call 911 upon suspicion of an NBC event.
Additionally, the Executive Director or her/his designee may contact the appropriate authorities, such as the City of Chicago, Illinois National Guard, or the U.S. Department of Homeland Security, to notify them of the event and request appropriate decontamination measures.
For the purpose of containment, transportation of staff is not recommended unless approved by aforementioned authorities, or the police or fire department, or necessary to remove staff from new and imminent harm.
IV. STRUCTURAL OR SPATIAL INCIDENTS

A. PHYSICAL DESTRUCTION OF AGD OFFICE SPACE (OR THREAT THEREOF)

1. STAFF SECURITY AND RECONNAISANCE


a. STAFF COUNT
Please apply the procedures of section I.A. of this Handbook for notification of staff during office hours and after / before office hours.
If destruction of the AGD office space occurs during office hours, relocate or evacuate to a safe place before attempting to contact other staff.
Should access to e-mail be restricted due to the effects of destruction, then use a telephone and the staff contact list.
b. STAFF EVACUATION PLAN
First and foremost, follow instructions provided by the Fire Department, Police Department, or other governmental authorities, or the floor’s Fire Captain (See Appendix K).
In most instances when evacuation of an area is required, only the floor and three floors immediately above and four floors immediately below are evacuated. The floor that is four floors below the affected floor is generally used as the Fire Department’s Command Post.
However, in the event of physical destruction of the building, or impending physical destruction of the building, the entire building may be evacuated.
In order to ensure clear uninhibited entry for the Fire Department, or other authority, into the building, it is extremely important that all tenants evacuate in the precise manner and to the exact area designated by the floor Captain, or Fire Department

The following Disaster Drill (bomb threat) Evacuation Procedure provides a guideline for evacuation.




  • The 8th & 9th floors should be split into 2 groups

  • Evacuate on the right side of the stair well (in an emergency, the fire dept will likely use the left side)

  • Evacuate to 6th floor stairwell, then wait for security talk/timing. Evacuate to the 2nd or 1st floor if instructed to do so by an AGD Fire Captain or governmental authority, or if the circumstances clearly call for complete evacuation of the building.

  • Do not use the elevators

  • Exit the building (if instructed) and cross Chicago Avenue to the park



c. STAFF FIRST AID AND RECONNAISANCE

All staff members must follow the instructions of the fire department, or other governmental authority. If a staff member is injured or immobile, and in imminent danger of new harm, and you are able to relocate the staff member without exposing yourself to the same imminent harm, then do so. Otherwise, do not attempt to move any injured persons. Inform officials from the fire department, or other governmental authority, who are in or around the building, of the location, and if known, name, of injured persons.


Additionally, if permitted by the fire department, or present governmental authority, a staff Emergency Reconnaissance Team comprised of AGD staff, may enter the AGD offices to search for staff as follows.


  • Different searchers should be trained to search at different levels of a room

  • Team members should never use the elevators

  • Team members should use the exit nearest to them during a disaster

2. OPERATIONS SECURITY AND RESTORATION


The Executive Director or her/his designee shall determine if operations may continue from the AGD offices, or if alternative sites or mechanisms need to be activated. Should the Executive Director or her/his designee determine that alternative sites or mechanisms need to be activated for the continued operations of the AGD, then he or she shall consult the Roster of Emergency Operations Resources (Appendix F) to contact organizations such as consulting companies or staffing companies for assistance. Additionally, consult each department’s Operations Manuals (Appendix B) and institute work from home policies per Appendix D.


B. TERRORIST ATTACK (OR THREAT THEREOF) UPON THE CITY OF CHICAGO, ITS VICINITY, OR OTHER CITIES GIVING RISE TO AN EXPECTATION OF THE SAME IN THE CITY OF CHICAGO (BUT WITHOUT ACTUAL EVENT AT THE AGD BUILDING)

1. DETERMINATION OF OFFICE CLOSURE AND STAFF SAFETY


The Executive Director or her/his designee shall consult with Jones Lang LaSalle, and building protocols. Additionally, the Executive Director or her/his designee is encouraged to consult with the Manager of Human Resources. Based upon these consultations and judgment, the Executive Director or her/his designee shall determine whether to close the AGD offices and institute work from home measures in accordance with the work from home list (Appendix D).
2. DETERMINATION OF OPERATIONS
The Executive Director or her/his designee shall make the determination as to whether operations may continue from the AGD offices. While it would be unlikely that operations would be moved if the AGD offices have not had any actual event, it is the responsibility of the Executive Director or her/his designee, the Associate Executive Directors, the Chief Financial Officers, and the Department Directors to consult the operations manuals in preparation for off-site continuity of operations.

C. TEMPORARY UNAVAILABILITY OF AGD OFFICES

1. IN-OFFICE HAZARDOUS CONDITIONS (CHEMICAL SPILL, ETC.)


Contact the security office of the Jones Lang LaSalle building at (312) 440-2911.
Staff shall be notified in accordance with the procedures for notification of staff provided herein. See section I.A.
Should staff evacuation be deemed necessary by the fire department, or the Executive Director or her/his designee, then follow the procedures provided herein. See section I.D.
The Executive Director or her/his designee shall determine if the work from home list should be activated and if operations should be transferred.
2. FIRE
In the event of a fire, call 911. In the event of a threat of fire, notify the Executive Director or her/his designee immediately.
In the event of a fire, the fire department along with the Fire team members shall coordinate the evacuation of staff members. See evacuation procedures at section I.D. herein.
The Executive Director or her/his designee shall determine if the work from home list should be activated and if operations should be transferred.
3. WEATHER
Notify staff of inclement or exigent weather (such as an unlikely tornado in the City of Chicago) in accordance with the procedures provided in section I.A. herein.
Listen to the building’s PA system for announcements of weather conditions requiring relocation, retreat, or evacuation. Should evacuation be deemed necessary, follow the procedures provided in section I.D. herein.
The Executive Director or her/his designee shall determine if the work from home list should be activated and if operations should be transferred.

V. OTHER EMERGENCIES

A. SHOOTING, HOSTAGE SITUATION, OR OTHER ONGOING CRIMINAL ACTIVITY

Follow the following procedures:


1. Call 911 if possible

2. Call the building and request a PA system announcement for floors 8 & 9

3. Barricade yourself in your office

4. Do not leave your office until a follow up PA announcement provides that the danger has been alleviated.




B. EMERGENCY CAUSED BY UTILITY FAILURE (ELECTRICAL EVENT, GAS LEAK, ETC.)

Contact the Manager of Office Services. The Manager of Office Services shall contact the building or other necessary services.


If the building directs staff to evacuate, follow the building’s PA instructions, or if none, follow the instructions provided herein at section I.D.


C. ELECTRONIC OR NETWORK EMERGENCY (COMPUTER VIRUS, ETC.)

Inform the Director of Information Technology or his/her designee. The Director of IT or his/her designee shall contact staff as necessary.



D. FINANCIAL EMERGENCY (BREACH OF ACCESS, ETC.)

The discovery of a financial emergency should be immediately reported to the Executive Director and/or the Chief Financial Officer. In the event that the Executive Director and/or Chief Financial Officer are parties to the emergency, an immediate report should be made to the chairperson of the AGD Audit Committee. In all cases, refer to the Charge of the Audit Committee. See Appendix G.



VI. DISASTERS RESULTING IN THE COMPLETE DECIMATION OR UNAVAILABILITY OF AGD STAFF
If neither the Office Services Manager nor the Executive Director nor her/his designee, can be reached, then the building management shall contact the President of the AGD or his/her designee in the event of an incident resulting in the complete decimation or unavailability of AGD office staff. In the absence of the President and his/her express designation of a designee, the designee shall be the AGD Officer who is next in the line of succession to the presidency in accordance with AGD Bylaws.
Upon receiving notice of the incident, the President or his/her designee shall activate the call tree (Figure A.) using available communications to contact the other officers, trustees, regional directors, and constituents’ presidents. The President or his/ her designee shall continue to update these volunteer leaders of the status of the incident if on-going. Note that it shall be impracticable to redirect all incoming calls from the AGD to the President because the AGD main office presently receives an average of well over 200 calls per day. However, this Handbook includes resources such as contact information for association management firms (Appendix F) which the President or his/her designee should contact for assistance with management of AGD communications.



VII. DISASTERS AFFECTING AGD’S LEADERSHIP

Board meetings could place the Academy’s leadership structure at risk, since the Executive Committee, the Trustees, the Executive Director, and key staff directors would all be in one physical location.  Annual Meetings present an even greater risk to the larger governance structure of the Academy. 

In the event that a disaster at a Board meeting or an Annual Meeting destroys all or a significant number of the Academy’s top leaders, the Academy should replace its leadership structure as follows:


  • If the entire Board were eliminated in a disaster, protocols are in place for the election of Trustees (and Regional Directors, if they were also affected).  Regions would need to appoint temporary representatives and hold elections as quickly as possible to fill the vacant slots. 

  • In the event that the Executive Committee is suddenly eliminated, the Trustees should form a Nominating Committee to identify qualified individuals and elect another set of officers until elections can be held at the next Annual Meeting.  Candidates’ campaign materials could be posted to the AGD web site in the Members Only section, and grassroots members could be asked to contact their Trustees with their input regarding the election.

  • Once the officers have been selected, the Process for Hiring an Executive Director would govern the process for hiring the new chief executive, if needed. 

  • If the Executive Committee, Trustees, and Executive Director are all eliminated in a disaster, then the organization should begin by replacing its volunteer leadership structure so that the new officers can fill their designated roles in hiring the new Executive Director.  Based on the protocol in the Constitution and Bylaws, the Regional Directors would step in immediately to fill the vacant Trustee offices until elections could be held by the regions.  As soon as possible, this new group of Trustees should form a Nominating Committee to identify qualified individuals and elect a new set of officers, with input from grassroots members via the web site as previously discussed.  Once the Executive Committee is in place, then the officers should follow the Process for Hiring an Executive Director to select the next chief executive.

As a safeguard, the Executive Director will determine a lengthy order of succession for staff members to run the Chicago office in the event of a disaster, which will be maintained by the Human Resources department and provided to both the Executive Committee and the Executive Staff on an annual basis.


CONCLUSION
Disaster is inevitable. It is those organizations that prepare for disaster that survive in the aftermath. As the second largest organization of dentists in the world, we owe it, not only to our staff, but also to our members and to their patients, to survive, and if possible, thrive. Successful implementation of this Handbook shall require staff dedication to periodic testing and revision, and communication with volunteer leaders to ensure their awareness of the provisions of the Handbook. Regardless of whether the inevitable emergency affects one or all, this Handbook ensures that we work together as one team, and one voice, the voice of general dentistry, to ensure the survival of our staff and the AGD.
TABLE OF APPENDICES


Appendix A: Staff Contact List

Appendix B: Operations Manuals (Available on CD)

Appendix C: Occupant Handbook (Jones Lang LaSalle)

Appendix D: Work from Home List

Appendix E: First Aid Reference Guide

Appendix F: Roster of Emergency Operations Resources

Appendix G: Charge of the Audit Committee

Appendix H: Emergency Contacts

Appendix I: Crisis Communications Plan

Appendix J: Bank Safety Deposit Box


Appendix K: AGD Fire Safety Team Roster


Appendix L: AGD Constitution and Bylaws


Appendix M: AGD Board Policy Manual
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