Office Policies

September, 2020 Calendar
NEW OFFICE SAFETY PROTOCOL & ONLINE FORMS
- CLICK HERE

CURRENT COVID-19 UPDATE ON JUNE 6th


Dear Patients and Families:
We write this email hoping that it finds you and your family in good health and high morale. We are very excited to let you know, as our community is continually progressing toward a safer environment, in a cautious and healthy manor, we are officially reopening on June 8th and are currently rescheduling appointments in the order they were when we closed on March 18th. As we call on you please be prepared to allow us to take the time to get best contact information regarding cell phone numbers and email addresses. The correct contact information is critical to safety, efficiency and communication. Though the high level of orthodontic care and genuine relationships will remain the same when arriving to our office, many things have been changed to assure the highest standard of safety for our patients, staff and families.

Infection control has been elevated to the top of the list of priorities in preparing to reopen our practice. Our office has always followed the recommendations by the American Dental Association (ADA) and the U.S. Centers for Disease Control and Prevention (CDC) and the Occupational Safety and Health Administration (OSHA). We are going beyond the recommendations from these organizations to disinfect and sterilize in the following ways:

*We have purchased and implemented 4 Medical Grade H13 Filter Air Purifiers (higher rated than True HEPA) 99.97% particle removal down to 0.1 microns. which will run continuously throughout the day. These 4 stage filters will turn the air in our facility over ~ every 30 minutes.

*Twice daily we are using a Hypochlorous Acid Fogger to completely disinfect our facility. This amazingly safe and effective cold-fogging technology has been applied in industries such as health care, optometry, dental hygiene, public schools, restaurants, agriculture, fish and meat processing plants, public facilities, hotels, ICUs, etc. It is 100% safe for humans, chemical free, non-toxic and all-natural. Yet it kills 99.9% of bacteria and viruses within ~30 seconds of application. If you are unfamiliar with this technology, I encourage you to take the time to look into it. Hypochlorous Acid is highly effective in killing SARS CoV-2, the virus that causes the corona virus/COVID-19.

*Hospital grade, EPA registered, surface disinfects are in effect throughout our day. We have, in the past, and will continue to utilize the services of an experienced contractor to employ routine cleaning and disinfection strategies nightly

*Health checks on all staff will be in effect daily

*As stated in previous correspondence, many changes and upgrades have been initiated in our office, including virtual monitoring/artificial intelligence platforms, upgrades in lighting and facility changes to help ensure everyone's safety...you will notice the difference! We have always strived to deliver the best outcomes possible and go to great length to make that happen. The changes we have made to our scheduling templates and appointment objectives were redesigned to allow us to continue with our high standard of care, but in a much more timely fashion. We hope our schedule is where you see the biggest difference in our practice. We need you to help us make that happen!

In addition to increased infection control we have a new safety protocol to follow for office visits:

 All patients will be receiving their usual text reminder 2 days prior to their appointment. Within the reminder text you will find a link to 3 forms. All 3 of these forms MUST be filled out virtually (we are doing our best to eliminate unnecessary paper) and signed before we can see you. Once clicked on, the link will ask you to download the App, PDFfiller. This App will allow for your viewing, filling out and providing your digital signature on the 3 forms. Alternately, once the link is clicked on you will have the option to not download the App but to "Continue In Browser" which will take you to the links on our website and you can fill the forms out there using your cell. A third option is to go directly to our website on your PC or tablet and fill out the forms there. Your submission of these forms will represent your confirmation of the appointment.

1) Office Protocol Acknowledgment: is a summary of the steps you will need to know for a safe and rewarding appointment and experience
2) Supplemental Health Questionnaire: asking the typical Covid-19 era questions as to your recent health and possible risk factors
3) Supplemental Informed Consent: acknowledging your awareness of the Covid-19 virus

 Please brush your teeth well and use the restroom prior to arriving for your appointment, as our brushing station will be temporarily closed, and our restroom facility will have limited access.

 Just prior to the shutdown we implemented virtual check-in for your appointments .Text our office number when you arrive to the parking lot and our staff will check you in for your appointment. Make sure you identify yourself on the text, and you will also expect to receive a reply letting you know we have successfully checked you in.

 Your car is the new "on-deck" waiting room! Once your chair (now better defined as a cubicle) is ready we will text you to come up to the office. The front door will be locked, however a staff member will meet you at the upstairs entrance to take your temperature and escort you to your freshly disinfected personal cubicle.

 Masks are REQUIRED in the office and should only be removed for the active treatment phase of your appointment

 Common areas (waiting room, kid's cave) will be temporarily closed.

We can't wait to see you and are looking forward to continuing to give you a Reason to Smile! We will be continuing the process of re-appointing over the next couple of weeks. The shutdown affected nearly 2000 appointments so the process is rather time consuming and continues on. Many or most of you are familiar with our long time Scheduling Coordinator, Brenda. Brenda was scheduled to retire April 24th. However, she has graciously offered her help in getting you rescheduled (then she will ride off into the sunset with her husband, Dave). Dave has been instrumental in helping me upgrade our facility to better accommodate you. We thank them both, and wish them the best. Of course we will miss them, however they have promised to return on occasion. Approximately half of you will be speaking with Danna for your re-appointment call. Danna (she worked with us for 3 days in March, prior to the unfortunate shutdown) comes to us with 12 years of experience and a boatload of knowledge to help us take care of you. Please join us in welcoming her on board.

Thank you for being our patient, we value your trust and loyalty in our practice. We are looking forward to welcoming you back into our practice and moving forward as a team and a community.

-Dr. Kashner and Team


Previous COVID-19 Updates

Previous Update on May 19th From Dr. Kashner & Team

Dear Patients and Families, We very much hope this email finds you and your families well. This is intended to be a quick message to clarify our scheduling plan and progress. So much has changed regarding how we need to operate going forward. Pretty much, every aspect of our practice has been evaluated for modification related to safety, efficiency and best outcomes. We are instituting artificial intelligence platforms that will allow us to see some appointments virtually. We have cleared our scheduling templates, and re-evaluated our patient pool and their needs top to bottom. At this moment please consider any appointment you have with our office as not valid. Our intention is to take an appointment that likely would not have worked out as well as we would like and put that in a place that better reflects your individual needs and progresses your treatment as we all desire. We want to make up for some lost time, as much as that is within our power, and have designed our templates to reflect that approach. We care...we care a lot and we will not leave you behind. Know that we are putting in long days working to tie it all together.

Our staff are all on board. I ran across an email this morning with the subject "What To Do When Your Staff Complain About Coming Back To Work." I was able to skip over that one, but not before taking a moment to realize how fortunate I and our patients are to have such an amazing group of professionals to care for them. No complaints but a whole lot of enthusiasm! As an example of their commitment it has been recommended by our association(s) that braces removal appointments be moved to August or beyond. While that is the advise and approach that many offices are taking, we do not see that as acceptable and are working on equipment enhancements, facility modification, filtration systems and safety protocols to make the de-bonds (braces off) happen!

We are competing with many entities for the same equipment and supplies to protect our staff and patients. To give some perspective, the Washington State Dental Association last week was able to secure 150,000 appropriate masks. You had to go wait in line in Seattle this past Saturday morning to get your ration of 50 masks max per office. Getting PPE (personal protective equipment) is nearly impossible right now! We for the most part (not entirely) will be temporarily restricting bathroom usage so at least we are out of the toilet paper competition.

* please know that we are "all about you" and are working hard to provide the best for you

* consider that any appointment you had previously scheduled with us as no longer valid

* be patient as our staff is working from home and have their own family duties to work through

* you will be contacted as we move through our lists. If you need us call us, but otherwise, to not overwhelm our voice messaging system, PLEASE ALLOW OUR STAFF TO CONTACT YOU. Our staff is not in the office and does need to check the machine remotely. We also want the emergency patients and vendors, who may have equipment/supplies, we desperately need, to be able to leave messages as necessary

* we as well are working on getting our systems and protocols documented and online so you know exactly what to expect from us and what your role will be. Orthodontic treatment can only be successful in a team approach. More than ever we depend on you to help us help you!

We hope for your continued Well Being!!
Dr. Kashner and Team


Previous Update From Dr. Kashner & Team on May 12th, 2020

To our patients...
Our office/staff hope's everyone is doing well and making the best of these challenging times. We would like to update you with the best information we have at this time.. It is proving to be quite the struggle to get the answers we need from our resources that would allow us to give you accurate or best timelines. Our most recent estimated date to reopen for non-emergency visits was May 19th and was given by Proclamation 20-24, and signed into law by Governor Inslee. As COVID-19 guidelines are evolving, we  have been working to ensure the safest possible environment for our patients, staff,  and families. This includes updated patient and staff safety protocols, increased disinfection and sterilization, air filtration systems,  office modifications/upgrades, and additional levels of Personal Protective Equipment (PPE) for staff.  Securing the necessary PPE is proving to be the biggest question/roadblock in allowing us to provide the definitive dates or timelines, we so desire, to pass on to you. There is an appreciation of their efforts and for the difficulties that our resources are having in providing us information they just don't have yet. We do anticipate, and certainly hope, that a lot will "come together" by week's end (5/15) allowing us to confidently move forward in rescheduling the, more than 2000, appointments that were affected.
We understand that this may be a frustrating time for all parties but please do know that our utmost goal is to take care of our patients, staff and community in the best way we can. Once we have  more definitive timelines regarding the needed PPE to operate safely and effectively we will move forward with the process and be calling you to reschedule your appointment(s).
As we are re-engaging with our patients we will be giving you information regarding where you can find our updated patient/office safety protocols. We will ask that you make yourself familiar with these written protocols and in some cases sign off that you have done so.
We wish for the health and safety of everyone in our community. Thank you for your flexibility and understanding as we, together, navigate the road ahead!
Dr. Kashner and Team

Office Hours

Monday: 9 a.m. – 6 p.m. 
Tuesday: 8 a.m. – 5 p.m.
Wednesday: 7 a.m. – 4 p.m.
Thursday: 7 a.m. – 4 p.m.
Friday: 8 a.m. – 4 p.m.

*Our work schedule alternates week to week from Monday – Thursday to Tuesday – Friday.

Appointments

Your scheduled appointment time has been reserved specifically for you. We request a 24-hour notice if you need to cancel your appointment. We are aware that unforeseen events sometimes require missing an appointment. After missing your second appointment without notifying us 24 hours in advance, you are subject to being charged an additional fee.

Insurance

Our office is committed to helping you maximize your insurance benefits. Because insurance policies vary, we can only estimate your coverage in good faith but cannot guarantee coverage due to the complexities of insurance contracts. Please inform us of any changes to your insurance coverage.

Our Philosophy – Give ‘em a Reason to Smile!

Dr. Kashner and his staff at our Covington, Washington office are dedicated to providing a positive orthodontic experience for all of our patients and their families. We take pride in delivering the best orthodontic care in a clean, safe, modern, and energetic environment! Our team is committed to delivering you the best orthodontic treatments possible through continuing education, the introduction of the newest treatment techniques into our practice, and taking the time to get to know you and your family. With this philosophy at the forefront of our thinking each time we see our patients, you can rest assured that you will receive the best orthodontic treatment the Covington, Maple Valley, and Kent, Washington area has to offer!