All Kids Dental School Program

The HFS All Kids School-Based Dental Program allows registered dental providers and certified public health dental hygienists to provide out-of-office delivery of preventive dental services in a school setting to children ages 0–18. Recognizing the unique qualities of the All Kids School-Based Dental Program, specific protocols have been developed to assist All Kids School-Based Dental Program Providers. Providers who do not adhere to the requirements for participation are not eligible for reimbursement.

The School Year runs from August 30, 2023 – July 31, 2024.

Providers who wish to participate as an All Kids School-Based Dental Program must meet the following requirements:

 
1.   Be enrolled as a participating dental provider or public health dental hygienist, be in good standing, and be associated to the CORRECT entity through the IMPACT provider enrollment system.

2.   Attend the mandatory All Kids School-Based Dental Program Conference Call. 

3.   Complete the All Kids School-Based Dental Program Provider Registration Application. Each entity (corporation, partnership, etc.) must register all Providers (including public health dental hygienists) rendering services for the entity. If a Provider renders services for more than one entity, he/she must be registered under each entity separately.

4.   Be able to render the full scope of School-Based Dental Services for an out-of-office setting

D0120 – Periodic Oral Examination

• D1120 – Prophylaxis – Child (Toothbrush Prophy should only be used as a last resort)
  
• D1206 – Topical Application of Fluoride Varnish
• D1208 – Topical Application of Fluoride (excluding prophylaxis)
• D1351 – Sealant – Per Tooth
• D1354 - Silver Diamine Flouride

5.   Providers must include

(D0601, D0602, or D0603) and documentation on claim form for payment to be made.  When submitting school services for reimburse claim must contain one of the Caries Risk Assessment Codes (D0601 – D0603) to receive reimbursement. No Caries Risk Assessment will result in the entire claim denying.

• D0601 - child has no visual signs of decay - advise to see dentist twice a year.
• D0602 - child has cavity/cavities – advise child needs follow check-up with dentist.
• D0603 - child has dental disease – child needs to go to dentist now for dental toothache.

6.   Utilize the calendar platform called

 All Teamup calendar fields must be current, with an accurate listing of dental professionals who will be on-site providing services (dentist/hygienist/dental assistant) and the number of children expected. Events should be placed on the calendar at least 3 weeks in advance of each event and updated to reflect changes or additions to scheduled events. Changes made inside of a three-week window before a scheduled appointment are highly discouraged. When changes are necessary, ALL changes that occur with less than a 2-week notice must also be submitted to:

7.   Provide a completed copy of the Illinois Department of Public Health (IDPH)

For every child seen to the school staff member was responsible for maintaining the completed forms at the school. The form can be found under Oral Health at

IDPH Proof of School Dental Examination Form

8.   Complete a

and give to school personnel to communicate with the member's parent/guardian regarding the student's oral health and the need for follow-up care. The form must provide the Members Caries Risk Assessment and the appropriate Referral Plan to provide restorative follow-up care to the member (if follow-up care is required).

9.   Completed

for each location where school-based dental services are provided. Each entity is responsible for selecting, implementing and providing a referral plan for each location, and each child with urgent treatment needs. A Referral Plan for all children that receive D0602 and D0603 CRA Codes must be included in School Follow Up Form.

10. Complete and maintain a

for each member receiving School-Based services. This record must include relevant components of the Patient Record. The All Kids School-Based Dental Provider is responsible for ensuring HIPAA compliant record retention and the location of record retention storage must be provided at the request of HFS.

11. Obtain a signed

from each member prior to providing services. The Consent Form must provide information regarding each of the school-based preventive services and must be signed and dated by the member's parent/guardian. An additional consent form must be utilized for those Providers who perform mobile restorative care to children in the All Kids School-Based Dental Program. In accordance with HFS policy, signed Consent Forms are valid for 365 days from the date of parent/guardian signature and must also grant permission for IDPH oral health consultants to perform sealant rechecks up to a year after the sealant is placed.

12. Have an

on site. The policy has been published and can be found at

13. Follow all guidelines on the Quality and Safe Care Assessment Checklist

14. If applicable, have a

between provider and public health dental hygienist.

On behalf of HFS, the Illinois Department of Public Health (IDPH) performs periodic site visits to providers enrolled as an All Kids School-Based Dental Program Provider, using the Quality Assurance Tool. School based providers must have fully functioning dental equipment that includes suction, air/water syringe, compressor, vacuum, and direct light source. Providers with malfunctioning or in-operable dental equipment will be required to cease all school-based services until all dental equipment operations meet required standards.

When filing a claim for

performed in a school setting, designate the place of service as follows:

• For paper claims, mark the 'other' box in the place of service field, #38 and, write "school" in the remarks field, #35.
• For electronic claims, in the place of service field, type 03 for school.
• If in Collaborative Agreement, add Public Health Dental Hygienist name in box #38

Links

• 2024-2025 All Kids School-Based Dental Program Requirements (pdf)
• 2024-2025 All Kids School Dental Program Provider Registration (pdf)
• All Kids School-Based Dental Program Checklist (pdf)
• Instructions for Creating and Using a Team-Up Calendar Account (pdf)
• All Kids School-Based Dental Program Conference Call 2023-2024 (pdf)
• Anaphylaxis Update (pdf)
• Quality and Safe Care Assessment (pdf)
• School Exam Follow-Up Care Form (pdf)

If you have any questions regarding the All Kids school based dental program, please email HFS.Dental@illinois.gov and DPH.OralHealth@illinois.gov.