ADA DERE: Frequently Asked Questions
The ADA Dental Experience and Research Exchange (DERE) is an outcomes assessment, research and reporting program intended to promote excellence in dental care. Get answers to commonly asked questions below.
ENROLLMENT AND FEATURES
Who can enroll in DERE and what are the requirements?
- Dental practices of any size from across the country can participate in DERE. Participants need not be members of the American Dental Association.
- Currently, a participating practice must use an Open Dental Practice Management System at Version 19.3 or higher. Practices must agree to the terms of the Agreement (See Enrollment Checklist).
Is there a cost associated with participating in DERE?
No, there is no cost to enroll your practice or run analytics or reports.
What if I want to enroll but do not use one of the Practice Management Systems listed?
As a participant, what data would I have access to in the customized data portal and on the personalized dashboard?
You will be able to view information about your practice’s patient data at an aggregate level. You will be able to filter your reports down by provider and location. The portal also has benchmarking functionality that will allow you to compare your reports at the national, regional and state level. This feature will be available at a later date.
What report features does DERE provide participating dental practices?
The personalized dashboard includes reports on specific quality measures that help a participating dental practice to:
- Understand the completeness of patient records
- Assess the practice’s procedure and population profiles
- Assess the practice’s dental caries and periodontal disease prevention and disease management profile
- Assess average charges and net revenue (after adjustments) per patient.
The ADA has selected specific quality measures based on an evaluation of evidence of their validity and reliability in the context of dental practice performance assessment. Examples of these quality measure reports include: Of those patients whose records indicate they have diabetes, how many received follow-up dental care (evaluation or periodontal treatment procedure), and of those patients whose records identify them as at elevated risk for caries, how many received fluoride varnish at least twice per year. Generating a report is dependent on specific data elements from your Practice Management System.
Can I run custom reports outside of those currently programmed in DERE?
At this time, utility is limited to the Reports defined. However, should you have a specific report request, we encourage you to email firstname.lastname@example.org for future consideration.
What browsers are compatible with DERE?
Edge, Chrome, Firefox and Safari. To ensure optimal compatibility with DERE, we recommend updating to a browser’s latest version. Please note: Internet Explorer is NOT compatible.
Can I access my account from a mobile device or a tablet?
At this time, DERE is mobile and tablet supported and will automatically adjust to the screen it’s displayed on. However, a mobile application of DERE does not currently exist. For best experience, it is recommended you access your DERE account from a computer browser.
What is a Referral Code and how does it work?
A Referral Code is a unique combination of letters and numbers issued to your practice allowing users you authorize to view and access your practice data. Your Referral Code may be copied and shared with colleagues as you see fit. Ensure only appropriate parties have access to the Referral Code. Only approve an appropriate user who is requesting access by confirming the both Referral Code and the user. Your practice is solely responsible for protecting and issuing the generated Referral Code, and for approving and disabling users when appropriate.
ACCOUNT SECURITY AND BASICS
DATA MANAGEMENT AND STORAGE
How does my practice provide data?
Participation in the DERE involves permitting the ADA Clinical Data Warehouse — a protected, cloud based repository — to connect with your dental practice’s Practice Management System software’s Application Programming Interface (API). An API is a computing interface which defines interactions between multiple software intermediaries. Additional data about participating practices and their providers is also collected from the practice management system during and after enrollment. Once API connection is successfully established, data will automatically refresh every 2 weeks.
How will ADA use my dental practice's data?
- ADA will use the data generated from participating dental practices to support development of quality measures, evidence-based guidelines, healthcare policies and clinical decision support tools.
- In addition, researchers approved and granted access by the ADA are permitted to access data through the ADA Research Portal for research purposes only. Practice and provider data will be protected and made available for research when sufficient data exists in the system.
What data will be accessed and extracted from my Practice Management System?
The ADA Clinical Data Warehouse periodically accesses electronic Protected Health Information (“ePHI”) from participating dental practices' Practice Management Systems, and extracts, collects and stores a Limited Data Set (LDS) of ePHI. An LDS, as defined in the HIPAA Privacy Rule, is partially de-identified Protected Health Information (PHI). HIPAA permits the use and disclosure of an LDS without patient authorization if certain conditions are met.
Examples of the patient identifiers that may be included in an LDS are:
- Dates of service
- Zip code
Identifiers not permitted in an LDS will be automatically rejected by the system and not stored. Examples of patient identifiers that will not be included in the LDS include:
- Mailing addresses
- Email addresses
- Telephone numbers
How does the ADA Clinical Data Warehouse handle Protected Health Information (PHI) and other confidential data?
As we are only working with an LDS of patient information (see “What data will be accessed and extracted from my Practice Management System?” above), any identifiers not permitted in an LDS will be rejected and NOT stored. Security measures are in place to protect the information contained in the ADA Clinical Data Warehouse.
What is an Open Dental token and how do I use it?
This token will only apply to practices that use Open Dental Practice Management System software. As part of the practice enrollment process, a token is required to be generated by Open Dental to activate the software’s data exchange. The use of this token is a one-time step to establish connection between your system and DERE. The activation process of creating this token can take up to 48 hours. When the token is available for the Practice Administrator, a notification will appear on their DERE practice dashboard with the token and instructions on what to do next to complete activation.
How soon after successfully using my Open Dental token will I see my practice data in DERE?
Once an Open Dental token is successfully used, practice data will become available on your customized dashboard within 1 week.
During data extraction, will there be any interruption to my Practice Management System?
Data will be extracted and refreshed through your DERE connection every two weeks (bi-monthly) between the hours of 10 p.m. – 6 a.m. EST and should not cause any interruptions to your Practice Management System. If you believe an interruption has taken place, please promptly contact email@example.com.
FREQUENTLY USED TERMS
ADA Clinical Data Warehouse
The ADA Clinical Data Warehouse (CDW) is a protected cloud-based repository that accesses electronic Protected Health Information in participating dental practices’ Practice Data Systems, and extracts, collects and stores a Limited Data Set of protected health information.
ADA Dental Experience and Research Exchange
The Dental Experience and Research Exchange (DERE) is the official name for the ADA’s Clinical Data Registry or “Registry Initiative.” ADA DERE is the trademarked name for the ADA’s Clinical Data Registry.
The Agreement to participate in DERE is made up of a Participation Agreement, Business Associate Agreement and Data Use Agreement.
A dashboard is a personalized view of accessibility and features within a practice while inside the portal.
Enrollment is the process a practice will complete during onboarding of their practice and providers.
Practice Management System
DERE allows dental practices to submit data directly from the practice’s electronic health record and Practice Management Systems, collectively Practice Data Systems. Within DERE, Practice Management System(s) is used interchangeably with Practice Data Systems.
Each participating dental practice will have access to a custom data portal that the practice can use to view a dashboard with reports for certain specific automated queries.
Any and all providers whose National Provider Identification Number (“NPI” or “NPI Number”) is entered into the ADA CDW as a result of practice’s participation in DERE. This applies to both dentist and non-dentist providers, and includes, but is not limited to, past or current owners, partners, employees, independent contractors, locum tenens, or associates.
A Referral Code is a unique combination of letters and numbers issued to your practice allowing users you authorize to view and access your practice data.
A provider affiliated with the practice when the practice begins to participate in the DERE, or who becomes affiliated with the practice thereafter and data about whom (e.g., graduation year and specialty) practice has entered into the ADA CDW.
Verification codes are codes used to authenticate a user during 2-Step authorization. Verification codes can only be used one time and expire 30 minutes after being issued.