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.
ADA DERE: Frequently Asked Questions
Enrollment and Features
- 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).
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.
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.
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.
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
- DERE accounts are protected by 2-step authorization, as well as other security measures designed to help protect them from unauthorized use and outside attacks.
- Account users must take steps to restrict unauthorized access as well, such as securing sign in information (username and passphrase) and a practice's Referral Code.
2-step authorization is a security process used to help protect DERE accounts from unauthorized access and outside attacks. The first step is to enter your sign in information. The second step is to enter a verification code sent to you. Entering the correct verification code allows access to your DERE account. When signing up for the first time or when changing your passphrase, you will be required to verify by mobile phone and by email before accessing your account.
To help safeguard against security risks, please make sure to use reasonable security safeguards, such as:
- Only allowing individuals that are authorized by the practice to access the practice’s DERE platform
- Not sharing any sign in credentials
- Immediately resetting your passphrase if you did not just attempt to access your account but receive a verification code text or email from DERE
- Promptly contacting firstname.lastname@example.org to transfer or deactivate DERE credentials whenever any individual’s access is no longer appropriate.
Data Management and Storage
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.
- 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.
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:
- Patient names
- Mailing addresses
- Email addresses
- Telephone numbers
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.
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.
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
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.
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.