5.5 OOH-Funded Program Requirements

Data Management

Programs must complete and submit quarterly activity reports on the data tracking sheet. Programs are required to collect grade level data across all data measures and demographics.

consent formSchool-based dental sealant program data are necessary for program operations, accountability, and reporting to funders and others. Data collection begins with the consent form. Each county in Maryland has developed its own consent form to comply with school and jurisdiction requirements. OOH has a template informed consent and medical history form that counties may edit to fit their needs, if they choose to use it. Certain fields must be included in consent forms. For example, all programs must ask a question about race using the required choices for parent response. Needed data must be transferred from the hard-copy consent form to a spreadsheet or another database and then aggregated and outputted. The informed consent and medical history form is also available in Spanish.

OOH does not require funded programs to use a particular data-entry system or database for managing dental sealant program data. In partnership with local health departments, OOH has developed an Excel spreadsheet that can be used for data collection. CDC has developed Sealant Efficiency Assessment for Locals and States (SEALS), a spreadsheet program for inputting, analyzing, and reporting dental sealant program data. OOH has not adopted SEALS but has adapted its own form available to OOH funded programs, based on many data elements highlighted in SEALS. Programs wishing to receive a copy of this form may contact Susannah Farabaugh, Dental Sealant Program Manager, OOH, at susannah.farabaugh@maryland.gov.

SEALS software allows dental sealant programs to estimate their effectiveness and efficiency. Data are entered into SEALS for each school dental sealant event. SEALS and its accompanying package, SEALSAdmin, generate reports for each school, for programs (combines data across schools served by a single program), and for the state (combines data across programs funded by a state). SEALS reports include the following information:

  • Sociodemographic information on the population the program serves
  • Basic screening survey indicators
  • Summary measures on whether the program is sealing high-risk teeth (e.g., tooth type and estimated caries attack rate without the program)
  • Summary of services delivered by the program
  • Summary indicator of quality (e.g., retention rate, number of prevented caries, referrals, referral success rate)
  • Indicators of efficiency (e.g., program cost to prevent one cavity, number of children’s teeth sealed per chair hour)

SEALS software is available free of charge from CDC. Training and limited support are also available from CDC. Currently, SEALS software is not capable of producing invoices for third-party payers such as Medicaid.

Programs are encouraged to send reports home to parents documenting any dental sealants placed and offering referrals, if necessary. OOH’s Dental Sealant Guidelines and Operations Manual includes a report template that programs may use.

Often, the person entering data into OOH’s required reports is not a member of the dental sealant team and may not fully understand what the information represents. Therefore, OOH has provided a data definitions form for school-based dental sealant programs to be completed quarterly and submitted to OOH. The form was developed to help staff determine where to record data in OOH’s reporting forms. School-based dental sealant programs are encouraged to hold regular sealant team calibration meetings to ensure that all staff understand data-collection and reporting practices.