Clearinghouse for Board Actions

Download the Self-Query Form   See below for more details

HISTORY AND PURPOSE

The American Association of Dental Examiners, founded in 1883, is composed of state dental boards, the District of Columbia, Puerto Rico and the Virgin Islands, as well as both past and present members of those boards, board administrators and board attorneys. The AADE focuses on licensure issues and the sharing of information.

The AADE and its member boards seek first to protect the public. One of the problems which challenges state boards of dentistry is assuring the public that dental practitioners currently licensed in their state, and practitioners who move from state to state, practice in accordance with state dental practice acts.

In 1981, the AADE General Assembly adopted a resolution to investigate the feasibility of establishing a clearinghouse of final disciplinary actions taken against violators of state dental practice acts. After reviewing a detailed report from the AADE Executive Council, the 1982 General Assembly adopted a resolution directing the Association to establish a Clearinghouse for Board Actions. In response to the resolution, the AADE Central Office sent out a request to all state boards asking for participation in the Clearinghouse. As a result, a manual system of data collection and compilation was implemented. In 1989, the AADE recognized the need for computerizing and enhancing the Clearinghouse. This need was pursued and the AADE was awarded a contract by the Department of Health and Human Services, Health Resources and Services Administration to meet these needs.

The purpose of the Clearinghouse is to provide a central register where the final actions taken by the boards of dental examiners may be recorded. Information indicating whether or not an individual has been involved in a board action may then be obtained on request from the AADE. The Clearinghouse does not currently provide malpractice information or verify credentials.

Only practitioners who have been sanctioned are listed in the AADE’s Clearinghouse for Board Actions. Authorized users of the Clearinghouse submit queries by providing practitioner names and their associated biographical data to the Clearinghouse. These inquiries are matched against the information in the database. Any errors in biographical information submitted by the user will adversely affect the outcome of the search.

Clearinghouse information is intended to serve as a "flagging system". Please note that any information provided to an organization is to be kept confidential and cannot be released, directly or indirectly, to any other person, party, entity, or organization. An organization may report that a practitioner through the AADE’s Clearinghouse and that there was no information on the practitioner in the Clearinghouse at the time of the report. If there is a report on a practitioner, an organization must directly contact the reporting agency in order to obtain current information from the primary source. Information may be released to the organization's clients only if allowed by the primary source. Under no circumstances, however, may an organization provide AADE reports to other clients or to other locations of that organization. In order for an organization to screen through the AADE, a valid contract must be in place between that organization and the AADE.

WHO IS AUTHORIZED TO QUERY

The Clearinghouse will accept requests for information from state boards of dentistry, federal agencies, contracted clients and practitioners who request a self-query.

HOW TO BECOME AN ELIGIBLE ENTITY

To access the AADE Clearinghouse for Board Actions’ query system, a valid contract must be in place between the organization and the AADE.  Simply download the AADE Application for a Contract and forward the completed form to the AADE Central Office via E-mail at clearinghouse@aadexam.org. or mail to the address on the application form.

To download application, click here. AADE  Application for a Contract.

The fee schedule is shown below.

HOW TO REQUEST A SELF QUERY

A request for information from an individual practitioner regarding his or her own file will be honored, provided the practitioner’s signature on the Self-Query Form is notarized. A practitioner will receive the same information as provided to other authorized entities.

To download the Self-Query Form, click here. Self-Query Form

Complete the Self-Query Form, notarize and mail to AADE. The cost is $8.00 per query. Please enclose a check or money order made payable to the American Association of Dental Examiners, 211 East Chicago Avenue, Suite 760, Chicago, IL 60611. The result of the self-query will be mailed in ten business days upon receipt of the self-query.

FREQUENTLY ASKED QUESTIONS

General Information about the Clearinghouse for Board Actions

What types of practitioners are found in your Clearinghouse?

Practitioners having a DDS or DMD degree, Dental Hygienists and Dental Assistants.

What type of information will I receive on individuals found in your Clearinghouse?

Any actions taken by the state dental boards and the armed forces.

Is it mandatory that these agencies report to the AADE?

                    No, each of the reporting entities provides information
                    to us voluntarily.

How long has the AADE been collecting the information in its Clearinghouse?

                    Much of the information dates back to the mid 1980’s.

What is the difference between the AADE and the National Practitioner Data Bank?

The AADE is a not-for-profit association that opened for business in 1883 and has been reporting sanctions against practitioners since 1988. The NPDB, a government agency, began collecting and reporting sanctions in September 1990. Also the AADE reviews each query to verify the information prior to mailing the customer a report.

How may I obtain information to become an eligible entity?

You may request to become an eligible entity by completing an Application for Contract (just click on AADE Application for a Contract shown above to download a copy). If approved by the AADE, a package will be mailed which includes a contract, fee schedule and other pertinent information.

Questions about submissions

What information do I need to provide you in order for you to search a practitioner?

You will need to provide us with the practitioner’s full name, date of birth, school of graduation, year of graduation, and type of degree.

How do I submit the information?

There are two methods to submit your requests. The first is either by mail or fax (i.e., manual submission) and the second is by using the AADE On-Line Query System.

If I submit requests manually, how many names may I submit on one list?

                    You may include as many names as you wish on each
                    submission.

Are handwritten submissions acceptable?

If you do not have access to a typewriter, word processor, or computer, you may hand-write your submission but always allow extra time for a handwritten list as it is more difficult to enter and proof.

May I fax you my list and have you fax me the results for a quicker turn around?

Requests can be faxed to us. Because of the confidentiality of the information in our reports, however, we cannot fax our reports to you. We will be glad to overnight mail, if you provide your billing number. (Federal Express or UPS).

How long will it take for me to receive results?

For manual submissions, a report showing the result will leave our office no more than ten business days from date of receipt. For on-line submissions, preliminary results will be available within minutes. Preliminary results will show that there was either no match for a practitioner or that further research is required. The final results for those practitioners who required further investigation will be sent to you within 10 business days.

Should I send you a copy of the practitioner’s signed release form?

No, as long as we have a copy of your release form and you have the signed original in your files all requirements have been met.

May I share your report with sister organizations?

You may not pass our reports to any entity, department, or individual outside your office. You may indicate, however, that the practitioner was searched in our Clearinghouse and not found to have actions. When the database shows an action taken against a practitioner, your use of the information is subject to your verification of the information with the source agency.

Questions about payment

Can I pay for your services with a credit card?

                    The AADE is not accepting credit payment at this time..

Can I be invoiced for payment of my submissions?

In order to be invoiced for payment, you must have established a line of credit with the AADE.

To access the AADE Clearinghouse Query System click here: Clearinghouse Query System