Unit of competency Outline
Date retreived
22/07/2026 7:13 PM AWST
22/07/2026 7:13 PM AWST
Whilst all efforts are made to provide accurate and timely information from the relevant source/documentation, please be aware that the information supplied may not be the most current version. The accuracy of the detail has not been confirmed by the Department and therefore should not be relied upon without first confirming the contents.
Assist with administration in dental practice
Assist with administration in dental practice
Unit of competency
National Code
HLTDA306D
HLTDA306D
State Code
WD107
WD107
TGA Status
Replaced
Replaced
DTWD Status
Replaced
Replaced
State Implementation and Classification
Approved Date
30/07/2012
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
30/07/2012
Nominal Hours
150
Description
DescriptorThis unit of competency describes the skills and knowledge required for a dental assistant to assist the operator by managing appointments to suit the client and the organisation, to record and reconcile payments and to maintain client recordsAll procedures are carried out in accordance with work health and safety (WHS) policies and procedures, current infection control guidelines, Australian and New Zealand Standards, State/Territory legislative requirements and organisation policy
Notes
Elements and Performance Criteria
1. Communicate effectively with clients and other persons
- 1.1 Greet clients and other visitors appropriately
- 1.2 Make available an appropriate environment for the client to complete medical, dental and financial details
- 1.3 Listen carefully and be sensitive to client and/or carer point of view
- 1.4 Provide information to client and/or carer appropriately and completely using language that can be easily understood
- 1.5 Ensure client and/or carer understands information provided to them
- 1.6 Show empathy and respect for client and/or carer by being polite and avoiding negative comments
2. Respond appropriately to enquiries from clients and visitors
- 2.1 Maintain personal dress and presentation
- 2.2 Operate communication equipment effectively
- 2.3 Respond to enquiries promptly, politely and ethically
- 2.4 Determine the purpose of an enquiry, the identity of the person and retrieve relevant record/s if required
- 2.5 Prioritise messages and record them legibly and accurately
- 2.6 Refer enquiries outside area of responsibility and/or knowledge to appropriate supervisor
- 2.7 Comply with organisation protocols for electronic communication with clients and/or carers
- 2.8 Maintain confidentiality of information relating to clients, staff and the dental practice/organisation
3. Allocate appointments appropriate to client and organisation requirements
- 3.1 Identify the client's appointment requirements
- 3.2 Agree an appointment time which meets the client's preferences and the organisation's requirements
- 3.3 Record the appointment details accurately and legibly using standard dental notation in the organisations appointment system
- 3.4 Provide a copy of appointment details to the client
- 3.5 Monitor appointment schedules and notify clients and the oral health care team of any necessary changes within a suitable timeframe
4. Calculate and record basic financial transactions
- 4.1 Complete petty cash vouchers accurately and account for all monies
- 4.2 Calculate correct fees
- 4.3 Apply GST where appropriate in line with identified requirements
- 4.4 Check and record legibly and accurately payments received
- 4.5 Validate cheques and credit card vouchers
- 4.6 Provide the client with a receipt
5. Handle cash and record financial transactions
- 5.1 Balance accurately monies received against records of payment in accordance with organisation policies
- 5.2 Secure cash is secured in an approved location
- 5.3 Respond to suspected breaches of security and take the appropriate action with minimum delay in accordance with organisation policies
- 5.4 Identify a record of bad debts and take appropriate action in line with office procedures
- 5.5 Follow banking procedures in accordance with organisation policies
6. Maintain client records
- 6.1 Remove the correct client files and attach the appropriate fees and diagnostic records
- 6.2 Place files in order of appointment
- 6.3 Enter information legibly, accurately and update as appropriate
- 6.4 File client dental records correctly after use
- 6.5 Maintain up-to-date, accurate, legible and complete records of laboratory work
7. Assist with client recalls
- 7.1 Apply knowledge of a client recall system
- 7.2 Mark client records with the relevant recall date as appropriate and as directed by the operator
- 7.3 Identify clients who are due for recall and notify them that an appointment is due
- 7.4 Follow-up with courtesy those clients who do not respond to a recall appointment request
The Range Statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance.
Abbreviations and symbols may include:
Abbreviations and symbols used when recording dental treatment
International notation
Palmer notation
Symbols used to chart tooth crowns
Communication equipment may include:
Telephone
Facsimile
Email
Maintaining confidentiality may include but is not limited to:
Public environments
Legal and ethical requirements
Writing personal details such as medical and dental histories and consent forms
Conversations on the telephone
Secure location for written records
Offering a private location for discussions
Information disclosed to an appropriate person consistent with the responsibility of a dental assistant
Appointment requirements may include but are not limited to:
Appointment requirements of the client:
routine examination
defined procedures
emergencies
Special requirements of the dental practice:
timing requirements for different types of procedures.
availability of staff
Scheduling a series of appointments
Recording of appointment details may include:
Manual - appointment book
Electronic - computer based program
Appointment details include the:
client's name
client's contact details
procedure to be performed for that appointment
Dental records may include but are not limited to:
Dental charts and dental treatment records
Completed medical questionnaires
Consent documents obtained for treatment
Radiographs, tracings and measurements
Diagnostic models
Photographs
Records of financial transactions
Notes made by staff following telephone conversations
Reports to and from referring dentists and specialists
Copies of correspondence relating to the client
Recall systems may include:
Manual
Electronic
Abbreviations and symbols may include:
Abbreviations and symbols used when recording dental treatment
International notation
Palmer notation
Symbols used to chart tooth crowns
Communication equipment may include:
Telephone
Facsimile
Maintaining confidentiality may include but is not limited to:
Public environments
Legal and ethical requirements
Writing personal details such as medical and dental histories and consent forms
Conversations on the telephone
Secure location for written records
Offering a private location for discussions
Information disclosed to an appropriate person consistent with the responsibility of a dental assistant
Appointment requirements may include but are not limited to:
Appointment requirements of the client:
routine examination
defined procedures
emergencies
Special requirements of the dental practice:
timing requirements for different types of procedures.
availability of staff
Scheduling a series of appointments
Recording of appointment details may include:
Manual - appointment book
Electronic - computer based program
Appointment details include the:
client's name
client's contact details
procedure to be performed for that appointment
Dental records may include but are not limited to:
Dental charts and dental treatment records
Completed medical questionnaires
Consent documents obtained for treatment
Radiographs, tracings and measurements
Diagnostic models
Photographs
Records of financial transactions
Notes made by staff following telephone conversations
Reports to and from referring dentists and specialists
Copies of correspondence relating to the client
Recall systems may include:
Manual
Electronic
The evidence guide provides advice on assessment and must be read in conjunction with the Performance Criteria, Required Skills and Knowledge, the Range Statement and the Assessment Guidelines for this Training Package.
Critical aspects for assessment and evidence required to demonstrate this competency unit:
The individual being assessed must provide evidence of specified essential knowledge as well as skills
Observation of workplace performance is preferred for assessment of this unit
Consistent compliance with current NHRMC infection control guidelines, Australian Standards and legislative requirements as they relate to the dental assistant's specific job role
Consistency of performance should be demonstrated over the required range of workplace situations
Context of and specific resources for assessment:
Assessment should replicate workplace conditions as far as possible
Simulations may be used to represent workplace conditions as closely as possible
Where, for reasons of safety, access to equipment and resources and space, assessment takes place away from the workplace, simulations should be used to represent workplace conditions as closely as possible
Method of assessment
Observation in the workplace
Evidence of essential knowledge and understanding may be provided by:
traditional or online (computer-based) assessment
written assignments/projects
Case study and scenario as a basis for discussion of issues and strategies to contribute to best practice
Questioning
Staff and/or client feedback
Supporting statement of supervisor
Authenticated evidence of relevant work experience and/or formal/informal learning
Roleplay/simulation
Access and equity considerations:
All workers in the health industry should be aware of access and equity issues in relation to their own area of work
All workers should develop their ability to work in a culturally diverse environment
In recognition of particular health issues facing Aboriginal and Torres Strait Islander communities, workers should be aware of cultural, historical and current issues impacting on health of Aboriginal and Torres Strait Islander people
Assessors and trainers must take into account relevant access and equity issues, in particular relating to factors impacting on health of Aboriginal and/or Torres Strait Islander clients and communities
Critical aspects for assessment and evidence required to demonstrate this competency unit:
The individual being assessed must provide evidence of specified essential knowledge as well as skills
Observation of workplace performance is preferred for assessment of this unit
Consistent compliance with current NHRMC infection control guidelines, Australian Standards and legislative requirements as they relate to the dental assistant's specific job role
Consistency of performance should be demonstrated over the required range of workplace situations
Context of and specific resources for assessment:
Assessment should replicate workplace conditions as far as possible
Simulations may be used to represent workplace conditions as closely as possible
Where, for reasons of safety, access to equipment and resources and space, assessment takes place away from the workplace, simulations should be used to represent workplace conditions as closely as possible
Method of assessment
Observation in the workplace
Evidence of essential knowledge and understanding may be provided by:
traditional or online (computer-based) assessment
written assignments/projects
Case study and scenario as a basis for discussion of issues and strategies to contribute to best practice
Questioning
Staff and/or client feedback
Supporting statement of supervisor
Authenticated evidence of relevant work experience and/or formal/informal learning
Roleplay/simulation
Access and equity considerations:
All workers in the health industry should be aware of access and equity issues in relation to their own area of work
All workers should develop their ability to work in a culturally diverse environment
In recognition of particular health issues facing Aboriginal and Torres Strait Islander communities, workers should be aware of cultural, historical and current issues impacting on health of Aboriginal and Torres Strait Islander people
Assessors and trainers must take into account relevant access and equity issues, in particular relating to factors impacting on health of Aboriginal and/or Torres Strait Islander clients and communities
Replaces
| State Code | National Code | Title | Type |
|---|---|---|---|
| D5851 | HLTDA306C | Assist with administration in dental practice | Unit of competency |
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| AWA51 | HLTDEN003 | Assist with administration in dental practice | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| J058 | HLT31812 | Certificate III in Dental Assisting | Qualification |