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Ensuring clear processes to communicate with applicants

Classification: Health

Regulatory Body

Royal College of DENTAL SURGEONS of Ontario

Royal College of DENTAL SURGEONS of Ontario

Description

This practice may be of interest to regulators that wish to improve communication approaches with applicants.

On the Royal College of Dental Surgeons of Ontario (RCDSO) application form the applicant can advise how he or she prefers to be contacted.

The RCDSO contacts applicants in a variety of ways, but it always follows up with written correspondence so that all steps are well documented.

Internal processes ensure that:

  • all documents and applications are date-stamped upon receipt

  • the RCDSO follows up with applicants for whom documentation is missing

  • a physical file is created, and the material is entered into both a manual tracking checklist and a system-based case-tracking tool

  • applications are processed in the order in which they are received

  • every action is entered into the system so that RCDSO knows the status of the application and

  • the system alerts the responsible staff member to communicate with applicants.

Value to Regulator

  • Helps to ensure adherence to published criteria, policies and procedures.
  • Helps to accommodate diverse needs of applicants.
  • Helps to improve communication with applicants.
  • Makes registration process more efficient and less complicated; timelines are improved, unnecessary steps are eliminated, use of resources is optimized.
  • Helps to ensure that the appeals process is efficient and effective.
  • Helps to prevent potential for unintended or differential impact on non-traditional applicants.

Value for Applicants

  • Helps applicants better understand the registration process and what to expect.
  • Helps applicants be better informed about status of their application.
  • Helps applicants to understand what to expect to be licensed before coming to Canada.

Duties from Registration Practices Assessment Guides

This practice falls under the following duties from the Registration Practices Assessment Guides:

  • Transparency
  • Transparency

Profession's Membership Size

Medium (2,000 to 10,000 members)

Date of publication:

May 13, 2013