Health and Safety Policy

Published by the American Dental Coders Association

1. Policy Statement

The American Dental Coders Association (ADCA) is fully committed to promoting and maintaining the highest standards of health, safety, and well-being for all staff, members, students, contractors, visitors, and stakeholders. This policy outlines our proactive approach to risk management, compliance, and continuous improvement in health and safety practices across all operations, whether physical or remote.

2. Purpose

The purpose of this policy is to:

• Promote a safe and healthy working and learning environment.
• Prevent accidents, injuries, and work-related illnesses.
• Comply with all relevant federal, state, and local health and safety regulations.
• Foster a culture of accountability and awareness regarding health and safety.

3. Scope

This policy applies to:

• All ADCA employees, contractors, board members, and volunteers.
• All ADCA office spaces, event venues, examination centers, and training environments (in-person and virtual).
• All activities conducted under the ADCA banner, including conferences, certification exams, webinars, and classroom sessions.

4. Responsibilities

4.1 ADCA Board and Executive Leadership

• Ensure implementation of this policy and adequate resources for health and safety.
• Review safety performance and address any organizational risks.

4.2 Managers, Instructors, and Staff

• Maintain a safe working and learning environment.
• Report hazards or concerns promptly.
• Follow procedures and ensure others do the same.

4.3 Employees, Contractors, and Members

• Take reasonable care of personal health and safety.
• Cooperate with safety instructions and report hazards or incidents immediately.

5. Risk Management

ADCA uses a proactive approach to identify and mitigate risks. This includes:

• Regular risk assessments for physical office locations and event venues.
• Remote working assessments to ensure ergonomic and mental wellness considerations.
• Clear emergency response procedures, including for fire, illness, or severe weather.

6. Workplace Safety

The following measures are in place to ensure safety:

• Clear signage and unobstructed pathways in physical office and training spaces.
• Accessible emergency exits and properly maintained fire extinguishers.
• First-aid kits available on-site.
• Incident reporting system to track and analyze workplace injuries or near misses.

7. Mental Health and Well-being

ADCA recognizes the importance of mental health as part of overall safety:

• Flexible scheduling and remote work options are offered where possible.
• Supportive communication channels are maintained.
• Staff and members are encouraged to prioritize wellness and speak openly about stress or burnout.

8. Virtual and Remote Environment Health

While much of ADCA’s work is conducted remotely, the association takes the following measures to support safe virtual working and learning environments:

• Promote proper workstation setup and regular breaks.
• Encourage cyber safety and awareness of online hazards.
• Provide secure platforms for communication, file sharing, and exams.

9. Training and Communication

• All new employees, instructors, and contractors will receive health and safety orientation.
• Ongoing training is provided where appropriate (e.g., CPR, first aid, cybersecurity hygiene).
• Policies and emergency procedures are made available in all working locations and online.

10. COVID-19 and Infectious Disease Protocols

ADCA remains responsive to public health threats, including COVID-19, and will:

• Follow CDC, OSHA, and state guidance regarding in-person meetings and events.
• Enforce masking, distancing, or vaccination policies as legally required.
• Notify individuals if they may have been exposed in a shared environment.

11. Emergency Procedures

ADCA maintains emergency protocols for:

• Fire and Evacuation: Clear exits, evacuation maps, and designated safety leaders.
• Medical Emergencies: Onsite or nearby first aid assistance and emergency contact lists.
• Natural Disasters: Adherence to local weather advisories and lockdown procedures.
• Digital Security Incidents: Incident response plans for cyber threats or breaches.

12. Monitoring and Review

This Health and Safety Policy is reviewed annually or after any incident to:

• Ensure legal compliance.
• Update risk management plans.
• Incorporate lessons learned and best practices.

Last Reviewed: June 4, 2025
Next Review Due: June 2026

13. Contact Information

To report a safety concern, make a suggestion, or inquire about this policy, please contact:

Health and Safety Officer
American Dental Coders Association
Email: safety@adcaonline.org
Website: www.adcaonline.org