Welcome to the June 2014 issue of the INTERVAL Dental Recalls Trial Newsletter to Practices.

Summer is definitely here with long days, Wimbledon tennis, strawberries and cream and hopefully a summer holiday to look forward to. The Trial Office Dundee has a new Administrative Assistant, Fiona McLaren and we are sure you will join us in welcoming her to the Trial. Fiona is new to research and looks forward to working and liaising with practice staff throughout the UK.

Practice and Participant Recruitment Update: Our total number of practices remains at 54. The number of

participants recruited as at 30 June totals 2352. Just a small reminder that the window for recruitment closes on 31 July 2014 so we ask if you would hold any further participant recruitment sessions on or before this date.

Practice of the Month: We thank all our practices for the hard work undertaken to recruit participants. In July’s

issue of this newsletter, we will feature our final ’Practice(s) of the Month’ for the recruitment phase. If you have not already done so, please send us a photo of your practice staff. It could be your practice being awarded the accolade!

Newsletter to Practices: Our monthly newsletter has given a forum for the Trial

Office to provide help, encouragement, guidance and hints and tips to practices during the participant recruitment period and we hope you have found it useful. With recruitment coming to an end, the frequency of the newsletter will decrease to quarterly issues - January, April, July and October and we hope to bring you some interesting new features. If you have any requests for topics you would like covered, please let us know.

Questionnaire to Practice - Your System for Allocating Recall Dates: We have

another questionnaire for our practice staff to complete. We can hear the collective groan here in Dundee but please……..don’t worry. The questionnaire is very short and will give the Trial Office a very useful insight into the different ways our practices allocate the date for a participant’s next check-up. The questionnaire can be completed and returned by email to Hazel, the Trial Administrator, at h.j.braid@dundee.ac.uk or alternatively it can be returned in the freepost envelope which will be enclosed with the hard copy of the newsletter being posted to practices. If you have any queries regarding completion of the questionnaire, please contact Hazel on 01382 383817. Thank you for your time providing this valuable information.

Additional Fields on Patient Attendance Data (PAD) form: To enable us to gain clearer information about

the anticipated duration of a treatment plan that a participant may require following a check-up, we have expanded the relevant field on the PAD form as shown on the left (upper box). The exact duration may not be known and the practice’s best guess is adequate and very useful to the Trial Office. Separately, there are occasions when a participant’s date of next scheduled check-up may not have been timed in accordance with their recall arm and if this is the case, we have inserted a new field as also shown on the left (lower box) which asks practice staff to explain the reason why. Please use up all older versions of the PAD form that you may have. If you have any queries about completion of these new fields, please contact the Trial Office.

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NIHR HTA INTERVAL Trial Newsletter to Practices - June 2014

Trial Office Dundee (TOD), Dental Health Services Research Unit, University of Dundee

INTERVAL DENTAL RECALLS TRIAL

QUESTIONNAIRE TO PRACTICES – YOUR SYSTEM FOR ALLOCATING RECALL DATES

Thank you for taking the time to complete this questionnaire. It will give the Trial Office a very useful insight into the different ways our practices allocate the date for a participant’s next check -up.

Name of Practice:

Please tick below as applicable

1. PATIENT ATTENDANCE DATA FORM

When inserting the ‘Date of Next Scheduled Check-up’ on a PAD form, do you:

a. Insert only the month in which the next check-up is due, in the format mm/yyyy, eg 07/2014? Yes No

b. Insert a specific date in the format dd/mm/yyyy, eg 31/07/2014? Yes No

If you answered ‘yes’ to the above question:

i. Has the date been taken from the practice appointments book? Yes No

ii. Or has the date been counted by the appropriate amount of calendar months from the date of the last check-up? (For example, a patient on 9 month recall whose date of last check-up was 28/06/2014 has their next check-up date scheduled for 28/03/2015.)

Yes No

2. TREATMENT REQUIRED? If a participant requires treatment following a Trial check-up, how do you set the date for the participant’s next check-up? Do you:

a. Time the next check-up from the date the participant’s treatment is finished and complete? Yes No

b. Time the next check-up from the date of the previous check-up, regardless of any treatment? Yes No

3. CHECK-UP APPOINTMENT REMINDERS

Do you provide reminders to participants that they are due their next Trial check-up? Yes No

If yes, do you:

a. Send a letter or text asking the participant to contact the practice to book their next check-up? Yes No

b. Send a letter or text giving the participant a specific date and time for their next check-up? Yes No

c. Other. If other, please describe below: Yes No

4. If you would like to make any other comments, please write them below:

INTERVAL Practices - Recruitment Status Update:

Joint Chief Investigator: Prof Jan Clarkson, Joint Chief Investigator: Prof Nigel Pitts Trial Manager: Ms Ruth Floate, Tel: 01382 383818, Email: r.floate@dundee.ac.uk Research Dental Nurse: Mrs Fiona Ord, Tel: 01382 383816, Email: f.ord@dundee.ac.uk Research Dental Nurse: Mrs Jill Gouick, Tel: 01382 383604, Email: j.gouick@dundee.ac.uk Research Dental Nurse: Mrs Fiona Mitchell, Tel: 01382 383605, Email: f.y.mitchell@dundee.ac.uk Senior Trials Administrator: Mrs Marilyn Laird, Tel: 01382 381711, Email: m.laird@dundee.ac.uk Trial Administrator: Ms Hazel Braid, Tel: 01382 383817, Email: h.j.braid@dundee.ac.uk Trial Administrative Assistant: Ms Fiona McLaren Tel: 01382 383830, Email: f.mclarenneil@dundee.ac.uk Postal Address: INTERVAL Trial, DHSRU, 9th Floor, Dundee Dental Hospital & School, Park Place, DUNDEE DD1 4HN

Tr i a l O f f i c e D u n d e e ( T O D ) - C o n t a c t s

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INTERVAL Processes & Procedures – Reminders: Please complete all forms legibly and ensure boxes are initialled and signed by patient and dentist

where applicable.

Before a newly recruited participant leaves the surgery: Please randomise them, advise them of their Patient ID number, the arm to which they have been randomised and the date of their next check-up appointment.

Please remember to complete a Patient Attendance Data (PAD) form each time a participant returns for a check-up. Please collate your completed PAD forms and return to the Trial Office at the end of the month in a freepost envelope. If you need more PAD forms or freepost envelopes, please contact the Trial Office - below.

PRACTICE NAME & LOCATION STATUS PRACTICE NAME & LOCATION STATUS

Six Gables Dental Practice, Cardiff Finished Bayview Dental Practice, Banff Finished

Craigmillar Dental Centre, Edinburgh Finished Cottam & Cottam Dental Surgery, Birmingham Finished

Colin C Yule & Associates, Forfar Finished Discovery Dental Care, Dundee Finished

Roseville Dental Practice, West Midlands Finished Brunswick Dental Practice, Newcastle Finished

Walmley Dental Practice, Sutton Coldfield Finished Kelvingrove Dental Care Ltd, Glasgow Finished

Amblecote Dental Care, West Midlands Finished Dunbar Dental Practice, Dunbar Finished

M & S Dental Care, Fort William Finished St Leonard’s Dental Practice, East Kilbride Finished

Southside Dental Care, Edinburgh Finished Smiledent Dental Practice, London Finished

Hampden Dental Care, Glasgow Finished Lochshell Dental Clinic, Wick Finished

Brightons Dental Surgery, Falkirk Finished Bridge Dental Centre, London Finished

Montrose Dental Care, Montrose Finished My Dental Care, London Finished

Alford Dental Practice, Alford Finished Nairn Dental Clinic, Nairn Finished

Anita Belbin Dental Practice, Glasgow Finished Salmon Lane Dental Care, London Finished

Horizon Dental Clinic, Blyth Finished Ballynahinch Dental Care, Belfast Finished

Horizon Dental Clinic, Monkseaton Finished Eastside Dental Practice, London Finished

Platt & Common, Stirling Finished Green Lane Dental, Birmingham Finished

Shotley Bridge Dental Care, County Durham Finished N13 Dental Clinic, London Finished

Kingsway Dental Practice, Dundee Finished Number One Surgery, County Durham Finished

Chong Kwan Dental Centre, Dunfermline Finished Castle House Dental Practice, Inverness Ongoing

PCK Wee Dental Surgery, London Finished Woodside Dental Practice, Glasgow Ongoing

Robsons Dental Surgery, Newcastle Finished Windsor Dental Practice, Manchester Ongoing

Loughside Dental Practice, Belfast Finished Windsor Dental Practice, Salford Ongoing

Church Road Dental Care, Belfast Finished Montgomery Street Dental Care, Edinburgh Ongoing

Hazel House Dental Surgery, Inverness Finished Collegiate Dental Practice, Manchester Ongoing

Aesthetics Dental & Implant Surgery, Birmingham Finished Rosehill Dental Practice, Conwy To commence

Family Dental Care, London Finished Bridge of Don, Aberdeen To commence

Bute Dental Surgery, Isle of Bute Finished SNS Dental Practice, London To commence