LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
Oral Health Division, MOH Malaysia
1. INTRODUCTION
Fresh dental graduates who started their professional careers in the Ministry of Health
before 2002 were generally posted straight out to dental clinics scattered throughout the
country. At the time, there were only two (2) universities with an output of about 80
graduates a year and about 30 graduates from overseas which were insufficient for the
needs of the country. A decisive step was taken to overcome long-standing professional
manpower shortfalls in the Ministry of Health with the amendment to Part VII of the Dental
Act 1971 on “Supplementary Provisions for National Purposes”. From 29th June 2001, the
three-year national service was implemented on all registrants of the Malaysian Dental
Council. This is now reduced to two years commencing 5th April 2012.
New Dental Officers may be placed at Dental Specialist Clinics in hospitals or at Dental
Clinics and Community Health Clinics. Those fortunate enough may have senior officers to
supervise their work under an informal mentor-mentee system. However, many end up as
the sole dental officer manning a clinic often in rural areas. These officers are usually
overwhelmed as they do not have sufficient experience or exposure to cope with the heavy
workload, complications and emergency cases that may arise in the course of their work
besides managing a team of personnel under them. They often had to be on after-office call
duties and were generally not confident at managing complicated cases particularly trauma
cases.
Recognising the need to provide a measure of training to new graduates before sending
them out to the field, a First Year Dental Officer (FYDO) programme was introduced in 2002.
The officers underwent a 6-month attachment at the hospital-based Oral Surgery
department which also included a stint with the Paediatric Dental Specialist. Following this
was the 3-monthly attachment at each of the community-based Orthodontic, Periodontic or
Restorative clinics (there were only a few in the country at that time). It was at these
community-based settings that the FYDOs were exposed to varying degrees of general
dentistry and administrative duties.
Subsequently, it was decided that a new format of exposure for FYDOs be introduced from
1st September 2012. This decision was made at the meeting of the Oral Health Policy and
Planning Committee, MOH in Seremban on 9-10th August 2012.
2. AIM
The aim of the FYDO programme is to build confidence among new graduates to exercise
sound clinical procedures and managerial decisions.
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LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
Oral Health Division, MOH Malaysia
3. EXPECTED LEARNING OUTCOME OF FYDO PROGRAMME
At the end of the FYDO programme, the dental officer:
 shall acquire an appropriate level of confidence to practice independently in the
MOH setting ; and
 shall be equipped with sufficient managerial, administrative and leadership skills for
better patient management and be able to discharge professional and ethical
responsibilities well.
 shall acquire enough knowledge and skills to be able to make sound clinical decisions
at primary care level especially in handling minor oral surgery procedures.
4. TRAINING STRUCTURE
The FYDO programme shall be for a period of 1 year. There shall be a period of 5 months
(full time) spent at hospital-based specialist care and 7 months full time at non-hospitalbased community and specialist care. However this period of attachment may be
extended if there is a need on a case by case basis.
It is mandatory for the FYDO to undergo Oral Surgery, Paediatric Dental Surgery and
Community Oral Healthcare postings.
However Orthodontic, Restorative Dentistry and Periodontic postings and their
respective durations are subject to the autonomous decision of the State Deputy
Director of Health (Dental) based on the availability of specialty facilities and the current
situation in the state.
The dental officer shall :
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be sent for the respective attachments for a specified duration.( Table 1)
undergo training activities in the respective oral health specialties and activities.(
Table 2 )
be exposed to competencies in clinical, communication and management aspects.
be exposed to the general principles and procedures for the management of a dental
clinic.
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LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
Oral Health Division, MOH Malaysia
Table 1: Guideline for duration of FYDO attachment
TYPE OF POSTING
DURATION
DISCIPLINE
Hospital-based Specialty posting
Non Hospital-based Specialty posting
&
Community Oral Healthcare posting
Oral Surgery(including Oral Medicine & Oral
Pathology) *
4 months
Paediatric Dentistry*
1 month
Orthodontics
1 month
Periodontics
1 month
Restorative Dentistry
1 month
Community Oral Healthcare*
4 months
* Compulsory attachments.
Attachments for orthodontic, periodontic and restorative dentistry are subject to the
decision of the the State Deputy Director of Health (Dental).
5. ASSESSMENT
The FYDO needs to undertake four (4) types of assessment as in table 2 during their
posting. The assessment will encompass four aspects namely:
 Clinical
 Professionalism
 Communication
 Management
Table 2 : Assessment of FYDO Programme
NO
TYPE OF ASSESSMENT
1
Clinical Practice
2
Reflection of Practice
AIMS

To record range of clinical procedures /
cases carried out during posting.

To develop confidence in managing
patients.

To get feedback for improvement of
the programme from the end user
FREQUENCY
All specialist & primary care
postings
Minimum 1x :
At the end of FYDO Programme
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LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
NO
TYPE OF ASSESSMENT
3
Community Practice
4
Case-based Discussion
Oral Health Division, MOH Malaysia
AIMS

To expose dental officers to various
oral health activities for various target
groups at Primary Care level

To understand the principles of Dental
Public Health and to participate in
Dental Public Health activities

To expose the dental officer on basic
administration and management
related matters such as General
Orders, policies, financial, asset and
HR management, MOH corporate
culture etc.

To expose dental officers on
communication, leadership, ethics &
legislative- related aspects.
 To instil interest in
presenting/discussing cases among
dental officers
FREQUENCY
At Community Oral Healthcare
Posting
Minimum 3x
 Oral Surgery Posting
 Dental Paediatric Posting
 Orthodontic/Periodontic/Res
torative/Primary Care
Posting
7.
FORMS
7.1
Clinical Practice Log

It is a record of the range of clinical procedures/cases carried out during posting
and the assessment of clinical performance of the dental officer by the
supervisors

Number of procedures /cases to be recorded depends on the duration of
attachment but can be increased if required. These are logged in the respective
Log-OSOMOP, Log-PaedDent, Log-Ortho, Log-Perio, Log-Resto and LogCommunityOralHealthcare. For Hospital-based and Community Oral Healthcare
posting, each log is recorded according to patient / case.

However for non-hospital based posting, procedures from different patients may
be logged on the same form.
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LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
7.2
Oral Health Division, MOH Malaysia
Reflection of Practice
This is to be conducted once at the end of their attachment period.
This is carried out using a form and FYDOs are required to record the following:
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7.3
7.4
Feedback on training
Interesting or difficult cases seen or suggest improvements to the training
Progress towards achieving specific targets or learning objectives
Strengths and limitations of the dental health care system at district/clinic level.
Case-based Discussion (CBD)

This will involve the officer presenting a case to the supervisor who will judge
their performance in terms of clinical judgement made, diagnosis, treatment
planning and other clinical aspects.

The officer will be assessed during the hospital- based specialist posting(number
of cases based on discretion of the supervisor) and at least once during the nonhospital- based specialist posting or community posting (this can be conducted in
groups). Examples for case based discussions include review of CPGs, critical
appraisal of journals, clinical audit, quality initiatives and so on).
Community Oral Healthcare Log (CommOHC Log)
Community Oral Healthcare Log comprises 7 sections:
 Clinical prevention / Community Based Programme
 Oral Health Promotion
 Safety and Health in Dental Practice
 Continuing Professional Development
 Management Practice
 Ethics and Legislation
 Communication and Leadership

It is a record of the:
i. involvement of the dental officer in various dental public health-related
programmes and activities in the oral healthcare services.
ii. exposure of the dental officer to basic administration and management
related matters such as the General Orders, circulars, financial, asset and
HR management, corporate culture etc.

Activities may be carried out in various forms such as by briefing, focus group
discussions and presentations.

To be completed at the community oral healthcare posting.
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LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
7.6
Oral Health Division, MOH Malaysia
Overall Evaluation of Performance
 At the end of each clinical posting, the evaluation will be based on clinical case
presentation, communication skills and professionalism as determined by the
supervisor.

At the end of the Community Oral Healthcare posting, the evaluation will be
based on clinical case presentation, communication skills, professionalism and
management qualities.
8.
CHECKLIST ON MONITORING & EVALUATION
8.1
HOSPITAL BASED POSTING
Table 3 : Monitoring and Evaluation of Hospital-Based Posting
NO
1
2
8.2
SPECIALTY
Oral Surgery
Oral Medicine &
Oral Pathology
Paediatric
Dentistry
TYPE OF
ACTIVITIES
Clinical Practice
RELEVANT FORMS
FREQUENCY
EVALUATION
Log- OSOMOP
*various cases as
indicated in table 2
Min 4 cases for OS
Case Based
Discussion
CBD
Min 1x
Case Based
Discussion
Clinical Practice
Log-PaedDent
Min 2 cases
Case Based
Discussion
CBD
Min 1x
Overall
Evaluation of
Performance
Case Based
Discussion
Min 2 cases for
OMOP
Overall
Evaluation of
Performance
NON HOSPITAL BASED POSTING
Table 3: Monitoring and Evaluation of Non Hospital-Based Posting
NO
1
SPECIALTY
TYPE OF
ACTIVITIES
RELEVANT FORMS
FREQUENCY
Orthodontic
Clinical Practice
Log- Ortho
Min of 5 patients
Periodontic
Clinical Practice
Log-Perio
Min of 5 patients
EVALUATION
Overall
Evaluation of
Performance
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LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
NO
2
SPECIALTY
TYPE OF
ACTIVITIES
RELEVANT FORMS
Oral Health Division, MOH Malaysia
FREQUENCY
Restorative
Clinical Practice
Log-ResDent
Min of 5 patients
Community Oral
Healthcare
Practice
Clinical
prevention/
Community Based
Programme
Log-CommOHC
1 session
Oral Health
Promotion
Safety and Health
in Dental Practice
EVALUATION
Overall
Evaluation of
Performance
1 session
Log-CommOHC
CPD Session
Management
Practice
Ethics and
Legislations
Communication
and Leadership
Reflection of
Practice
9.
Reflection form
At the end of overall
attachment
SUPPORTING DOCUMENTS AND REFERENCES
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Treasury Instructions (Arahan Perbendaharaan) which are relevant
Clinical Practice Guidelines (http://ohd.moh.gov.my)
Code of Professional Conduct (http://mdc.moh.gov.my)
Dental Specialties in The Ministry of Health Malaysia
The Dental Public Health Specialist in the Ministry of Health
Dental Act, 1971
Malaysian Dental Council Guidelines (http://mdc.moh.gov.my)
Ministry of Health Malaysia (www.moh.gov.my)
MyCPD online (http://mycpd.moh.gov.my)
MyHealth Portal (http://www.myhealth.gov.my)
Oral Health Division Guidelines (http://ohd.moh.gov.my)
General Orders (Perintah Am) Chapter A, B, C, D, E, F & G
Fee Schedule (Perintah Fee)
Referral protocols (Orthodontics)
Circulars (Surat Pekeliling) which are relevant
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LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
Oral Health Division, MOH Malaysia
10.
INSTRUCTIONS ON HOW TO USE THE LOG BOOK ON ASSESSMENT OF THE FYDO
PROGRAMME
10.1
General



The FYDO needs to read through the book, discuss with supervisors on important
matters, consider the duration of the various specialist attachments and have a
plan to complete the log book
Minimum requirements need to be achieved for each clinical attachment
session.
The log book can be downloaded from the Oral Health Division, Ministry of
Health Malaysia website at http://ohd.moh.gov.my
Table 2 : Priority of requirements by specialties
(supervisor - to ensure candidates are exposed to the cases below)
NO
1
SPECIALTY
Oral Surgery,
Oral Pathology
&
Oral Medicine
PRIORITY OF REQUIREMENTS OF CASES / PROCEDURES
- Management of emergency cases**
- Management of impacted third molars**
- Management of medically compromised patients**
(including bleeding disorders)
- Management of soft and hard tissue injuries**
- Management of oro-facial infection
- Management of oro-facial pain
- Early detection of oral malignancies and pre-malignant lesions
2
Paediatric
Dentistry
- Management of emergency cases**
- Management of oro-facial infection**
- Management of children**
(including behavioural management)
- Management of enamel abnormalities
- Management of soft and hard tissue injuries
- Pulp therapy
3
Orthodontics
- Identifying malocclusion & IOTN**
- Interceptive orthodontics**
- Removable appliance
- Functional Appliance
- Space Maintainer
- Fixed appliance
- Retainer
- Emergency Management of Ortho Cases
4
Periodontics
- CPITN Index/Basic Periodontal Examination**
- Full mouth six point charting**
- Oral Hygiene Instruction and Education
- Correction of Patients’ Brushing Technique with emphasis on
Dentogingival Junction
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October 2012
LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
Oral Health Division, MOH Malaysia
- Explanation of Alveolar Bone Loss with Picture Guide
- Scaling
- Subgingival debridement and root planning
- Management of Gingivitis
- Management of Periodontitis (Chronic, Aggressive)
- Surgery (Tissue Augmentation)
5
Restorative
Dentistry
- Endodontics in posterior teeth
- Treatment planning for complex restorations
- Management of prosthodontics cases (removal/fixed)
6
Community Oral
Healthcare
- Involvement in planning, implementing, monitoring and
evaluation of dental programmes*
- Oral Health Promotion
- Clinical Prevention
- Involvement in community project (oral cancer screening,
fluoridation)
- Safety and Health in Dental Practice
- Continuing Professional Development
* Dental treatment for toddlers, preschool children, school children, antenatal mothers, adults and the elderly
and clinical prevention
**mandatory procedures
11.2
Role of FYDO :

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Maintain an up-to-date portfolio at each attachment.
Ensure that patients’ information and other details are filled up.
Clearly fill up the Portfolio and provide correct information.
For every stage/procedure/case conducted, the FYDO should
o discuss with the supervisor;
o perform appropriate patient assessment, diagnosis and treatment
planning;
o determine whether to observe or assist the supervisor;
o conduct the procedure under supervision; and
o observe and participate in procedures via the multidisciplinary approach
(if applicable).
Record each stage of the procedures conducted.
Record cases that are appropriate to the specified criteria of each posting
Take responsibility in fulfilling the case requirements / procedures that have
been listed in the user guide.
Be proactive and manage cases with utmost care.
Have the right attitude and discipline to abide by departmental rules and
regulations.
Be responsible for all tasks entrusted upon them.
Continuously acquire knowledge through self learning and continuing education.
Keep the completed portfolio as future reference and evidence of dental
professional development during various attachments.
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October 2012
LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
11.3
Oral Health Division, MOH Malaysia
Role of Supervisor
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Supervisors shall be as follows:
i. Specialists; or
ii. District Dental Officer; or
iii. Dental Officer in charge of the clinic; or
iv. Dental Officer (Grade U48 and above) appointed by the specialist or the
District Dental Officer
Ensure that the FYDO fills up the clinical/management experience log book
continuously.
Overall assessment of performance carried out and relevant part of the log book
filled up at the end of each attachment.
Be available for guidance in both clinical and administrative matters; provide
help on request or when necessary.
Provide reference material for the use of the FYDO.
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LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
Oral Health Division, MOH Malaysia
FLOWCHART OF DENTAL PROFESSIONAL DEVELOPMENT
PORTFOLIO PROGRAMME
State Deputy Director of Health (Dental)
SPECIALIST Oral
Health Attachment
Hospital Based (attachment
is compulsory*)
Non-Hospital Based (duration of postings is optional except for
Community Oral Healthcare which is compulsory*)
Paediatric Dentistry* Orthodontics
(1 month)
(1 month)
Oral Surgery*
(4 months)
Periodontics
(1 month)
Restorative
(1 month)
Community
Oral
Healthcare*
(4 months)
Assessment
No
Type of Assessment
Frequency
1
Case-based Discussion
1 X per attachment
2
Overall Evaluation of
performance
1 X at the end of each
attachment
Community Oral Healthcare Attachment
Clinical prevention
/ Community
Based Programme
Oral Health
Promotion
Safety and
Health in
Dental Practice
CPD
Session
Management
Practice
Ethics &
Legislative
Communication
& Leadership
Assessment
No
Type of Assessment
Frequency
1
Overall Evaluation of performance
1 X at the end of each attachment
2
Reflection (by FYDO)
At the end of posting
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October 2012
LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
Oral Health Division, MOH Malaysia
LIST OF ABREVIATIONS
CBD
CPD
CPG
DPH
EP
FYDO
ISO
MDC
MOH
OHC
OHD
PHFSA
QA
QCC
SDS
TPKN(G)
Case-based Discussion
Continuing Professional Development
Clinical Practice Guideline
Dental Public Health
Evaluation Performance
First Year Dental Officer
Quality Management System : International Standardization of Organization
Malaysian Dental Council
Ministry of Health Malaysia
Oral Healthcare
Oral Health Division
Private Healthcare Facilities and Services Act, 1998 & Regulations 2006
Quality Assurance
Quality Control Circle
School Dental Services
State Deputy Director of Health (Dental)
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October 2012
LOG BOOK FOR THE FIRST YEAR DENTAL OFFICERS’ PROGRAMME
Oral Health Division, MOH Malaysia
LIST OF APPENDICES / FORMS
Log OSOMOP
Clinical Experience Log – Oral Surgery, Oral Pathology & Oral Medicine
Log-PaedDent
Clinical Experience Log – Paediatric Dentistry
Log-ORTHO
Clinical Experience Log – Orthodontics
Log-PERIO
Clinical Experience Log – Periodontics
Log-RESTO
Clinical Experience Log – Restorative Dentistry
LogCommOHC
Clinical Experience Log – Community Oral Healthcare
Reflection
Reflection form
CBD
Case-Based Discussion Assessment Form
DHEA
Dental Health Education Assessment Form
OE-OSOPOM
Overall Evaluation of Performance - Oral Surgery, Oral Pathology & Oral Medicine
OE-PaedDent
Overall Evaluation of Performance - Paediatric Dentistry
OE-ORTHO
Overall Evaluation of Performance – Orthodontics
OE-PERIO
Overall Evaluation of Performance – Periodontics
OE-RESTO
Overall Evaluation of Performance - Restorative Dentistry
OECommOHC
Overall Evaluation of Performance - Primary Oral Healthcare
13
October 2012