Standard Operating Procedures

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PART I – GENERAL INFORMATION

ORGANIZATION
The American Board of Oral Medicine (ABOM) is sponsored by the American Academy of Oral Medicine (AAOM) and is incorporated in the State of Delaware.

Directors administer the operation of the Board. The Directors are Diplomates of the American Board of Oral Medicine and are elected by Board of Trustees of the AAOM. The Directors serve without salary. Annual registration fees of Diplomates and fees collected from candidates for certification represent the Board’s principal sources of revenue. Revenues are used to defray the expense of conducting an annual examination.

OBJECTIVES
The objectives of the Board are to elevate the standards of oral medicine and advance optimum patient health care by promoting and recognizing advanced knowledge and skills in the practice of oral medicine as reflected by the Diplomates’ ability to:
1. Teach predoctoral and postdoctoral students the principles and practice of oral medicine.
2. Serve as oral medicine consultants to private dental practitioners and other health care professionals.
3. Provide a variety of diagnostic and therapeutic measures for patients with both common and unusual oral/medical health problems.
4. Serve as a liaison between dentists and physicians, particularly in the fields of otorhinolaryngology, dermatology, internal medicine, oncology,and neurology.
5. Demonstrate increased knowledge, competency, and scholarly activity in oral medicine.
6. Design and promote research related to oral medicine. In order to fulfill these objectives, the Board shall establish criteria for eligibility to sit for the examination, conduct and administer the examination, and evaluate the results. Those candidates meeting the qualifications and passing the examination shall be granted certificates in evidence thereof. The Board may perform such other duties as shall further its objectives.

DEFINITION
ORAL MEDICINE is the specialty of dentistry concerned with the oral health care of medically complex patients and with the diagnosis and non-surgical management of medically related disorders or conditions affecting the oral and
maxillofacial region.

GOAL
Oral Medicine seeks to improve the quality of life of patients with medically related disorders of the oral and maxillofacial region Oral Medicine is primarily a non-surgical specialty that includes the physical evaluation, diagnosis, therapeutic management and research into medically related oral diseases such as:
1. Salivary gland and functional disorders of the stomatognathic system
2. Chemo-sensory and neurologic impairment of the oral and maxillofacial complex
3. Primarily orofacial disorders and complications resulting from systemic disease, aging, immunosuppression and medical care of the public

PROCEDURE FOR APPLICANTS
1. Application forms may be obtained from the Secretary of the Board.

2. Application documents for the Part A examination shall include:
a. Certification of 2nd year student status in good standing by the accredited oral medicine program’s Director or certification of completion of the Oral Medicine program by the Director.
b. A nonrefundable examination fee of $250.00 made payable to the American Board of Oral Medicine, Inc. Although the examination  fee is nonrefundable, in the event an applicant is unable to take the examination, the fee may be applied to a future challenging of the examination.

3. Application documents for the Part B examination shall include:
a. Completed application form (7 copies)
b. One current photograph of the applicant
d. Official transcript or photocopy of oral medicine training record or written documentation from hospital residency program director attesting to successful completion of the Oral Medicine program (7 copies)
e. Curriculum vitae (7 copies)
f. An application fee of $100.00 (non-refundable), made payable to American Board of Oral Medicine, Inc. The examination fee is an additional $250.00 (payable after acceptance of the application).
g. Evidence of clinical practice in oral medicine
h. Evidence of membership in good standing with the AAOM

4. Applications for the Part B examination can be made to the Board 18 months following successful completion of an ABOM accredited program. Applications not meeting this minimum time requirement will be held until the requirement is met.

REQUIREMENTS FOR CERTIFICATION OF CANDIDATES
Candidates for certification by the American Board of Oral Medicine shall make formal application to the Board and successfully pass an examination given by the Board.

Section 1. General Requirements
1. Moral and ethical standing satisfactory to the Board.
2. Graduation from a dental school accredited by the American Dental Association or other appropriate accrediting agency with equivalent standards.
3. License to practice dentistry in any state or territory of the United States or in any nation with equivalent standards.
4. Membership in good standing in the American Academy of Oral Medicine

Section 2. Specific Requirements
1. Students currently enrolled in the 2nd year of an accredited oral medicine program or candidates who have completed an accredited oral medicine program, may be approved to take Part A of the Board Certification examination. Approval by the Board to take the Part A examination will be contingent on the receipt of a letter
from the candidate’s oral medicine program director which certifies that the candidate has successfully completed the program or is on track to complete the program on time.
2. A candidate must have engaged in the practice of the specialty of oral medicine for a minimum of 18 months after receiving a certificate or degree in oral medicine from an ABOM accredited program prior to applying for the Part B examination.
3. Part A and B may be taken at the same meeting of the Board.
4. A candidate must satisfactorily fulfill the examination requirements of the Board.

BOARD EXAMINATION
1. The applicant will be an eligible candidate for Part A of the Board examination provided the letter of certification by the applicant’s Oral Medicine Program Director has been received by the Secretary of the Board by March 1 for the Spring examination.
2. The applicant will be an eligible candidate for the Part B examination provided all application and certification documents are received by March 1 and subsequently approved by the Board of Directors.
3. Applicants will be notified of their candidacy status by the Secretary and will be invited to take the examination at the designated time of convocation of the Board.
4. The Vice President will contact first year students/residents of accredited oral medicine programs to inform them about the ABOM and to advise them of their eligibility to take the examination for Diplomate status.
5. Applicants must confirm their intention to appear for the examination by notifying the Secretary of the Board in writing and remitting the examination fee.
6. The examination fee of $250.00 US for Part A and $ 250.00 US for Part B shall be paid at least 30 days prior to the examination.
7. Specific details about the content of the examination will be made available on the Board page of the AAOM website (www.aaom.com).
8. The examination shall be comprehensive and consist of the following:

PART A – SEVEN SUBJECT SECTIONS WITH WRITTEN EXAMINATIONS

Laboratory Medicine
Indications for and interpretation of laboratory tests; primarily concentrates on hematology and serology.

Medically Complex Patients
Signs and symptoms of general medical conditions; review of symptoms; physical diagnosis; physical evaluation; significance of systemic conditions on patient management.

Oral Mucosal Disease and Salivary Gland Disorders
Clinical evaluation and management of systemic, skin and mucosal diseases, salivary gland and infectious diseases.

Orofacial Pain/TMD
Diagnosis and management of orofacial pain disorders and temporomandibular disorders.

Pharmacology/Pharmacotherapeutics
Top 50 drugs prescribed in the United States; actions and interactions of commonly used medications; indications and contraindications of specific medications prescribed in oral medicine practice.

Oral and Maxillofacial Radiology
Primarily interpretation; other subject areas may include radiation biology and physics, basic principles of imaging and techniques and interpretation of advanced imaging modalities.

Oral and Maxillofacial Pathology
Basic histopathology; clinical identification of cell types; pattern description; correlation of histopathology to patient history; etiology and pathogenesis of diseases, identification of specific disease processes (inflammation and repair, neoplasia).

PART B – FIVE SUBJECT SECTIONS WITH ORAL EXAMINATIONS

Laboratory Medicine
Indications for and interpretation of laboratory tests; primarily concentrates on hematology and serology.

Medically Complex Patients
Signs and symptoms of general medical conditions; review of symptoms; physical diagnosis; physical evaluation; significance of systemic conditions on patient management.

Oral Lesions (Oral Mucosal Disease, Salivary Gland Disorders, Oral Radiology and Oral Pathology)
There will be two portions to this examination. One will consist of an integrated examination combining the topics of Oral and Maxillofacial Pathology and Oral and Maxillofacial Radiology presented in a CPC format . The other will consist of an oral examination combing the topics of Oral Mucosal Disease and Salivary Gland Disorders with Oral and Maxillofacial Pathology and Oral and Maxillofacial Radiology in appropriate cases. These two integrated examinations focus on the clinical evaluation and management of systemic, skin and mucosal diseases, salivary gland
and infectious diseases, selection of radiographic imaging techniques and interpretation of oral and maxillofacial hard and soft tissue disease, and clinicopathologic diagnosis and correlations.

Orofacial Pain/TMD
Diagnosis and management of orofacial pain disorders and temporomandibular disorders.

Pharmacology/Pharmacotherapeutics
Top 50 drugs prescribed in the United States; actions and interactions of commonly used medications; indications and contraindications of specific medications prescribed in oral medicine practice.

PLEASE NOTE: In Part B, the subjects to be examined are listed above and will not change but the format of part B will now include two integrated examinations  combining the topics of Oral and Maxillofacial Pathology, Oral and Maxillofacial Radiology and Oral Mucosal Disease and Salivary Gland Disorders as noted above. These integrated examinations will replace the individual examinations of Oral and Maxillofacial Pathology, Oral and Maxillofacial Radiology and Oral Mucosal Disease and Salivary Gland Disorders.

8. A score of 70% is required to pass any section of the examination. In the event that a non-passing examination score is recorded, a second director will be appointed to rescore that segment of the examination to confirm its nonpassing
status.

9. Scores in one of four categories are assigned to the candidates performance:
a. Grade 4 – impressive candidate. Well informed, fairly critical. Good decision making skills. Justifies approaches well.
b. Grade 3 – Reassuringly sound, rather than impressive. Able to justify only some approaches well, but most appear sensible. Adequate decision making skills.
c. Grade 2 – Fail – Examiner is uncomfortable with candidate’s adequacy. Not much justification of approaches. Decision making and other skills tested are, on balance, unacceptable.
d. Grade 1 – Fail – Questionable approaches, sometimes neither justifiable nor justified. Poor decision making.  Potentially risky in practice.

10. Examinations of candidates receiving a failing score on any examination component will be retained for 5 years or until such time as the candidate passes all segments of the Board examination. Following this time, examination papers will be removed from the archive and appropriately disposed of.

THE CONJOINT EXAMINATION:
Candidates have the opportunity to take the American Board examination and the examination qualifying them as a Fellow of the Royal College of Surgeons of Edinburgh. The American Board Examination includes sections on oral pathology and oral radiology. The examination for Fellowship in the Royal College of Surgeons does not include the sections on oral radiology and oral and maxillofacial pathology. The Royal College examination is open only after a candidate has been approved to take the American Board examination. A candidate cannot choose to take the Royal College examination without doing the American Board Examination.

RE-EXAMINATION
A candidate may retake up to three (3) subject sections of either part A or of part B twice. Any candidate failing four (4) or more sections of either part A or part B must retake that entire examination.

PROCEDURE FOR RE-EXAMINATION
1. In the event of failure to pass the examination, the candidate may be admitted for re-examination within a period of 3 years after the original examination. There is a non-refundable $100 re-examination fee.
2. Candidates for re-examination must submit examination fees at least 30 days before the date of re-examination.
3. The maximum number of exam components of either part A or part B, which can be re-tested, is three (3). Four (4) or more sections require complete retake of that examination.
4. A candidate can re-test twice (total of 3 attempts to complete the entire exam). After the third unsuccessful attempt, the candidate must initiate a new application process including new fees, and show proof of additional training to qualify for additional examinations.

LIMITATION OF ELIGIBILITY
An applicant approved eligible by the Board of Directors will remain so for 5 years from the date of the first opportunity to test. During this period, the candidate must take and successfully complete the entire examination or forfeit the examination fee, application fee and eligibility status. (A candidate who is determined for any reason to be non-eligible may solicit a ruling by the board as to what additional training or experience would be necessary to become eligible. New fees are a part of reapplication.)

Appeal Process

Grounds for Appeal
Significant irregularities in procedures that could potentially affect the candidate’s performance.
For example: delay in start time, disruption during examination, equipment used for examination faulty.

Request for Formal Review
The Appeal must be submitted in writing within thirty days of the date of the letter notifying the candidate of the examination results.

The request must include a detailed explanation of the facts and circumstances relating to
the alleged process irregularity.

Steps in the Review Process
1. The Appeal will be forwarded to all Directors of the American Board of Oral Medicine for their input and discussion.
2. The candidate appealing may be asked to provide further clarification and explanation of the alleged irregularity.
3. A written response to the appeal will be forwarded to the candidate from the Secretary of the ABOM.
4. Decision options include
a. No process irregularity has occurred
b. A process irregularity occurred but was not of a magnitude that it would substantially affect the candidate’s performance.
c. A process irregularity occurred and was of sufficient magnitude to substantially affect the candidate’ performance
i. A repeat examination is granted for the next examination session.
ii. A pass is awarded without further examination of the candidate.
5. The decision made by the ABOM is final.

CERTIFICATION
1. A certificate bearing the seal of the American Board of Oral Medicine and the signatures of the Directors shall be awarded to each candidate who has successfully passed the examination, indicating certification as a Diplomate in the
specialty of Oral Medicine.

2. The action of the Directors regarding the certification of any candidate shall be final.

ANNUAL REGISTRATION FEE
1. The annual registration fee shall be determined and assessed by the Directors.

2. The registration fee from each Diplomate is intended to assist in financially supporting the continuing programs of the Board.

REVOCATION OF CERTIFICATE
1. The certificate remains the property of the American Board of Oral Medicine and the Board shall have the power to temporarily suspend or to permanently revoke any certificate issued by it.

2. The Board shall have the authority to revoke any certificate if the Diplomate:
a. Is found guilty of any offense leading to revocation of his/her dental license to practice in his/her state, jurisdiction or country.
b. Fails to certify continuing education in oral medicine as required by the Board. (APPENDIX)
c. Fails to pay the required registration fee/dues of the ABOM and/or AAOM for 3 consecutive years.

3. The Board shall have the sole power, jurisdiction, and right to determine whether or not evidence placed before it is sufficient to constitute grounds for revocation of any certificate issued, and its decision shall be final.

 

PART II – OFFICERS:

The Board shall consist of at least six members to meet the needs of the Board.

The officers shall consist of a president, vice-president, secretary, treasurer and three directors, more or less to constitute the desired numerical size of the Board but no longer than six consecutive years.

The term of office shall normally consist of one three-year term, which may be renewed once.

RESPONSIBILITIES OF OFFICERS:

PRESIDENT:
1. Shall convene a meeting of the Board at least twice yearly. The Board shall meet in conjunction with diplomate examinations. Other meetings may be convened by phone or internet.
2. Shall delegate various tasks to the other members of the Board in order to carry out the business of the Board.
3. Shall convene the diplomate examination at the annual meeting.
4. Shall insure that qualified candidates challenging the examination are qualified to do so.
5. Shall insure that the Board is perpetuated by the election of directors who are ABOM diplomates and are leaders in their fields.
6. Shall liaise with AAOM, the sponsoring organization, in matters pertaining to the business of the Board.
7. Shall review and modify the scope and format of the examination, as determined by the Directors of the ABOM.
8. Shall be responsible for arranging the diplomate’s lecture during the scientific session of the annual meeting.

VICE-PRESIDENT:
1. The Vice-President shall preside at meeting of the Board in the absence of the President and be responsible for the yearly continuing education  audits.
2. Liaise with program directors and residents.
3. Shall upon the direction by the President, be responsible for individual projects that arise from the annual business of the Board.
4. Shall assist other officers of the Board by assuming some of their responsibilities when requested to do so.
5. Shall record minutes of the Board meetings and provide these to the Secretary for distribution to the Directors.

SECRETARY:
1. The secretary shall ensure that all aspects of the application process by prospective candidates are carried out.
2. The secretary shall mail copies of the completed applications to Board directors prior to conducting an email vetting process determining the applicant’s suitability as a candidate.
3. Shall inform successful candidates and unsuccessful applicants for the diplomate examination immediately after an email vetting process is complete.
4. Shall collate the written examination.
5. Shall promulgate a schedule for the examination.
6. Shall inform successful and unsuccessful candidates of the results of the diplomate examination.
7. Shall generate a diplomate certificate for successful candidates. All members of the Board shall sign the certificate.
8. Shall arrange for the annual Diplomates luncheon. Certificates will be presented to new Diplomates. Certificates will be mailed to Diplomates who are unable to attend the luncheon.
9. Shall liaise with the Executive Director of the AAOM to arrange the following meeting rooms at the annual meeting:
a. Board of Directors meeting room as needed.
b. Examination rooms as needed.
10. Shall maintain records on behalf of the Board.
a. Examination records for candidates receiving a failing score on any examination component will be retained for 5 years or until such time as the candidate passes all segments of the Board examination. Following this time, examination papers will be removed from the archive and appropriately disposed of.
11. Shall be responsible for conducting yearly continuing education audits.

(APPENDIX)
TREASURER:
1. Shall collect annual dues payable by active Diplomates and maintain a list of active, inactive and life Diplomates.
2. Shall deposit examination fees paid by candidates.
3. Shall reimburse costs of ground and air transportation and lodging to the Directors and invited observers, for meetings.
4. Shall reimburse for the following expenses as incurred by the Board for conduction of the examination:
a. Facilities in which to conduct the examination.
b. Audiovisual equipment, duplicating costs, and other miscellaneous expenditures necessary to conduct the examination.
c. Food and beverage as required for the candidates and Directors at the examination and other Board meetings.
d. The Diplomate’s luncheon at the annual ABOM meeting.
5. Shall prepare, submit and obtain approval by the Board of the annual financial report.
6. Shall initiate discussion from time to time on matters pertaining to sources of income and expenditures in order to insure the financial security of the Board.

OTHER:
1. A. Director shall be designated as manager of the ABOM website.

DIRECTORS:
1. Directors will not (usually) hold office during their first three-year term on the Board.
2. Shall serve as examiners at the Board examination.
3. Shall assume delegated responsibilities to carry out the business of the Board.

 

APPENDIX:
Diplomates will be required to indicate that they have achieved a total of 35 points during the preceding three years. Points are awarded for the activities listed below:

  • 1 point for each ‘Continuing Education’ hour
  • 1 point for a scientific or clinical presentation
  • 2 points for publishing a peer-reviewed article
  • 8 points per year for a full-time faculty appointment
  • 2 points per year for a part-time faculty appointment
  • 2 points for publishing chapter in oral medicine
  • 10 points for publishing a book
  • 1 point for a published abstract as part of a scientific meeting
  • 1 point for presenting a poster at a scientific meeting

This verification form will be distributed with the annual dues statement. The ABOM
will randomly sample 5% of the respondents yearly and request documentation from
these individuals to ensure compliance with the program. The definition of oral medicine
will be included in the letter sent to those randomly sampled to assist them in submitting
evidence of appropriate continuing education. The Secretary of the ABOM will be
responsible for this yearly audit.

Amended: April 30, 1997
Amended: October 3, 1997
Amended: April 28, 1998
Amended: April 28, 1999
Amended: May 27, 2001
Amended: April 24, 2002
Amended: October 5, 2002
Amended: October 12, 2003
Amended: April 13, 2005
Amended: May 15, 2006
Amended: April 30, 2008
Amended: April, 28 2009