Reviewing M.A.R.S’ EPA Regulation Flowchart – Record-Keeping

Today, we will be reviewing the necessary Record Keeping to ensure the compliance of your Dental Practice.

Thank you for following our blog series on the EPA Regulation Flowchart, breaking down the information you need to keep your office in compliance. We are nearing the end of our series, so far we have discussed; – Exemptions – Compliance Deadlines – Compliance Reports – Amalgam Separator Compliance

On-Site Records


Reports Filed

Any report you file; Compliance forms for the local regulator, inspection reports from the local regulator, etc. Having these documents on record will provide any inspector with the proof they require to ensure you are performing your due diligence.

Operating Manual

Manufacturer’s current operating manual should be kept in a place known by the office staff. It is required by ISO 11143:2008 that every amalgam separator has the maintenance and inspection requirements located in the manual. Having one on file in case of inspection is important, as the inspector may require to see that you know the maintenance of your system.

To learn more about how to read and understand the user manuals of the top six amalgam separators sold in North America, please visit our website and see our blog series on Amalgam Separator User Manual Breakdown.

On-Site Records – 36 months

In case of inspection, the following should be kept on file in your Practice for up to 36 months;

Visual Inspection Log

Visual Inspection log, if required by your manufacturer. Most amalgam separators require a daily, weekly, or monthly inspection. Read the user manual from the manufacturer, most amalgam separators that require inspections, provide their own inspection log. A system like the LibertyBOSS requires no inspections or maintenance, so a log is not necessary.

Not performing the required inspection, can result in your amalgam separator not performing as intended, leaving your office non-compliant. Completing and recording the inspections and maintenance of your amalgam separator will provide any inspector proof that you are completing the tasks necessary to keep your amalgam separator in compliance. If you do not have an amalgam separator that comes with a guarantee of compliance, these inspection logs will help keep your local regulator on your side, as you have completed the tasks asked of you by the amalgam separator manufacturer.

Repair/Replacement Documents

Keep any documentation of any repair or replacements, such as filters. Every time you change your amalgam separator, you should receive a Certificate of Compliance and/or a Certificate of Recycling. All these documents should be kept on file as proof of maintenance.

C of C Example

Up Last – Protect your Investment, Ensure your Compliance

There are so many amalgam separators on the market and many voices telling you different information about each system. Who do you believe? Which unit is best for your practice? The last segment of our blog series will explain how you can guarantee your compliance by looking for Best Available Technology.

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