SUBJECT:  STUDENT HEALTH SERVICES…OUTPATIENT CLINIC OPERATIONS

PURPOSE:  To establish a standard procedure for conducting outpatient clinics at the WNMU Student health Services.

POLICY: The Western New Mexico University Student Health Services will provide outpatient health services to the student population, providing clinic services during normal office hours.

GUIDELINES:  The outpatient services will be provided to the student population by observing the following guidelines:

1.      SHS Walk-in Clinic.

a.       The clinic building will be opened five days a week, Monday through Friday, 10 a.m. to 6 p.m. The provider will hold Primary Care clinic from 10 a.m. to 6 p.m., Monday through Wednesday, and Thursday-Friday, on a rotating 2- week basis during the academic year, and during the summer sessions.  During the complementary days of each week, a nurse and/or receptionist will be available to triage patients, follow standing orders, and/or make appointments.  

b.   A clerk welcomes the patients at the front desk; asks for the student’s ID card; checks the currency of the ID card; verifies student status and health fee status; and retrieves the patient’s medical record from the files, or makes a new file if the patient has not been treated at the SHS before.

c.       The ID data is double-checked with the medical record to insure a match, then the patient is requested to write down his/her Chief Complaint on a piece of paper, which is then attached to the bottom right hand corner of the Chief Complaint Form (Exhibit OP-1).

d.      The patient completes the top portion of the Charge Form (Exhibit OP-2).  The clerk verifies that the form is filled out completely.  Changes in listed information are recorded on the Social History Form (Exhibit OP-14).

e.       The following are recorded on the Chief Complaint Form (Exhibit OP-1): patient’s name and social security number, date and time, and the charge ticket number.

f.        The patient is checked in using ticket number and social security number that are entered into the front counter computer, and the patient’s ID Card is placed in a file box for safekeeping and returned to student during “check out.”  The clerk initials the left of the patient’s name indicating that student eligibility was verified.

g.       The medical record is placed in the triage box in the hall.

h.      Patients reporting only to submit specimens complete a Charge Form first at the front counter.  The Charge Form is placed in the triage box and the patient gives the specimen to the nurse when called.  The specimen will not be left at the front counter.

i.         Patients wait in the lobby until they are called by the nurse.

j.        When the practitioner releases the patient, any in-house prescriptions are filled in the pharmacy, and the patient goes to the front desk for settlement of patient charges and to pick up the student ID card.

Approved: June 25, 1999

          By:  The Policy Committee

SUBJECT:  ELIGIBILTY FOR SERVICES AT WNMU STUDENT HEALTH SERVICES


PURPOSE:
  To outline the criteria used to determine eligibility for services at the WNMU Student Health Services.


POLICY:
  Individuals considered eligible for services at the Student Health Services must be registered at Western New Mexico University and satisfy one of the following criteria:

Academic Year:

1.                  A student who is enrolled for 7 or more hours automatically pays the Health Fee as part of the customary Activity Fee.  Such students are allowed two office visits per semester at no charge.  For subsequent visits there will be a charge of $15.00.  All laboratory and x-ray fees, pharmaceutical charges, or referral visit charges are the responsibility of the student.

2.                  If a student carries less than 7 credit hours, the student is charged the $15.00/visit fee.  All laboratory and x-ray fees, pharmaceutical charges, or referral visit charges are the responsibility of the student.

3.                  Any student may elect to pay a Semester Charge of $75.00.  This Charge is in lieu of the $15.00/visit charge.  All laboratory and x-ray fees, pharmaceutical charges, or referral visit charges are the responsibility of the student.

Summer Session:

1.                  Student Activity fees are not normally charged during Summer sessions.  Students are allowed one free visit per session.  For subsequent visits during that Summer Session, there will be a charge of $15.00/visit.  All laboratory and x-ray fees, pharmaceutical charges, or referral visit charges are the responsibility of the student.

2.                  Students who were enrolled at WNMU in the Spring Semester, and who will be enrolled at WNMU in the Fall but not enrolled in Summer School, may be seen at the Health Services by paying the $15.00 office visit charge.  All costs accrued in Summer Session, including visits, supplies, or procedures, must be paid at the time of the visit and cannot be billed to the student’s account. All laboratory and x-ray fees, pharmaceutical charges, or referral visit charges are the responsibility of the student.

GUIDELINES:

1.                  The eligibility of students will be verified before the provider or nurse sees the patient, except in cases of emergency.

2.                  Those students claiming to have paid the fee(s), but are not shown as eligible may receive services after clerical personnel verify eligibility through the Business Office.

3.                  Ineligible students who request SHS services, but have not paid the Health Fee, may be provided services after they pay for the Health Fee, charge it to their WNMU student account, or pay a $15.00 office visit charge.  Payments may be made by cash, check, or credit card.

4.                  Foreign students must also pay the Health Fee, even if they are carrying less than 7 credit hours during the Academic Year.


Approved: June 25, 1999

By:  The Policy Committee


SUBJECT:  TREATMENT OF NON-STUDENT INDIVIDUALS


PURPOSE: 
To provide guidance for the uniform treatment of non-student individuals.

POLICY:  The Student Health Services will treat non-student individuals only in cases of emergency.  SHS personnel will render urgent/life-saving care, and immediately refer the patient to the Emergency Room at Gila Regional Medical Center for further treatment.  If ambulance transportation is required, SHS personnel will contact the ambulance service for the patient.  All transfer/transportation charges will be the responsibility of the patient.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  TREATMENT OF MINORS

PURPOSE:  To establish a uniform procedure for the treatment of unemancipated minors at the Student Health Services.

POLICY:  The Student Health Services will treat unemancipated minors only after having received permission from their parent or legal guardian, except for providing life-saving care in cases of emergency, or as allowable by law.  Limited permission to treat unemancipated minors for acute conditions may be obtained via telephone provided a third party “witnesses” the verbal approval.

GUIDELINES:  Due to the legal restrictions regarding the treatment of unemancipated minors, the following guidelines will be observed when treating unemancipated minors at the Student Health Services.

1.                  Ask the patient to write his/her age and reason for requesting to see a provider on a piece of paper.  If the Chief Complaint is for a reason other than what is allowable by law, follow the Guidelines below.

2.                  Check the age indicated on the note to determine whether or not the individual is a minor.  (MINOR is defined as an individual under the age of 18.)

3.                  If the individual has been treated at the SHS previously, pull the medical record from the files, and screen for a parent/legal guardian signature on the Medical History form (Exhibit OP-3), or for a completed/signed copy of the PERMISSION TO TREAT MINOR form (Exhibit OP-4).

4.                  If the individual has not been treated at SHS before, or if there is no signed permission clause/form, and the reason for the visit is other than allowable by law, explain the legal requirement for SHS to have parent/guardian permission prior to treatment.  Issue the individual a copy of the “Permission To Treat Minor” form, and instruct him/her to provide the required information; name and social security number of patient, name, address and telephone number of parent/legal guardian.  SHS personnel will mail the completed form (less signature of the parent/legal guardian) to the parent/legal guardian for signature, after making a temporary copy for the file.

5.                  Office personnel, during normal hours of operation, will call the number provided by the student and will ask to speak with the individual listed on the form.

6.                  The SHS employee placing the call will briefly explain the need for permission to treat the minor, and explain that a second employee will serve as a witness by monitoring the call on another telephone.  The individual is then asked for permission, the response being indicated on the bottom of the form.

SUBJECT:  PATIENT APPOINTMENTS

PURPOSE:  To establish a standard procedure for the scheduling of and preparation for patient appointments at the Student Health Services.

POLICY:  Office personnel will schedule patient appointments at the Student Health Services.

GUIDELINES:  Scheduling and preparing for patient appointments will be conducted following these guidelines:

1.                  Office personnel schedule all appointments.  Appointments are entered into the appointment program on the computer.  An appointment card is filled out and presented to the patient if the appointment is made while in the office

2.                  Students are allowed to call for appointments with a practitioner.

3.                  Same day appointments can be made if the practitioner is available.

4.                  A copy of the practitioners’ scheduled  morning appointments will be distributed to them the evening prior  to the scheduled appointments, and by noon each day for afternoon appointments.

5.                  Patients scheduled for appointments are to arrive 10 minutes early to complete paperwork.  Patients are considered late if they have not checked in at the desk by the time of their scheduled appointment.  If this occurs, they will be processed as “walk-in” patients.

6.                  Follow-up appointments are scheduled as requested by the practitioners.

7.                  The patient’s chart, which is required for a visit, is pulled from the active files the day before the appointment.  If the patient is new, and no chart has been created, a new chart will be set out for the patient to fill in.  The completed records are placed in designated “holding” racks.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  “NO-SHOW” APPOINTMENTS

PURPOSE:  To establish a uniform procedure for processing “no-show” appointments, insuring that the most appropriate course of action is taken with respect to health care delivery.

POLICY:  “No-show” appointments will be documented in Student Health Services medical records and referred to the practitioner, who will include in the chart a determination of need for a follow-up/rescheduled visit, depending upon clinical factors.  If another appointment is deemed necessary, rescheduling efforts and results will be recorded in the medical record.  If no further follow-up is required, the record is returned for filing after documentation.

GUIDELINES:  The following guidelines are to be used to routinely process “no-show” appointments.

1.                  A computer print-out of all appointments is made daily.  Notation is made on the print-out as patients report for their appointments.  At the end of the day, the medical records of those patients who did not show for their appointments are “pulled,” and notation is made that the patients did not come to or cancel their appointments.

2.                  Once the patient’s record is noted, the “no-show” is recorded in the computer.

3.                  These records are presented to the appropriate practitioner for review and follow-up determination.  The decision is based on clinical factors, and is recorded in the medical record.  The record is then returned to the medical record area for prepping/re-filing, or for appointment rescheduling.  Documentation is recorded in the chart.

4.                  Patients being rescheduled will be contacted by telephone.  If the patient cannot be reached by telephone, a notice will be mailed to the local address listed in the medical record.  Efforts are to be documented in the chart.  For certain cases, letters requesting that the patient return to the office may need to be sent Certified Mail/Return Receipt Requested.

5.                  If the patient does not respond to the “Return to Clinic Card” within a week, another attempt is made to contact the student; lack of response is recorded in the medical record.

6.                  If the student does not respond to telephone contacts, and/or “Return to Clinic Cards,” the practitioner will review the record, and may determine that the efforts should be terminated.  The practitioner documents this decision in the medical record, and the record is returned for re-filing.

7.                  In cases where the patient’s condition, if left untreated, threatens the welfare of the patient or the general public, the practitioner will notify the SHS Director to initiate more aggressive means to locate the patient.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  PATIENT REFERRALS TO OFF-CAMPUS CONSULTANTS


PURPOSE:
  To establish a uniform procedure for processing and documenting Student Health Services’ patients to consultants.


POLICY:
  Western New Mexico University Student Health Services staff providers will make all referrals/requests for consultation.  Referrals/requests by other health care providers must be evaluated and approved by Student Health Services staff before SHS will write a referral.


GUIDELINES:
  The referral process will involve the following guidelines to insure that patient counseling, documentation, reporting of results, and patient follow-ups are accomplished routinely:

1.                  The practitioner discusses with the patient the need for the consult.  This should include a medical-orientated explanation, as well as an explanation that the required services and/or facilities are not available at the SHS.

2.                  The practitioner completes the WNMU Student Health Services Referral Form (Exhibit OP-5), providing patient identification data, patient’s Chief Complaint, request for diagnosis, suggested therapy and/or procedure(s); name and specialty of consultant; indication as to whether or not any lab reports are being sent with the patient; and practitioner’s signature.  The patient is then referred to the nurse or front desk staff for coordination with the consultant’s office.

3.                  The nurse or front desk staff make arrangements for the appointment including:

a.                   Calling the consultant’s office and making the appointment, recording the data and time on the referral form.

b.                  Noting any prefatory conditions/procedures that are required for the consultation.

c.                   Obtaining the patient’s signature in two places on the referral form, one acknowledging the consultation for the listed condition, one authorizing the release of medical information (consultation results/reports).

d.                  Giving the patient the white copy of the completed referral form to take to the appointment.

4.                  The following procedures are established to help provide receipt of the consultant’s report:

a.                   The pink copy of the referral form goes in the medical record, and the yellow copy goes on a designated clipboard.

b.                  Using the yellow copy to work from, the nurse calls the patient to see if patient has made/or kept the appointment.  This includes any patient referred to the Emergency Room at Gila Regional Medical Center.

c.                   After the nurse has confirmed that the appointment was kept, s/he will give the yellow copy to front desk personnel.

d.                  The front desk staff will keep the yellow copies on file, and a follow-up letter will be sent to the consultant 2 weeks from the date of the patient’s appointment if a report from the consultant has not been received.  The file of referral forms will be sorted alphabetically by consultant.  The follow-up letter (Exhibit OP-6) will include names of all patients (along with SSNs, dates of referral, and name of SHS practitioner) on whom SHS has not yet received a referral report. The fact that a follow-up letter was sent will be noted on the yellow copy of the referral form, and will be initialed and dated.

e.                   When a referral report is received back from a consultant, the front desk staff pulls the chart, and attaches the white referral report to the chart for the practitioner’s signature.  Before the chart is routed to the practitioner, the yellow referral form will be pulled from the follow-up file, and attached to the chart.

f.                    If the patient has not kept the appointment, the nurse makes a notation on the pink copy in the medical record, attaches the yellow copy to the front of the medical record, and returns it to the referring practitioner for follow-up.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  REFERRALS FOR RADIOGRAPHIC/IMAGING STUDIES

PURPOSE:  To establish a standard procedure for referring Student Health Services patients to facilities for radiographic/imaging studies.

POLICY:  Practitioners or their designee order radiographic/imaging studies by completing the appropriate forms in duplicate.  The original form is given to the patient to take with him/her to the appointment.  The carbon copy of the form is retained by the practitioner or the nurse for follow-up purposes.

Results are called to the ordering provider by the radiologist if an immediate report is desired, with a typed report to follow.  The provider documents the results in the chart.  The typed report is submitted to the practitioner for review and initials.  After the practitioner has initialed the report, it is forwarded to the records section for posting as a permanent part of medical record.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  RELEASE OF PATIENT INFORMATION

PURPOSE:  To protect the patient from the indiscriminate release of confidential medical record information, while providing for the legitimate release of patient information to other health care providers for continuity of care/treatment; to third party payers for the timely settlement of claims; and to “officers of the court” for use in the settlement of legal disputes.

POLICY:  The Western New Mexico University Student Health Services will not release patient information from medical records without written authorization from the patient.  Additionally, information contained in secondary medical records (released from another facility) will not be released as SHS medical records.

GUIDELINES:  Patient medical information may be released by the Student Health Services after the student has provided written authorization.  The following guidelines are to be observed when preparing to release patient information:

1.                  All written authorizations must have an original signature; a photocopy is not acceptable.  In certain circumstances, a faxed copy of the authorization may be accepted.

2.                  Authorization for the release of information related to an insurance claim is usually recorded on the claim form(s), along with assignment of benefits authorization.  Most claims cannot be processed without the patient information:  date(s) of service, diagnosis, treatment, prescriptions, etc.

3.                  Patients authorizing the release of information to the SHS must fill out the authorization form (Exhibit OP- 7) to be submitted to other facilities.  A copy of the authorization and the information received become permanent parts of the patient file.

4.                  Patients authorizing the release of information to other health care providers/facilities or insurance companies must fill out the authorization form, which then is placed in the patient file.  Only the portions of the records specified by the patient will be released.

5.                  The SHS requires a minimum of two business days to respond to request for release of patient information.  This is two days after a provider has reviewed the record.

6.                  There will be a charge for this service payable in advance to release records, unless the records are being sent to another practitioner or health care facility.  The Director will determine the charge.

7.                  Patients requesting copies of their own medical records will be required to personally interview with a practitioner before any records will be given to the patient.  The patient must clarify with the reviewing practitioner his/her reason for the request.

SUBJECT:  PAYMENT OF PATIENT CHARGES  

PURPOSE:  To establish a standard procedure for the processing and payment of patient charges at WNMU Student Health Services.

POLICY:  Patients treated at the Student Health Services may be assessed charges for office visits, designated in-house laboratory, pharmacy, and miscellaneous supplies and/or services.  These charges are recorded on the Charge Form (Exhibit OP-2).  Payment/settlement of patient charges is made on the day of service as part of the “check-out” process.  Patient charges are paid by cash/check/credit card.

GUIDELINES:  The patient gives front desk personnel his/her outpatient charge form when checking out of the SHS.  The clerk reviews the form for any charges assessed to the student.  Those having no charges listed are given their ID cards, and may leave.  Patients having charges are processed by the following guidelines:

1.                  Cash, check and credit card payments made by students are recorded as paid on the Charge Form.  A copy is given to the student.

2.                  Student Account charges are recorded on the Charge Form.  The student authorizing charges to his/her student account signs the Charge Form.  A copy is given to the student. 

3.                  If the student has health insurance, the student is to file for the insurance, and is required to pay for current charges at the time of service.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  ACCOUNTS RECEIVABLE MANAGEMENT   

PURPOSE:  To establish a uniform procedure for managing the Student Health Services accounts receivable reporting, posting to the appropriate revenue accounts, and subsequent charging to student accounts.


POLICY:
  Patient charges not paid by the student/patient are charged to his/her WNMU Student Account.  The receivables are transferred to the Business Office for collection on a daily (workday) basis.

GUIDELINES:  Patients may charge SHS services and supplies to their Student Accounts.  Once the patient has signed the Charge Form to bill the patient charges to his/her Student Account, these charges are recorded in the Accounts Receivable computer program.

1.                  The charges in the Accounts Receivable program are made through the student’s name and Social Security Number.  The amounts are posted to the appropriate SHS revenue accounts:  Visit, Lab, Pharmacy, or Miscellaneous.

2.                  An Accounts Receivable report, listing students’ names, Social Security Numbers, and charges, is sent to the Business Office daily.

3.                  When these charges are reported to the Business Office, they are credited to the appropriate SHS revenue account and become Business Receivables.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  CASH MANAGEMENT

PURPOSE:  To establish a uniform procedure, in compliance with University policies/procedures, for maintaining cash drawers/petty cash accounts, collecting cash payments, and making daily deposits for the Student Health Services.

POLICY:  Student Health Services cash drawers and petty cash accounts will be maintained as separate accounts, controlled by specified individuals, and reconciled on a daily basis (cash drawer).  These accounts/funds and the corresponding documentation will be subject to unannounced internal (SHS) and external (WNMU) audits.  All funds are secured at the close of each business day.  Cash collections (cash drawer) will be deposited with the WNMU Cashier the workday following the collection; appropriate revenue accounts will credited and a receipt issued.

GUIDELINES:  Cash management will be performed at the Student Health Services by observing the following guidelines:

1.                  Account Custodian is the SHS Receptionist/Billing Clerk.

2.                  The only area of cash exchange or credit card transactions in the SHS is at the front desk/counter.

3.                  When patients check out of the SHS, they present their Charge Form (Exhibit OP-2) to the clerical personnel at the front counter.  The only individual authorized to collect cash/checks is  Receptionist/Billing Clerk.  Work-Study Students are not allowed to accept payments or charge patient services or supplies.  Each transaction is entered into the Accounts Receivable computer program indicating the amounts charged to the patient’s WNMU Student Account and/or the amount of cash paid or charged to the patient’s credit card.  A receipt is issued to the student/patient for every transaction.  A Cash Report is generated daily listing receipt number, visit, pharmacy, laboratory, and miscellaneous charges, and total cash paid.

4.                  Cash Drawer

a.                   The account balance (base amount) is $150.00

b.         Account Reconciliation.  At the end of each day, the cash in the drawer is counted and the base amount is locked in a secured area.  The remaining cash should equal the Cash Total figure on the daily Cash Report.  Any/all discrepancies (cash overage and shortage) are immediately researched to rule out calculation and posting errors. Discrepancies cannot be ignored.

c.         Deposits are made daily to the Business Office.  If the Business         

            Office is closed before the SHS closes, the deposit will be made the

            next business day.

5.                  Credit Card Transactions:

a.                   On a weekly basis, a Credit Card report is run from the Accounts Receivable program.  The credit card charges are then balanced with the Credit Card Report.

b.                  The Credit Card Report along with the deposit slip are prepared and submitted to the Business Office to credit the Student Health Services revenue accounts.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  ORIENTATION--REGULAR EMPLOYEE

PURPOSE:  To establish a standard procedure for familiarizing new employees with the facilities, policies, and procedures of the Student Health Services.

POLICY:  All permanent employees of the Western New Mexico University are scheduled to attend an employee orientation sponsored by the Human Resources Department.  Each department, however, is responsible for providing its new employees with a departmental orientation.  At the Student Health Services, the new employee’s supervisor, or his/her designee, will conduct the orientation, insuring that the following topics are discussed/explained.

1.                  Review of the Student Health Services:

·                    Mission, Goals and Purpose of SHS

·                    Organizational Structure of SHS

2.                  Signing of all in-house paperwork:

·                    Signature/Initials Form

·                    Statement of Confidentiality

3.                  Introduction to Student Health Services personnel, and their functions at the Student Health Services.

4.                  General tour of the Student Health Services facilities, including location of:

·                    telephones

·                    restrooms

·                    “break” area

·                    work areas

·                    fire extinguishers

·                    emergency exits

5.                  Review:

·                    SHS Policies and Procedures Manuals, including the location and availability.

·                    University policies/procedures and the Employee Handbook (done through Human Resources)

·                    Proper telephone etiquette

·                    No smoking policy

·                    Dress code

·                    Attendance and punctuality

·                    Overtime

·                    Job/position description, including duties and responsibilities

·                    Job performance evaluations and probationary period

·                    Read and sign statement of confidentiality

·                    Employee’s work schedule

·                    OSHA/Safety training

·                    When ill or late, notify Supervisor or call 538-6014

·                    Leave slips/requests (Exhibit OP-8)

·                    On the job accidents and how to report them

·                    Verification of current address and phone number and permission to publish in-house

·                    In-house box for mail

6.                  Give building key and other keys as appropriate.

7.                  Attendance at University-wide orientation of new employees in which insurance and other benefits are explained and a tour of the campus is taken.

8.                  New employees must also register their vehicle with the Campus Police/Parking Dept., and have a Staff ID card made.

9.                  Organizational Charts, to include University and SHS.

10.              Emergency Planning, to include review of the Fire Safety Manual and Disaster Plan, emergency telephone numbers, emergency supplies/equipment.

11.              Daily time sheet.

12.              Name tag.

13.              TB testing.

14.              CPR training.

15.              Personnel file

Approved: June 25, 1999

By:  The Policy Committee


SUBJECT:  ORIENTATION--WORK-STUDY/VOLUNTEERS

PURPOSE:  To establish a standard procedure for the orientation of Work-Study Students and Volunteers at the Student Health Services.

POLICY:  Work-Study Students and Volunteers at the Student Health Services will receive essentially the same orientation to the facilities and operation of the SHS as Regular employees.  This establishes an information base for the students, shared by the Regular employees that promotes uniform performance and a continuity of service.  Topics to be discussed include:

1.                  Review of the Student Health Services:

·                    Mission, Goals and Purpose of SHS

·                    Organizational Structure of SHS

·                    Review the services provided by the Student Health Services

·                    Job Description

2.                  Signing of all in-house paperwork:

·                    Signature/Initials Form

·                    Statement of Confidentiality--emphasize confidentiality of Student/Patient Medical Records and Related Information.  The new employee is required to read and sign the Statement of Policy Acknowledgement (maintained in departmental personnel files).  Breach of confidentiality is cause for immediate dismissal.

3.                  Introduction to Student Health Services personnel and their functions at the Student Health Services.

4.                  General tour of the Student Health Services facilities, including location of:

·                    telephones

·                    restrooms

·                    “break” area

·                    work areas

·                    fire extinguishers

·                    emergency exits

5.                  Review:

·                    SHS Policies and Procedures Manuals, including the location and availability.

·                    University policies/procedures and the Employee Handbook (done through Human Resources)

·                    OSHA/Safety training

·                    Proper telephone etiquette

·                    No smoking policy

·                    Dress code

·                    Attendance and punctuality

·                    Overtime

·                    Job/position description, including duties and responsibilities

·                    Job performance evaluations and probationary period

·                    Read and sign statement of confidentiality

·                    Employee’s work schedule

·                    When ill or late, notify Supervisor or call 538-6014

·                    On the job accidents and how to report them

·                    Verification of current address and phone number and permission to publish in-house

·                    In-house box for mail

6.                  Emergency Planning, to include review of the Fire Safety Manual and Disaster Plan, emergency telephone numbers, emergency supplies/equipment.

7.                  Completion of time sheets daily.

8.                  Must have TB skin test

9.                  Name tag

10.              Student Employees Dress Code.  Students are not allowed to wear shorts or revealing blouses.  Students may wear skorts, culottes, split skirts, and miniskirts, if when the student is standing erect with arms at rest the fingertips touch the bottom of the clothing.

11.              CPR training

_________________________                                  ________________

Student’s Signature                                                       Date

__________________________                                _________________

Reviewer’s Signature                                                    Date

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  REQUESTS FOR “TIME-OFF”

PURPOSE:  To provide a uniform system for management of Student Health Services employee “time-off.”

POLICY:  “Time-off” for Student Health Services employees, both professional and classified, will be managed by using “Request For Time-Off” forms for request, approval, and accounting functions.

GUIDELINES:  Employees desiring to take “time off” in the form of annual leave, sick leave, comp time, or CME time will request the time in the following manner:

1.                  Obtain a REQUEST FOR “TIME OFF” form (Exhibit OP-8) and fill it out through the section for employee signature and date.

2.                  Submit the completed form to their supervisor for review and approval/disapproval.

3.                  The supervisor will check the SHS calendar of events for any conflicts that may exist, such as other employees being granted time off during the same period, special mandatory events in the SHS, incomplete work assignments, etc.

4.                  Provided there are no conflicts with other previously approved employee absences, and provided there are no work-related reasons to deny the time off, the supervisor will sign and approve the request form.  The supervisor will inform the employee of the status of the request.

5.                  If request is denied, the supervisor will list the reason(s) in the comment section for the form, and provide a copy to the employee.

6.                  The Director will enter the data in the personnel leave status file.

7.                  “Time off” request sheets including days that fall in more than one month will not be accepted.  That is, there needs to be at least one time off sheet completed for each month “time off” requested.

8.                  In the event of a unplanned absence due to illness, the form must be completed immediately upon return to work.  Supervisor’s approval will be required.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  CONFIDENTIALITY OF STUDENT/PATIENT MEDICAL RECORDS AND RELATED INFORMATION

PURPOSE:  To define the responsibilities of all Student Health Services employees, Work-Studies, and Volunteers in protecting the rights/privacy of all patients by observing strict confidentiality of medical records and related information.

POLICY:  All Student Health Services employees, Work-studies, and volunteers will observe strict confidentiality of patient medical records and related information pertaining to patient treatment, except as otherwise provided by law or third party payment contract.  Case discussion, consultation, examination, and treatment will be confidential and be conducted discreetly.

Confidentiality will be maintained by not discussing, reading, or allowing third parties to read, or disseminate patient information without the written consent of the patient, or, in certain circumstances, the patient’s parent/guardian.  Discretion is maintained when practitioners within the facility discuss patient information.  Patient information will only be released to third parties when authorized, and on a “need-to-know” basis.

Patients may review their own records in the presence of a practitioner, but may not remove the record or any material contained therein.

All Student Health Services employees, Work-Studies, and Volunteers will read and sign a Statement of Confidentiality (Exhibit OP-9) upon employment with the Student Health Services.  Violation of this policy on patient confidentiality will be considered grounds for termination of employment with Western New Mexico University Student Health Services.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  ACCIDENTS

PURPOSE:  To establish a procedure for reporting work related injuries.

POLICY:  An employee, Work-Study, or Volunteer is to notify his/her supervisor if s/he is involved in an on-the-job accident.  They are to be seen by a provider.  The Notice of Accident (Exhibit OP-10) is to be completed by the employee, work-Study or Volunteer.  The Employer’s First Report of Accident (Exhibit OP –11) and Supervisor’s Accident Investigation Report (Exhibit OP – 12) is to be filled out by the supervisor.  The Director of Human Resources is to be notified, and appropriate forms filled out.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  NON-SMOKING POLICY

PURPOSE:  It is the intent of Western New Mexico University Student Health Services to conform to the Clean Indoor Air Act as signed into law April 1, 1985.  It is also the intent of the Student Health Services to provide a healthy environment for its patients and employees.

POLICY:  The WNMU Student Health Services is designated as a “Non-Smoking Facility.”  Smoking will not be permitted inside the building.  Signs will be posted within the Student Health Services noting the non-smoking policy.  No smoking will be allowed within 50 feet of the building.

Approved: June 25, 1999

          By:  The Policy Committee


SUBJECT:  OVERTIME RECORDING & COMPENSATION

The Director will maintain records of overtime and compensation for classified employees, student employees and occasional employees.  Professional staff is not entitled to monetary compensation related to overtime.

Compensation

All non-exempt SHS employees will be given compensatory time, and will not be paid for overtime.  Student employees cannot, under any circumstances, work more than 8 hours in a day.  They can work a maximum of 20 hours a week unless classes are not in session.

Compensatory Time

Nonexempt employees are expected to use compensatory time earned within a month of accruing the time.  For all annual leave requests, compensatory time accrued will be deducted prior to deducting annual leave time.  If any nonexempt employee wishes to use accrued compensatory time in lieu of sick leave, this is permissible.  At the discretion of the employee’s supervisor, s/he may be directed to use accrued compensatory time.

TIMING IN AND OUT

Staff Requirements

Nonexempt employees, student employees and occasional employees should write down their arrival time, lunch break time and departure time daily on their biweekly time cards.

Approved: June 25, 1999

          By:  The Policy Committee

SUBJECT: OVERTIME DETERMINATION

GUIDELINES:  Overtime is determined based on the following University guidelines:

1.                  To be eligible for overtime the employee must work 15 minutes over their scheduled time.  For example, an employee scheduled to work 8:00 a.m. to 5:00 p.m., clocks out at 5:10 p.m., will not be paid overtime or comp time.  If the same employee clocks out any time over 5:15 p.m., s/he will be allowed compensatory time.

2.                  Any time worked over the initial 15 minutes will be given comp time by rounding hours worked to the nearest quarter hour.  For example, an employee scheduled to work 8:00 a.m. to 5:00 p.m., clocks out at 5:25 p.m., will be eligible for compensatory time as described in the Personnel & Benefits Policy Manual.

3.                  All compensatory time must be used by June 30, or close of each fiscal year.

4.                  Any overtime discrepancies should be brought to the attention of the employee’s immediate supervisor.

Record Keeping

1.                  All staff is responsible for their daily time sheets.  It is against the regulations for anyone to fill in time cards for another employee.  Violations of this regulation could result in disciplinary action or termination.

2.                  At the close of the 2-week pay period, each employee should sign his/her card, make a copy for his/her records, and turn the completed card into the supervisor for signature.  The only need for additional paperwork will be to complete any Request for Time Off slips.

3.                  At the end of the pay period each supervisor should forward the completed time cards to the Director of Student Life for signatures.

4.                   Any employee may review his/her original time card by contacting the Director of Human Resources.

Approved: June 25, 1999

          By:  The Policy Committee