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General Description
Process Overview
Process Steps or Stages
Performance Metrics
Subject Experts
Regulations
Admission and Visit Procedures
Process

Document Number: RWC--100pr Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 07/11/2013
Primary Author: Dean of the School of Nursing and Health Sciences and Health Sciences Status: Approved
Date Originally Created: 05/22/2012

General Description
Description / Scope:

Information about the admission and visit process for the Rudy Wellness Center.


When Performed:

As needed


Responsibilities: Executive VP
Staff
VP for Academic Affairs
Executive Director of Facilities and Safety
VP of Business and Finance

Terms and Definitions: Additional training

Corrective Action

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Process Overview
1.

Admission and Visit Procedures

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Process Steps or Stages
1.

Admission and Visit Procedures


1.1

Admission


What happens:

Students or staff may request services at RUDY WELLNESS CENTER by coming to the office.  Individuals are seen on a first-come, first-served basis during designated office hours with the exception of urgent situations, which are always given priority over other walk-ins.

 

     At the beginning of the first visit, the client is asked to complete a Patient Registration Form (Appendix A) and Medical History Form (Appendix B). Clients are also asked to read the “Notice of HIPAA Privacy Practices” (Appendix C) and Patient Agreement (Appendix D) provided for them and mark on their Patient Registration form that they have read and understand each of these documents. Staff should confirm that the client has signed the Patient Registration Form.  Staff should also provide a copy of the Client Information Handout (Appendix E) to the new client. The client may ask questions or discuss any concerns that s/he may have.  The Patient Registration Form is scanned into the client’s electronic file and becomes part of a permanent electronic record.

 

Clients should be made aware that in emergency situations they should call 911and/or go to the University Medical Center in Lebanon, TN.   There are no after-hours options for client services.


Who Performs / Responsibility:

Staff


Requirements:

Policy and Procedure Handbook


1.2

On-Going Clients:  Requirements and Scheduling


What happens:

Staff at Rudy Wellness Center reserves the right to decline services to clients refusing to read and complete the aforementioned documents.


Who Performs / Responsibility:

Staff


Requirements:

Policy and Procedure Handbook


1.3

Referral Outside the Rudy Wellness Center


What happens:

Generally, clients who are unlikely to benefit from Rudy Wellness Center services/treatment, or require more intensive monitoring than can reasonably be offered by the Center should be considered for referral.  The student will have the option to see their personal physician or be referred to a local physician in the immediate area (see Appendix F for a list of Referral Criteria).  

 

No one criteria will be used for the referral of a client, but a combination of the risk factors listed in Referral Criteria (Appendix E) will be used to suggest whether a client will be better served by a referral.  If a client presents with a number of the risk factors, referral based on sound clinical judgment and consultation with other staff should be considered.  It is important to remember that providing intake evaluation, forming a clinical decision believed to be in the best interest of the client, and making a referral is the provision of service, not a refusal of service.

 

Clinical assessment through extended intake may be necessary to gather sufficient information to make a decision regarding treatment recommendations.  If a student fits several of the above criteria, careful assessment of the potential benefit from the Center’s services should be completed before ongoing treatment is offered.  It is important to be mindful that it becomes much more difficult to limit services (which the client may not be benefiting from) once s/he has started receiving on-going services.  

 


Who Performs / Responsibility:

Staff


Requirements:

Policy and Procedure Handbook


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Performance Metrics
Metrics: Compliance with standard policy and procedure
Compliance with federal mandate
Compliance with state mandate
Customer Satisfaction Rating

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Subject Experts
The following may be consulted for additional information.
Academic Affairs Support Staff

Dean of the School of Nursing and Health Sciences and Health Sciences

Executive VP

Executive Director of Facilities and Safety

VP of Business and Finance

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Regulations
This document pertains to the following regulations:
Standards of good practice
University governance

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