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Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Lafene Health Center

Chapter 3055
Revised June 4, 2009

Table of Contents

.010 General Information
.020 Services and Hours
.024 Use of Fax Machines to Transmit Confidential Medical Information
.030 Campus Medical Emergency Policy
.040 Release of Information from Medical Records Policy
.050 Procedure for Releasing X-Ray Films
.060 Eligibility for Care, General Provisions
.070 Medical Treatment of Visitors with University Affiliation
.080 Continuation of Services in the Event of a Disaster
.090 Special Arrangements/Agreements with University Depts
.100 KSU Faculty/Staff Members with Work Related Injuries
.110 Questions

.010 General Information

The mission of Lafene Health Center is to maintain, on the Kansas State University main campus, through the utilization of quality resources, a medical facility capable of offering a comprehensive, high quality, easily accessible, affordable outpatient health care service to the student community. In addition to the care of the sick and injured, the Center shall be a resource and an advocate for health education, promotion and wellness.

The Center shall, at all times and to the best of its ability, be responsive to the needs and concerns of the student body and general community of Kansas State University.

Student health service commenced at Kansas State University in 1913 and was housed on the second floor of Anderson Hall, now the main administrative building.

In 1920, Student Health moved into an old two-story stone building, built in 1866 and located near the northeast corner of what is now the University Power Plant. The building had previously been the residences of Presidents Anderson and Fairchild. Enlargements to the structure, using materials from an old stone barn, which had been located on the property, allowed the facility to house a dozen student patients.

Following World War I, and again after World War II, surplus military barracks were acquired and added to the stone building, providing a total of 80 beds and expanded space for the entire staff, x-ray, laboratory, physical therapy and an outpatient clinic.

After many trials and tribulations with the old facility, construction began in 1958 on a new facility located adjacent to the campus library. It was completed at a cost $550,000 and initially occupied in November, 1959. The facility was named after Dr. Benjamin Lafene who was director of the Health Center from 1949 through 1961.

The new facility contained 19 double bed rooms and two single occupant rooms as well as modern facilities to house all the necessary ancillary services and a clinic for outpatients.

In 1987 the hospital portion of the health services was closed due to declining utilization and an increased emphasis being placed on ambulatory services.

Today, Lafene Health Center is housed on the Sunset Campus of Mercy Regional Health Center. The center was relocated in the summer of 2003 to provide better accessibility and additional parking for students. The Health Center employs over 80 staff members including full-time physicians, physician assistants and nurse practitioners with a full complement of medical and clerical support personnel. On the average, nearly 300 students present themselves at Lafene each weekday during the fall and spring semesters, to have their healthcare needs met.

The Health Center is a professionally accredited health facility designed to provide cost-effective, physician-directed healthcare and health information to K-State students. A health fee is included in the student's tuition each semester that entitles access to all services available at the Health Center froma week before the first day of classes until midnight the day before the next semester begins.

Lafene Health Center, as a department of Kansas State University, is governed by the Kansas State Board of Regents who are appointed by the governor of the state.

Organizationally, within the structure of the University, the Center falls under the authority and responsibility of the Associate Vice President for Student Life, who in turn is directly responsible to the Vice President of Student Life and Dean of Students who is directly responsible to the President of the University.

.020 Services and Hours

Services Offered:

General Medical Clinic
Allergy/Immunization Clinic
Clinical Laboratory Services
Diagnostic X-Ray Services
Health Promotion Services
Nutrition Counseling Services
Physical Therapy
Pharmacy Services
Sports Medicine
Women's Clinic

General Clinic:

Monday through Friday 8:30 a.m. to 6:30 p.m. (during fall and spring semesters)
Monday through Friday 8:30 a.m. to 4:30 p.m. (during summer and breaks)

Saturday 10:00 a.m. to 2:00 p.m.

Specialty Clinic Hours:

(Allergy and Immunization, Sports Medicine, Women's Clinic)
Monday-Friday
8:30 a.m. to 11:30 a.m.
1:00 p.m. to 4:30 p.m.

For Appointment Call:

General Clinic785-532-6544
Allergy Clinic785-532-6544
Health Promotion785-532-6595
Physical Therapy785-532-5242
Sports Medicine Clinic785-532-6544
Women's Clinic785-532-6554

.024 Use of Fax Machines to Transmit Confidential Medical Information

  1. Confidential medical information may be transmitted via fax when necessary to provide patient care. All efforts shall be undertaken to ensure confidentiality of Patient Health Information.

  2. Only personnel authorized by the Center's Director, Medicial Director, or Risk Manager, may fax confidential patient information. Primarily those personnel are assigned to the Health Information Management area. Personnel so authorized must secure the area of the fax machine so as to adequately protect the confidentiality of the information being faxed and shall document the fax, using only name and patient identification number, in the fax log or other method provided.

  3. The patient must be advised of the physician's wish to have information sent via fax. Except as noted in #7G, below, a consent form must be signed by the patient and sent via fax to the Health Center prior to any records being returned via fax to the treating physician. Copies of faxed authorization for release of information may be honored and shall be deemed to have the same force and effect as the orginal document.

  4. Confirmation of the correct telephone number is made through the display on the fax machine. Verification of receipient by regular telephone, prior to faxing and after faxing, is required if the facility, telephone number and/or privacy of the fax machine is unknown.

  5. A cover sheet must be attached to all faxed medicial information stating the transmitted information is confidential and the receiving party is prohibited from disclosing the information to any other unauthorized party. The cover sheet is to be filed in the miscellaneous section of the patient's medicial chart.

  6. If the Health Center requests confidential information be faxed, also request that the person transmitting the fax call immediately prior to sending the information. Personnel authorized by the Center Director, Medicial Director or Risk Manager at the Health Center shall then be at the fax machine to ensure the entire transmission is received, removed from the machine and delivered to the requesting individual.

  7. In the event of an extreme medicial emergency or when medicial information is necessary for the ongoing treatment of a patient and patient consent for release of information cannot be obtained, the Director of the Center, or the Medicial Director of the Center may give approval to fax medicial information regarding a specific patient.

  8. In the event a fax of confidential information is misdirected, sent and/or received, a Lafene Health Center Incident Report shall immediately be written and a thorough investigation and follow-up conducted.

  9. In no event shall patient information regarding drug or alcohol abuse, mental health history, sexually transmitted diseases or HIV/AIDs status or treatment or other information considered sensitive under federal or state law be transmitted by fax machine, unless approved by the Center Director, Medical Director, Director of Health Information Management or Risk Manager.

  10. Oversight of this policy and all related policies is the responsibility of the Privacy Officer.

.030 Campus Medical Emergency Policy

In case of a medical emergency occurring on campus or in a classroom at the University, the Riley County Ambulance Service (911) is to be initially called. This service is equipped and on constant standby to more quickly and efficiently respond.

.040 Release of Information from Medical Records Policy

Medical records are kept for a minimum period of ten years, as required by the Statues of the State of Kansas.

Current files are stored in the Health Information Management Department, which is designated as an area for access by authorized personnel only. Charts of students who are no longer enrolled at Kansas State University are moved to the inactive Record Room which remains locked at all times. Only authorized personnel are allowed access to the key for this area. Medical record access is for official purposes only.

Information regarding payment, treatment and operations that can be released without authorization from the patient include:

Non-Confidential

  • Name
  • Age
  • Birth date
  • Address
  • Verification of care which includes dates and times of admission and dismissal
  • Attending physician

Confidential (for use within the medical care facility)

  • To any staff physician for treatment of the patient;
  • To staff nurses and other medical care facility employees having patient-related reasons for obtaining the record and only as necessary to carry out their professional duties:
  • To the facility's legal consultant or insurance carrier to protect the interest of the facility in cases involving liability or compensation.
  • For research and study; while maintaining confidentiality of the record and anonymity of the patient.

Proper authorization is always required from the patient to release confidential information to:

  • Outside physicians and other medical care facilities unless referred by a Lafene Health Care provider for treatment purposes. (Reasonable courtesy should, of course, be shown outside physicians, and the interest of the patient and the medical care facility must be observed.)
  • Insurance companies (unless for payment purposes) (45 C.F.R. 164.502(a))
  • Attorneys (see Lafene Health Center Administrative Policy 1300.1005)
  • News Media
  • Employers
  • Instructors/Teachers
  • Parents

Items that need to appear on an authorization in order to be valid:

  1. Signature by competent patient of legal age

  2. Name of patient

  3. Specific identification of the institution from which information is being requested

  4. Name of party or company to whom information is to be released

  5. Date of authorization:

    1. Valid for 90 days from date of authorization unless otherwise indicated, not to exceed one year.

    2. Not valid if dated prior to period of treatment (with the exception of release of information regarding ongoing care)

  6. Itemization of information to be released

  7. A photocopy of a valid authorization is acceptable.

NOTE: The above does not apply to release of information regarding: Drug or alcohol abuse, mental health treatment, information obtained as a requirement for the facility's Needlestick Policy and Procedures and designated as "Needle stick Protocol." Specific guidelines according to the publication, Health Information Management: Law, and Practice Manual (Second Edition) by Goodell, Stratton, Edmonds, and Palmer, LLP, 2001, revised 12-30-2004;

"a proper authorization form should include the name of the institution releasing the information; the name of the party receiving the information; the patient's full name, address, and date of birth or identification number; a specific and meaningful description of the information to be released; the expiration date or event; the date of the authorization; the patient's signature or the signature of a person authorized to sign on behalf of the patient, stating that person's authority; a statement that the patient has the right to revoke the authorizaton at any time unless the information has already been disclosed pursuant to a valid authorization and before receipt of revocation, and a statement describing how the individual may revoke such authorization; and a statement that if the information is released to an organization other than a health plan or health care provider, the released information may no longer be protected by federal privacy regulations."

Healthcare providers are required to respond to a summons issued by the Clerk of any court (subpoena duces tecum) which will probably include the patient authorization. It is recommended that the facility legal counsel be consulted if it is deemed advisable by the Director or the Privacy Officer. It is recommended that the facility legal counsel be consulted if the subpoena does not include the patient authorization or if drug or alcohol abuse is involved.

.050 Procedure for Releasing X-Ray Films

  1. Patient must have written or oral approval from Lafene Health Center Medical Staff member for release of films or patient may have films released if he or she presents a written request from an outside doctor or specialist.

  2. In all instances, copies of the original x-rays should be sent if these is any question that the films may not be returned. The patient is charged for this service.

  3. Copies of the radiologist report are not routinely sent with the films. Only in certain circumstances are reports released. For example: The US Government may request a copy of the radiologist's report on an international student.

  4. If films are not returned within 30-45 days, a routine request is sent asking for the return of X-rays. If the films are not returned after 30 days following the request, then the signed release form and a copy of the letter are filed in the patient's film jacket.

.060 Eligibility for Care, General Provisions

Health Fees are established upon the recommendation of the Student Senate with approval by the Board of Regents. The Health Fee is a general support fee that provides access to the services of the Health Center for the payer.

Generally, all students who are enrolled and attending classes during a regular semester or summer session who have paid the health fee are eligible for care.

The paid health fee provides access to the services of the Center. It also generally provides routine clinic office consultations or short visits during regular clinic hours at no charge. Additional minimal charges are made for ancillary services and supplies. Refer to the current Health Center Schedule of Charges for more information.

During the summer, students who were enrolled in the preceding spring semester and were eligible for care, and who are pre-enrolled or planning to attend the fall semester, may obtain refills of prescriptions more than once without paying the health fee. This also includes the requirement of an updated physician order for the refill. Medical consultation beyond that allowed above requires payment of the health fee or the office visit charge for non-students.

Those students who have graduated from the university in the spring and who had paid that spring semester's health fee may elect to pay the subsequent summer "non-enrolled" health fee and be eligible for care. The patient's account with Lafene Health Center must be current and not in delinquent status and must be maintained current to remain eligible. No further requests for eligibility beyond the summer session can be granted until enrollment occurs.

Periodically, on a formal basis, special arrangements or agreements for healthcare services may be made with on-campus or off-campus entities. Lists of those students or participants, home address, WID or social security number, insurance or billing information, methods of identification and completed medical history forms shall be furnished in advance.

Non-student spouses of students may pay the full-time health fee as listed in the current Schedule of Charges, regardless of the point of time in the semester (no proration) and be afforded the same coverage and privileges as the regular paying student. If this fee is not paid, the spouse may be seen and pay the customary office visit charge for non-students each time service is rendered including prescription refills. Prior visitor fees paid cannot be applied to the health fee.

Faculty and Staff members of the University other than those enrolled as students and paying the student health fee or those participating in a university department special program and pre-approved by the Director of the Center, are not eligible for non-emergency care at the Health Center.

.070 Medical Treatment of Visitors with University Affiliation

Visiting athletes or other participants in university sponsored sporting or other events, participants in University sponsored conferences, workshops, camps, seminars or other events, visiting family members or guardians of students may utilize the services of the Health Center on an emergency basis, or by special arrangement approved by the Center Director. Those utilizing the Center's services outside of a special agreement or arrangement shall be charged the current non-student fees for office visits and ancillary services. The office visit charge may include a physician consultation and medication order for a one time fill at the Health Center pharmacy.

.080 Continuation of Services in the Event of a Disaster

In the event a disaster should occur which incapacitates the Health Center and prevents the provision of service for any period of time, the following procedures and plan shall be invoked until the Health Center can regain its ability to provide care:

  1. By all means of communication available, i.e., university media, Manhattan Community media, notices to on-campus and-off campus living groups, university academic departments, deans and other areas where students may congregate, notify the student population of the plan for service continuation.

  2. For emergency medical and for inpatient hospital care, the population should report to the local hospital emergency service, Mercy Regional Health Center 1823 College Avenue, 785-776-3322.

  3. For non-emergent general or specialty care, the population should contact a local physician's office or clinic.

  4. Health Center and University Administrative personnel shall make efforts to secure as soon as possible, a temporary location, which would provide a safe, secure and otherwise appropriate environment for the re-establishment of services to the student, so as to minimize the inconvenience to the population served.

.090 Special Arrangements/Agreements with University Depts

Special arrangements or agreements may be negotiated and approved by the Center Director between the Health Center and University departments or off campus agencies. These arrangements shall be in writing and communicated to each Center.

.100 KSU Faculty/Staff Members with Work Related Injuries

All university faculty/staff members and University student employees, working in Manhattan, experiencing work related injuries must report to the health care facility contracted for Worker's Compensation care. The State Self Insurance Fund currently has a contractual arrangement with Mercy Regional Health Center for treatment of job related accidents if it is:

  1. life threatening - go to the Emergency Department - Mercy Regional Health Center on College Avenue

  2. non-life-threatening - go to Mercy West on Seth Child Avenue.

.110 Questions

Any questions regarding the contents of the foregoing policies and procedures for this chapter should be directed to the Director's Office, Lafene Health Center.