Policies | Student Health Services | SIU

The Student Health Service's staff meets regularly to review and keep current our policies. If you have any questions or concerns regarding any of our policies, please call 618/453-3311 or email shcinfo@siu.edu.

1. Visitor and Guest Policy
2. Appointment Cancellation Policy
3. Class Absence Illness/Injury Notification Policy
4. Patient Rights and Responsibilities
5. Patient Financial Responsibilities
6. Notice of Privacy Practice
7. Mask Policy

1. Visitor and Guest Policy 

In order to provide a safe and secure environment for our patients and employees, only authorized individuals are permitted to be in the facility. For the purpose of this policy, a visitor does not include employees of Student Health Services, approved student volunteers, patients and persons accompanying patients for their visit. All visitors, including service workers, must wear an identification badge, register at the Information desk, and provide justification for presence in the Student Health Center. Only ADA service animals are permitted.

Masks are recommended but not required at this time. If you feel you have been exposed to a contagious illness and present to Student Health Services feeling ill, you are encouraged to wear a mask. Masks are available at the Information desk or Pharmacy.

2. Appointment Cancellation Policy

Appointments must be canceled at least TWO HOURS prior to the appointment time. Appointments not canceled accordingly and late arrivals will be assessed a $15 fee.

3. Class Absence Illness/Injury Notification Policy

• It is the policy of Student Health Services to not provide students with a written explanation of their illness or ability to attend class.
• Health providers at Student Health Services see students that are ill and require evaluation, treatment or advice. It is understood that some illnesses are self-limited and do not require medical evaluation, yet may necessitate temporary absence from class.
• Our policy asserts it is the responsibility of the student to provide verification of illness, and the faculty members responsibility to excuse an absence and determine any penalties associated with that absence.
• Explanation for Class Absence Illness/Injury Verification Form

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4. Patient Rights and Responsibilities Policy:

Patient Rights:

• Receive information about how medical information is used and disclosed, obtain access to this information, request restrictions on how information may be used or disclosed, request amendments to the medical record, and review the medical record with a provider.
• Discuss the physical, psychological, spiritual, educational and cultural variables that influence perceptions of illness.
• Change a primary physician if other qualified physicians are available.
• Get assistance in locating alternative services when indicated.
• Obtain confidential disclosure of medical information, except when required by law, with the opportunity to approve or refuse the release of these disclosures.
• Receive care without discrimination on the basis of race, color, national origin, age, disability, sex, sexual orientation, gender identity or expression and be treated with respect, consideration, and dignity.
• Receive an explanation, to the degree known, of the diagnosis, evaluation, treatment options, and prognosis. When it is medically inadvisable to give such information, the information is provided to a person designated by the patient or to a legally authorized delegate.
• Participate in decisions involving health care, except when contraindicated for medical reasons, including the choice of the treatment plan, as well as the right to refuse treatment to the extent permitted by law, and to be informed of the medical consequences of these actions.
• Receive information about the rules and regulations that apply to patient care and conduct, provisions for after-hours and emergency care, statement of patient rights and responsibilities, the mechanism for resolution of patient complaints, the procedure for expressing grievances and/or external appeals, and the right to express suggestions.
• Refuse to participate in experimental research.
• Receive information regarding the Student Health Services Policy on use of Advance Directives.

Patient Responsibilities:

• Pursue a healthy lifestyle to improve performance and academic success.
• Provide the healthcare providers with complete and accurate information to the best of one’s ability about general health, allergies, and medications, including over-the-counter products and dietary supplements.
• Treat all Student Health Services’ personnel and other patients with dignity and respect.
• Ask questions about the planned treatment and expected outcome in order to fully comprehend and participate in decisions involving your own healthcare.
• Follow the treatment plan recommended by your provider, or accept full responsibility for not following the recommendations and refusing treatment.
• Protect yourself and others against infections by dressing appropriately (i.e., shoes, shirt, etc.)
• Respect others by silencing your cell phones in the exam rooms and waiting areas.
• Become knowledgeable about health plans, and accept personal financial responsibility for any charges incurred for services rendered.
• Become knowledgeable about health plans and accept personal financial responsibility for any charges incurred for services rendered.
• Remain for the specified period of time following a procedure as directed by the provider, and bring a responsible adult to transport you home from the facility.
• Inform the provider about any living will, medical power of attorney, or other directive that could affect your care.

Communicating Patient Rights and Responsibilities:

Patients’ Rights and Responsibilities is communicated to patients in writing through the Patient Rights and Responsibilities Brochure that is available in waiting areas, or electronic documents available at appointment check-in and on the Student Health Services’ website.

Patient Grievances:

Patients are encouraged to express grievances, suggestions and other comments regarding one’s experiences with Student Health Services by filling out the Comment Form on-line or a printed copy located inside Student Health Services.

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5. Patient Financial Responsibilities Policy

Most services are covered for a nominal front door fee for patients who have paid the Student Health Services Fee, although, there are additional charges for some services such as injections, routine dental care, prescriptions, over the counter pharmacy items and other services determined by the Student Health Services. Appointments related to Motor Vehicle Accident (MVA), Workers Compensation (WC) injuries/conditions and eligible patients who have not paid the Student Health Services Fee are charged the usual and customary fees. These charges may be submitted to the insurance provider on your behalf if the appropriate billing information has been provided. *

Payment is due at the time of service. Cash, Check, Credit Card, and SIU Bursar Transfer for SIUC students only (OOCHB Fee can not be transferred). Insurance billing is limited to certain visit typesUnpaid charges will be billed to the individual or placed on the patient’s bursar account.

*Consent to Bill Insurance:

I give permission for SIU Student Health Services to bill my insurance company for covered services and to exchange information necessary to secure payment for these services. Such necessary information may include my diagnosis, service dates, types of services and other information related to services necessary to process claims.

I authorize payment of medical benefits to SIU Student Health Services.

I understand that I am responsible for any balance that my insurance company does not authorize for payment.

Acknowledgment of Financial Responsibility:

I acknowledge I have read and fully understand my financial responsibilities and have had all my questions answered. I do hereby expressly guarantee payment in full of any and all charges incurred for services rendered or to be rendered to me. Further, I agree to pay all attorney fees and court costs incurred by SHS in the collection of amounts for which I am responsible. I understand that a copy of this agreement is available upon request.

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6. Notice of Privacy Practice Policy

This notice describes how medical information about you may be used and disclosed and how you can gain access to this information. Please review it carefully.

The terms of this Notice of Privacy Practices apply to the Student Health Services on the SIU Carbondale Campus, operating as a clinically integrated health care arrangement. In order to provide you with health care and insurance benefits, Student Health Services collects and maintains a great deal of personal health information about you. The information in this notice will be adhered to by:

• all healthcare professionals, employees, associates, staff, volunteers, residents, fellows, medical students, nursing students and other trainees of our organization
• all departments of SHS and any area so designated as a treatment facility
• any business associate or partner with whom we may share information

Our Requirements

We are required by law to maintain the privacy of our patients’ personal health information and to provide patients with notice of our legal duties and privacy practices with respect to your personal health information. We are required to abide by the terms of this notice so long as it remains in effect.

Information Disclosures

Except as outlined below, we will not use or disclose your personal health information for any purpose unless you have previously signed a form authorizing the use or disclosure. Illinois law requires that we obtain consent for release of information for drug/alcohol abuse, HIV test results and/or diagnosis, and all mental health services. You have the right to revoke that authorization in writing unless we have taken action in reliance on the authorization.

For Treatment

We make uses and disclosures of your personal health information as necessary to provide you with treatment. For instance, doctors, nurses and other professionals involved in your care will use information in your medical record and information that you provide about your symptoms and reactions to plan a course of treatment for you that may include procedures, medications, tests, etc. We may also release your personal health information to another health care facility or professional who is not affiliated with our practice but who is or will be providing treatment to you.

For Payment

We may use and disclose your personal health information to determine eligibility, coverage, cost sharing amounts, coordination of benefits, subrogation and adjudication of health benefit claims (including appeals), billing, collection and claims management activities and related health care data processing, including auditing payments, investigating and resolving payment disputes and responding to participant inquiries about payments, obtaining payment under contract for reinsurance, medical necessity reviews or reviews of appropriateness of care or justification of charges, utilization review, concurrent review and retrospective review, disclosure to consumer reporting agencies related to collection of premiums or reimbursement or to prepare a bill to send to you or the person responsible for your payment. 

Health Care Operations

We may also use and disclose your personal health information as necessary and as permitted by law, for clinical improvement, professional peer review, clinical teaching, accreditation and licensing, insurance case management and care coordination, business management, data and information systems management.

Disclosure to Family and Friends

With your approval, we may, from time to time, disclose your personal health information to designated family and friends and others who are involved in your care or payment for your care in order to facilitate that person’s involvement in caring for you or paying for your care. If you are unavailable, incapacitated or facing an emergency medical situation and we determine that a limited disclosure may be in your best interest, we may share limited personal health information with individuals without your approval. We may also disclose limited personal health information to a public or private entity that is authorized to assist in disaster relief efforts in order for that entity to locate a family member or other person that may be involved in some aspect of caring for you.

To Business Associates

We may disclose medical information with written agreement to business associates who assist us with our healthcare operations, such as audits, accreditation, legal services and to technology contractors.

Appointment Reminder Services, Health Products, and Services

We may contact you to provide appointment reminders or information necessary for treatment or to advise you of a new product or service we offer or to provide general health and wellness information. You have the right to “opt-out” of receiving this service and may do so by sending your name and address together with a statement that you do not wish to receive fundraising materials or communications from us and email your statement to  shcinfo@siu.edu.

Research

We may use and disclose your personal health information in limited circumstances. In all cases where your specific authorization has not been obtained, your privacy will be protected by strict confidentiality requirements applied by an Institution Review Board (IRB) or privacy board which oversees the research.

Fundraising

We may contact you to donate for or on our behalf. You have the right to “opt-out” of receiving fundraising materials or communications and may do so by sending your name and address together with a statement that you do not wish to receive fundraising materials or communications from us and email your statement to  shcinfo@siu.edu. Authorization is required for uses and disclosures of Protected Health Information (PHI) for marketing purposes that constitute a sale of PHI.

Other Uses and Disclosures

We are permitted or required by law to make certain other uses and disclosures of your personal health information without your consent or authorization, including:

• For any purpose required by law
• For required public health activities: reporting of disease, injury, birth and death and public health investigations
• For suspicion of child abuse or neglect or if we believe you to be a victim of abuse, neglect or domestic violence
• To the Food and Drug Administration if necessary to report adverse events, product defects or product recalls
• To government agencies conducting audits, investigations or civil or criminal proceedings if required by law
• If required by a court or administratively ordered subpoena or discovery request
• To law enforcement officials as required by law to report wounds, injuries and crimes
• To coroners and/or funeral directors consistent with law
• To arrange an organ or tissue donation from you or a transplant for you
• As required by armed forces services, if you are a member of the military and if necessary for national security
• For Worker's Compensation agencies if necessary for your Worker's Compensation Benefit Determination
• If we suspect a serious threat to health or safety

Rights that You Have

You may request a copy and/or inspect much of the personal health information that we retain on your behalf. Copies will be made available to you upon request. Some fees may apply.

You may amend or correct personal health information we maintain about you, but we are not obligated to make all requested amendments. We will give each request careful consideration. If an amendment or correction you requested is made by us, we may also notify others who work with us and have copies of the uncorrected record if we believe that such notification is necessary.

You may receive an accounting of certain disclosures made by us of your personal health information after April 14, 2003. Some fees may apply.

You will be notified following any breach of unsecured PHI via certified letter with an address on file.

You may request restrictions on certain uses and disclosures of your personal health information for treatment, payment, or health care operations. We are not required to agree to your restriction request but will attempt to accommodate reasonable requests and we retain the right to terminate an agreed-to restriction if we believe such termination is appropriate. In the event of a termination by us, we will notify you of such termination. You also have the right to terminate an agreed-to restriction by emailing such written termination notice to email your statement to  shcinfo@siu.edu. You may further restrict disclosure of your PHI to your health plan on a per visit basis by paying cash in full for services and by notifying the Student Health Services in writing of the requested restriction.

Note: All requests must be made in writing and signed by you or a representative. You may request an Access Request Form from the Records and Registration Department Supervisor at the address listed on the back of this notice.

Complaints

If you believe your privacy rights have been violated, you can file a complaint with our administrative office. You may also file a complaint with the Secretary of the U.S. Department of Health and Human Services in Washington D.C. in writing within 180 days of violation of your rights. There will be no retaliation for filing a complaint. Our administrative office can provide you with the address.

Changes to this Notice

We reserve the right to change the terms of this Notice of Privacy Practices as necessary and to make the new notice effective for all personal health information maintained by us. You may receive a copy of any revised notices at our website or at the Student Health Center. If you have questions or need further assistance regarding this notice, you may email  shcinfo@siu.edu. As a patient, you retain the right to a paper copy of the Notice of Privacy Practices, even if you have requested a copy by e-mail or other electronic means.

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Mask Policy:

Masks are recommended but not required at this time. If you feel you have been exposed to a contagious illness and arrive at the Student Health Center feeling ill, you are encouraged to wear a mask. Masks are available at the Information desk or Pharmacy. (updated 11/14/22)

HIPAA Staff

Don Howard, Privacy Officer
Phone: (618) 453-4446
Email: donh@siu.edu