Policy and Procedure Manual

The

Policies and Procedures

of

Cherokee County Clinic

 

Table of Contents

 

 

 


Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Lab Work

PURPOSE: Define the procedure for lab work-ups.

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic

EFFECTIVE DATE: April 2, 2000

DATE REVIEWED OR REVISED:

DISTRIBUTION: Cherokee County Clinic Staff.

POLICY/PROCEDURE:

  1. PA fills out lab order and PCC form.
  2. PA gives chart to Nurse.
  3. Nurse takes patient to lab.
  4. The nurse explains the lab procedure and conducts lab work
  5. The nurse fills out - PCC for Lab- (Copy Attached) and places white and pink copy in BIO BAG with specimen.
  6. The yellow copy at PCC goes into patient chart.
  7. Labs are transported to Cherokee Indian Hospital for processing.



Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Patient Flow

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED:

DISTRIBUTION: Cherokee County staff

POLICY/PROCEDURE:

  1. Patient checks in.
  2. The patient’s name is recorded in Patient Registration Book by Office Manager or CNA.
  3. Ask about method of payment, check correct heading/ make a copy of Medicaid,
    Medical Insurance, place copy of card in patients' chart.
  4. Place chart in chart holder at the Office Manager’s desk.
  5. RN picks up chart, calls patient in and does an assessment.
  6. RN takes patient to exam room.
  7. Provider sees patient.
  8. Provider documents visit, orders necessary labs for RN to order.
  9. Patient leaves.


Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Medication Refills

PURPOSE: Defines the procedure followed when a patient needs a medication refill.

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED: December 11, 2001

DISTRIBUTION: Cherokee County staff

POLICY/PROCEDURE:

  1. Patient requests Medication Refill.
  2. Enter RPMS - locate name and health summary. Find out if a refill is available.
  3. If refill is available, complete a PHARMACY TIME MANAGEMENT FLOWSHEET (PTMF)
  4. Make copy of PTMF.
  5. Place PTMF in a PTMF book at the clinic.
  6. A copy of the PTMF is sent to Cherokee Indian Hospital by:
    1. RN/CNA and taken to patient registration or
    2. PTMF is faxed to Patient Advocate at Cherokee Indian Hospital or CHR Director at Health Medical Division.
  7. Medication Refills are picked up by one of the following:
    1. CNA/CHR Director,
    2. LPN,
    3. RN
    4. Snowbird CHR Worker.
  8. Medication bag is stapled shut.
  9. Medications are locked in the File Room at the clinic.
  10. When the patient comes in the medications are retrieved from File Room.
  11. The PTMF is pulled from the book.
  12. The medications are discussed with the patient for clarification and correctness.
  13. The patient must sign the PTMF and the form is place in a file in the File Room.
  14. If a family member picks up medications, the person must sign their name, not the patients.

 

 

 

Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Medication Refill - Follow up

PURPOSE: Define the procedure followed when medication refills are not correct or complete.

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED:

DISTRIBUTION: Cherokee County staff

POLICY/PROCEDURE:

  1. If a patient’s medications are not filled without notification from pharmacy the LPN will contact Cherokee Indian Hospital Pharmacy for clarification.
  2. If the patient’s medications are not correct the LPN will notify the Pharmacy at Cherokee Indian Hospital and send the medication back next day.
  3. If the patient’s medication are not complete, the LPN will notify Cherokee Indian Hospital Pharmacy.


Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Chart Preparation - Medical

PURPOSE: Defines the procedure in preparing a medical chart for clinic.

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED: December 11, 2001

DISTRIBUTION: Cherokee County staff

POLICY/PROCEDURE:

  1. Place a Health Summary and Face Sheet in chart.
  2. Fill out information on PCC:
    1. date,
    2. time,
    3. check appointment,
    4. chart number,
    5. name,
    6. date of birth,
    7. sex,
    8. name of clinic.
  3. Fill out the information for patient bill forms.
  4. Register the patient’s insurance.
  5. When PA is through with chart separate the PCC form for Cherokee Indian Hospital and Third Party Billing.


Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Dental Charts

PURPOSE: Defines the procedure for preparing charts for Dental Clinic.

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED:

DISTRIBUTION: Cherokee County staff

POLICY

  1. Pull Charts place new information slip in chart.
  2. Fill out charge out sheet with:
    1. name,
    2. date of birth,
    3. date of service,
    4. phone number
    5. social security number,
    6. Medicaid number,
    7. County of residence.
  3. If a patient is new,
    1. do a medical history and have it signed.
    2. sign consent form for treatment.
  4. As patient finishes, put treatment for next visit on charge out sheet.
  5. At the end of clinic make a copy of Charge out sheet for Dental Coordinator and fax a copy of charge out sheet to Cherokee County Health Department.
  6. Arrange follow - up visits for Eastern Band of Cherokee Children.
  7. *Check Medicaid Card each visit for ending date.



Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Emergencies

PURPOSE: List of emergency telephone numbers.

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED: December 11, 2001

DISTRIBUTION: Cherokee County staff

POLICY/PROCEDURE:

  1. Fire 911 Fire Department Murphy
  2. Police (828) 479- 8653 Tribal Police Snowbird
  3. Medical 911 Cherokee County EMS Murphy
  4. Notify Health Operations Director or Executive Director: 497-7460
  5. Emergency Supplies available at Clinic.
    1. Crash Cart on premises
    2. Ambulatory Bag (3 sizes)
    3. Oxygen tank with mask/camula
    4. Eye wash flush bottle
  6. Equipment Available in Hall
    1. Small refrigerator that holds blood samples, urine, lab,(needing refrigeration
      For medication - BIE, OC, Chlamydia

Refer to Lab Manuel available in Lab revised 12/03/96.
Refer to Policy and Procedure for Dental Emergency.


 


Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Hours of operation of Cherokee County Clinic, Murphy, North Carolina.

PURPOSE: Define the hours of operation for Cherokee County Clinic

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED: December 11, 2001

DISTRIBUTION: Cherokee County staff, Health Operations Director

POLICY/PROCEDURE:

  1. Clinic will be opened 8 a.m. - 5 p.m. Monday through Friday.
  2. The center will close one hour for lunch.
  3. Tuesday and Thursday are Medical Clinic by appointment only.
  4. Recovery Services Clinic is held every Monday, by appointment only.
  5. Behavioral Health Clinic is held on the second Wednesday monthly, by appointment only.
  6. Diabetes Clinic is held on the second Monday, by appointment only.
  7. Dental Clinic is held on Thursday and Friday of each week.

Health and Medical Division
CHEROKEE COUNTY CLINIC


SUBJECT: Chain of Command

PURPOSE: Defines the chain of command for Cherokee County Clinic

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED: December 11, 2001

DISTRIBUTION: Cherokee County staff

POLICY/PROCEDURE:

Administration:

  1. Leon Jones, Principal Chief
  2. Casey Cooper, Executive Director
  3. Jody Adams, Health Operations Director

Medical:

  1. Leon Jones, Principal Chief
  2. Casey Cooper, Executive Director
  3. Dr. Ann Bullock, Medical Director

Health and Medical Division
CHEROKEE COUNTY CLINIC


SUBJECT: Supplies

PURPOSE: Defines the procedure for ordering supplies, medical or clerical.

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED:

DISTRIBUTION: Cherokee County staff

POLICY/PROCEDURE:

  1. A requisition form is completed requesting lab, office or medical supplies.
  2. The request is sent to the Administrative Assistant at Health Delivery.
  3. Justification for single items over $100 may be requested by Administrative Assistant or Health Operations Director.
  4. If the requisition is approved, the Cherokee County Office Manager will be notified and the Administrative Assistant will order the requested items.
  5. When the supplies arrive the clinic will be notified as to pick-up location.


Health and Medical Division
CHEROKEE COUNTY CLINIC

SUBJECT: Schedules

PURPOSE: Defines the responsibility of scheduling for all clinics.

STAFF GOVERNED BY THIS POLICY: Cherokee County Clinic staff.

EFFECTIVE DATE: April 1, 2000.

DATE REVIEWED OR REVISED: December 11, 2001

DISTRIBUTION: Cherokee County staff

POLICY/PROCEDURE:

  1. The Office Manager/LPN schedules all medical appointments. (Behavioral Health, RSC, Diabetes, Dental, )