/depts/,/depts/uwhc/,/depts/uwhc/security/,/depts/uwhc/security/photo-id-badges/,

/depts/uwhc/security/photo-id-badges/

201407210

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UWHC,

Safety,

Departments & Programs,UW Hospital and Clinics,Security

Photo ID Badges

Photo ID Badges - Departments & Programs, UW Hospital and Clinics, Security

Focus

The photo identification badge (ID badge) will serve as the official tool for providing identification, security and access. The Security Department is responsible for administering the provisions of this guideline.

ID badges must be worn by all UW Health employees, volunteers, contracted and agency staff, faculty (i.e., physicians, pharmacists and nurses) and those here for clinical experience or clinical research (e.g., students).  ID badges cannot be loaned to other persons for their use.

The photo ID badge is to be worn for employment, training or business purposes only. Individuals shall not wear their UW Health ID badge when they are not at work or while in the role of patient or visitor.

For information on ID badges for vendors, refer to Policy 11.19, Regulation of Vendor Representatives and Vendor Liaison Office. For information on ID badges for visitors, refer to Policy 3.3.5, Participation of Patients’ Primary Supports and Visitors.

OBTAINING A BADGE

ID badges will be distributed at New Employee Orientation (NEO) and at the ID Badge Office (G5/146) at University Hospital.  As appropriate, non-employees may be charged a fee that is the responsibility of the individual or the sponsoring department or school.

Security staff will produce duplicate replacement ID badges only in exchange for the current ID badge for the following reasons:

  1. Legal name change or name change due to gender transition
  2. Job or department transfer/change
  3. Damaged/worn-out badge
  4. Each five (5) year service anniversary
  5. Sustained contact with threatening patients/customers

BADGE REQUIREMENTS

The ID badge shall contain ONLY the following information:

  1. First and last names
    1. Shortened first names are permissible (i.e., Robert to Bob); nicknames are not permissible (i.e., Robert to Bud)
    2. Staff working in the Security unit, Psychiatry unit and Emergency Department will be provided photo ID badges which display their first name and first initial of last name. This option is also available to other employees, with the exception of Graduate Medical Education trainees and employees in the role of supervisor or higher.
  2. The following shall appear below the name:
    1. For employees in positions below director level, the department name
    2. For employees in titles of director and above, the job title
    3. For Faculty physicians, pharmacists, nurses, etc., "Faculty." This applies to any individual who needs an ID badge, but their primary employment status is as a school faculty member.
    4. For Residents and Fellows, “Resident”
    5. For medical students, “Student"

For clinical positions, the photo ID badge may also contain one educational degree (i.e., BSN, MD) if it directly relates to their position. There shall be no other information, including credentials, included on the badge. Badge backers will be provided by the department designee to further identify staff (i.e., RN, PT, EMT, etc.).

The individual's photo must not be altered or defaced. Tape, stickers, pins or anything that impacts the ability to interact with the badge reader are not allowed. Punctures to the photo ID badge will damage and de-activate it.

USE OF BADGES FOR FACILITY ACCESS/SECURITY

ID badges issued to employees also serve as access cards for University Hospital entrances and the employee’s work site/building. Restricted card access areas in the University Hospital and in off-campus facilities that are not the employee’s primary work site will require management approval to enable individual ID badges to function as access cards for these areas. 

Submit a request for security access

Department managers will identify which personnel require this access and are responsible for authorizing the required access for their employees and for ensuring employees comply with this policy. Failure to comply with this policy may result in counseling or disciplinary action up to and including separation of employment.

Staff who are not issued University Hospital security access may enter the building with a standard ID badge through security checkpoints after 9pm.

Photo ID badges may also be activated for:

  1. Automated Time and Attendance system
  2. Cashless Convenience program; and/or
  3. Admin-RX system

All staff are authorized to request appropriate identification from any person at any time.

LOST, DAMAGED AND REPLACEMENT BADGES

Staff should immediately contact the Security Department when an ID badge is lost, missing or stolen, or is failing to provide facility access. Management approval is not required for staff to replace a lost, missing, stolen or defective photo ID badge.

Worn or damaged badges, unless caused by an employee's negligence, will be replaced at no charge. In certain situations, replacing worn or damaged badges will be billed to the employee or the employees work unit cost center.  When staff report a card access feature is defective, and Security verifies that, there will be no replacement fee charged to staff.

Replacement of lost or intentionally damaged ID badges will result in a fee charged to the individual. Fees must be paid prior to replacement and payment may be made at the Culinary Services cash registers. The payment receipt is then provided to Security prior to making the replacement badge.  Fees for lost (legacy UWHC) employees’ badges may also be paid using payroll deduction.  Forms are available in the ID Badge Office (G5/146).  Replacement badge fees may be adjusted as needed based on costs.  

Replacement badges can be obtained at the Security's ID Badge Office (G5/146) during weekdays when the office is open. When closed, staff should stop at the University Hospital Security Office (E6/206) to provide proof of payment to replace a lost ID badge.

Replacement badges for a lost or defective badge will normally be available for pick-up in the Security Office (E6/206) within 24 hours after requests are submitted to Security. In certain cases, Security may require more time to produce replacement badges with access privileges.

Excessive requests by an employee to replace missing or lost badges will be referred to the employee's manager. Management approval will then be required for subsequent replacement badges.

RETURN OF BADGE

Department managers are responsible for notifying Security staff when an individual has reached their end of appointment or their access to the facility should be suspended (e.g., termination, disciplinary suspension or leave of absence), by calling Security at (608) 890-5555 or emailing Security, as it is important that Security staff are notified immediately as facility access must be disabled.

Department managers are responsible for collecting ID badges from employees prior to them leaving UW Health; whether voluntarily or involuntarily. The badges should be sent to UW Health Security staff (E6/206) for deactivation and disposal. 

Please contact Security at (608) 890-5555 or email at security@uwhealth.org with questions.

FAQ

Why is UW Health distributing new ID badges?

This new UW Health badge will reinforce our transition to an integrated health care system. A consistent design will also help our patients and families visually identify UW Health faculty and staff, and help volunteers and easily identify their care team. In addition to the visual identification, the badges also have functional benefits. It is important to not alter the badges in any way, so the badges work properly.

When can I order the new UW Health ID badge?

Security will notify directors and managers when departments can order the new UW Health ID badges. This rollout process will help ensure that the badges are ordered and delivered in a most timely and organized fashion with the correct door access.

When I receive my new ID badge, what should I do with my old ID badge?

Security will collect your old badge for proper disposal.

What information will be included on the front of the ID badge?

For proper identification, the ID badges will include the UW Health logo, name, photo, department name and one educational degree/credential for those who work in direct patient care, as well as a barcode.

How will names appear on the ID badge?

First and last names will be printed on the ID badges.

 

 

How will credentials be identified on the ID badge?

For those who work in patient care and clinical positions, a limit of one educational degree (i.e., BSN,
MD) may be added to the photo ID badge. This should be the educational degree that has the most significance to the patient care role. No other information or credentials shall be included.

Will my existing photo ID from the directory be printed on the new ID badge?

Security will schedule photo shoots for departments at University Hospital, ambulatory (off-site) and business locations to update ID photos as needed. To ensure the photos are accurate, new pictures should be taken every five years.

Can I submit a photo that I want printed on the new ID badge?

Submitted photos are not allowed for security reasons.

How will positions/roles be identified on the ID badge?

department names or job titles will appear below the name.

 

 

Can I personalize my ID badge?

Tape, stickers and pins interfere with the badge readers, so they are not allowed. Photos should not be altered or defaced. Punctures to the photo ID badge will damage and de-activate the ID badge’s electronic capabilities.

What information will be included on the back of the ID badge?

The back includes a magnetic strip, bar code and employee number. Identifiers on the back of the ID badge are used to streamline processes and identify employees for MyTime, Learning and Development classes, Employee Health ID, Admin-RX medication administration, door access and Cashless Convenience (Currently only available to UWHC employees).

When can I get a duplicate replacement ID badge?

Duplicate replacement ID badges will be produced in exchange for the current ID badge for the following reasons only:

What is the purpose of wearing an ID badge?

ID badges are worn as identification of UW Health faculty, staff, volunteers, students and contracted staff who are employed by or work at UW Health. The ID badges also provide a level of security, access privileges (door control) and streamline employment processes (time and attendance and learning and development).

Who is required to wear an ID badge?

ID badges must be worn by all UW Health employees, volunteers, contracted and agency staff, faculty (i.e., physicians, pharmacists, and nurses) and those here for clinical experience or clinical research (e.g., students). ID badges cannot be loaned to other persons for their use. All staff are authorized to request appropriate identification from any person at any time.

Why are ID badges required?

An ID badge serves as the official tool for providing identification, security and access. The Security Department is responsible for administering the provisions of this guideline.

When should I wear my photo ID badge?

The photo ID badge is to be worn for employment, training or business purposes only. Individuals shall not wear their UW Health ID badge when they are not at work or while in the role of patient or visitor.

When are ID badges distributed?

ID badges are distributed at New Employee Orientation (NEO) and at the University Hospital, ID Badge Office (G5/146). As appropriate, non-employees may be charged a fee that is the responsibility of the individual or the sponsoring department or school.

What if my badge is lost, missing or stolen or fails to provide building/facility access?

When an ID badge is lost, missing, stolen or fails to provide building/facility access, staff should contact the Security Department immediately at (608) 890-5555. Manager’s approval is required for staff to replace a lost, missing, stolen or defective photo ID badge.

What is the cost to replace an ID badge?

Unless caused by an employee's negligence, worn or damaged badges will be replaced at no charge. In certain situations, replacing worn or damaged badges will be billed to the employee or the employees work unit cost center. If the card access feature becomes defective, staff will not incur a replacement fee. (Security will verify if the access feature is defective.) Lost or intentionally damaged ID badges will result in a fee charged to the individual.

How can I purchase a replacement ID badge?

Cashiers in the Four Lakes Cafeteria at University Hospital can accept payment for replacement ID badges. The receipt will be given to the ID badge office to show proof of purchase. Staff may ask for a duplicate receipt for their records.

Employees may also request payroll deduction to pay for a replacement badge. Forms are available in the ID Badge Office (G5/146) or on U-Connect.

How much does a replacement ID badge cost?

Replacement badge fees may be adjusted as needed, based on fluctuation of materials. The current cost is $12.

Where can I pick up a replacement ID badge?

Replacement badges can be obtained at the Security's ID Badge Office (G5/146) during weekdays. When closed, staff may stop at the University Hospital Security Office (E6/206) to provide proof of payment to replace a lost ID badge. Wait times may vary based on security call volume.

What is the estimated turn-around time for a lost or defective ID badge?

Replacement badges for a lost or defective badge will typically be available for pick-up in the Security Office (E6/206) within 24 hours after Security receives the requests. In certain cases, Security may require more time to produce replacement badges with access privileges.

How can my ID badge function as an access card to a location that is not my primary work site?

ID badges issued to employees also serve as access cards for door control and the employees’ work site/building. Restricted card access areas in the University Hospital and in ambulatory (off-campus) facilities that are not the employee’s primary work site will require management approval to enable individual ID badges to function as access cards for these areas.

Department managers will identify personnel who require access and are responsible for authorizing the required access for their employees.

How can I access University Hospital after 9pm?

Staff who are not issued University Hospital security access may enter the building with a standard ID badge through a security checkpoint at the main entrance after 9pm.

Resources

New Position/Role Identifier Badge Backers