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DOC Patient (Inmate) Clinic Visits: Scheduling, Transport Care & Security (7.52)

DOC Patient (Inmate) Clinic Visits: Scheduling, Transport Care & Security (7.52) - Policies, Clinical, UWHC Clinical, UWHC-wide, Patient Support

7.52


7.52 DOC Patient (Inmate) Clinic Visits: Scheduling, Transport Care & Security
Category: UWHC Administrative Policy Print
Policy Number: 7.52
Effective Date: July 7, 2014
Version: Revision
Section: Patient Support (Hospital Administrative)



I. PURPOSE

To establish guidelines for physicians, other providers and clinic staff to protect, ensure and maintain confidentiality
and security while providing care to patients in the custody of Department of Corrections (DOC patients).

To define UWHC locations where DOC patients may be seen for ambulatory care and establish routes through
UWHC for the transport of inmates to assure security and minimize exposure to the public.

This policy does not apply to persons in the custody of other law enforcement organizations, such as the Dane
County jail inmates in the custody of the Dane County sheriff.

II. POLICY
A. Ambulatory care visits for adult and juvenile DOC patients will be provided at the Clinical Sciences Center
(CSC) only. This includes the American Family Children's Hospital (AFCH) where juvenile offenders may be
seen in the Pediatric Specialty Clinic.
B. Visits may not occur at the off site locations (East Clinic, West Clinic, Research Park, University Station
(US), Middleton Clinic). There is an exception to this and where specific security arrangements will be
required:
1. Ophthalmology Clinic at University Station (US), when specific equipment is needed that is only
located at US.
C. No information related to the clinic visit date, time or location will be given to DOC patients.
Communication about visit scheduling for DOC patients will only occur with the Department of Corrections
Health Service Unit.
D. DOC patients will be transported through UWHC via routes that are least traveled by the public. The H
elevators and Clinics (G5/2) Lobby will not be used at any time to transport DOC patients.
E. For security, each clinical area will hold the minimum number of DOC patients at all times.
III. PROCEDURE
A. Scheduling. For Adult DOC patients to be seen in UWHC:
1. The DOC correctional health unit will request an appointment. The caller must identify themselves
by name, the specific institution health unit, and specific institution, i.e., "This is Mary from the
health unit at Dodge Correctional."
2. When scheduling a visit, UWHC Scheduling staff will perform the following steps to assure that
appropriate information is recorded that will prevent the automatic appointment reminder from
being sent.
a. For a new DOC patient, the call will be transferred to registration, who will create the
patient in Health Link, collect insurance information and select a patient type of
DOC. The call will then be transferred back to the scheduler.
b. Indicate a "Yes, DOC" in the response to the following the question, "Is this a security
patient?" This will identify the patient as a DOC patient so that a reminder letter and/or
pre-registration materials will NOT be sent out.
3. Registration staff pre-register inmates using a weekly email list sent by the DOC Health Service
Unit (HSU). In Health link, the address of the HSU will be recorded as a temporary address for
the DOC patient.
B. Communication about the Scheduled Visit.
1. Any rescheduling that is necessary is communicated between the clinic scheduling staff and the
health service unit staff at the prison.
2. At no time is the DOC patient permitted to know when their clinic appointment is scheduled.
3. Information pertaining to the DOC patient appointment should not be given out or discussed with
anyone other than the health service unit staff at the prison. Do not give any information to the
DOC patient, spouse/partner or relative even if they have a signed release of information.
4. If dictation or any other information from the DOC patient's medical file is sent to the DOC
patient, any information pertaining to a future appointment must be removed.
C. Transport to Clinic.

1. Ambulatory adult DOC patients are taken directly to the outpatient holding area location on E1/1,
unless there are clinical exceptions or prior arrangements are made with Police and
Security. When ready for the clinic visit, they enter UWHC through the F3/1 entrance.
2. The DOC guard will call Registration at 261-1600 to let them know the DOC patient has arrived in
the Holding Area. Registration will complete the sign in process, which will alert the clinic of the
DOC patient's presence in the holding area. The clinic will call the Holding area when they are
ready for the patient to be placed in the exam room.
3. The Clinic Medical Assistant will check the exam room for any obvious contraband or anything
that could be used as a potential weapon and will hold the room open, so the DOC patient can be
escorted directly into the exam room. The Clinic Staff will call the Security Unit or holding area to
request that the scheduled DOC patient be brought to the clinic for the appointment.
4. Security is maintained by the guard completing a form that indicates where the DOC patient is
going when leaving the Security unit and bringing it to the Clinic.
5. The guard will escort the DOC patient through hallways and elevators that have minimal public
use. See attached grid.
6. For security, each clinical area will hold the minimum number of DOC patients at all times.
7. The DOC patient should not be seated in the public waiting area with clinic patients.
8. Surveillance cameras may be used in some areas for DOC patient visits.
D. Security during the Clinic Visit.
1. The Correctional Health Unit may send an order/communication form with the guard and DOC
patient. The physician and staff should complete this form and give it to the guard to return to
the Health Unit at the prison and fax it to the HSU at the prison.
2. The Correctional Officer will accompany the DOC patient in the exam room unless a surveillance
camera is in use. Then the guard will sit outside the room and observe the silent video screen.
3. DOC patients should always be seated in a chair by the door or on the exam table.
4. Clinic staff that enters the room must be wearing a UWHC nametag. The Correctional officer may
question the staff member if the nametag is not visible.
5. DOC patients may not use the telephone in the exam room or any area.
6. All patient education handouts, or other written materials or supplies should be explained to the
DOC patient, but given to the correctional officer. Never give the DOC patient any materials
directly.
7. During the clinic visit, the correctional officer expectations include:
a. Observation of the DOC patient at all times, either directly in the room or through the
surveillance camera.
b. Observe quiet and respect of the clinic setting.
c. Have knowledge of and follow all UWHC standards and guidelines that do not conflict
with security.
8. All prescriptions, orders and paper communication should be placed in a sealed envelope and
given to the guard for transport to the Correctional Health Officer.
9. If the DOC patient needs laboratory testing, the clinic will place lab orders in Health Link. The
DOC patient should be held in the E1/1 holding area until the lab is prepared for collection. The
guard must present to the G5/2 lobby to register the patient for lab testing. Phlebotomy staff will
call E1/1 holding when they are ready to collect the specimens for testing.
10. Return Appointments are NOT to be communicated to the DOC patient for security reasons.
Instead the need for a return appointment should be indicated on the Correctional Health
Form. Correctional facility will call to request a return appointment.
E. Special Arrangements for Clinic Visits at American Family Children's Hospital (AFCH) by Juvenile DOC
patients.
1. Registration Demographic Information and Guardianship/Parental Consents and Communication
Process.
a. UWHC registration receives a weekly list from the DOC on inmates that have
appointments. Registration updates the DOC inmate information in Health Link from the
DOC website data.
b. If a procedure or treatment is needed that requires consent, call the Health Service Unit
and they will call the parent or guardian.
c. If consents for care are required, the DOC will bring completed copies to the visit.
2. On the business day before the visit, the DOC will alert UWHC Security of the visit (608-890-
5555).
a. The DOC patient and accompanying guard will meet security in the basement parking lot
(Lot 63) of the American Family Children's Hospital.
b. The UWHC Security will escort the DOC patient and guard up the staff elevators to the
procedure room in the clinic (AFCH Room 2347).
c. UWHC Security will call the Peds Specialty Welcome Desk at 890-8455 with patients
name and date of birth. Welcome Desk staff will notify registration and medical assistant
of patient's status.

3. After the visit a UWHC Security guard will escort the DOC guard and DOC patient down the staff
elevators of the AFCH to the basement and out to the transport van.
4. All DOC patients will be treated with the same respect and high quality of clinical and personal
service.
Facility / Phone Number
Ethan Allen / 262-646-3341
Lincoln Hills / 715-536-8386
Southern Oaks / 262-878-6500
Mendota Mental Health, MJTC / 608-301-1042
Cadet Achievement Program / 715-536-8386
IV. COORDINATION

Sr. Management Sponsor: VP of Ambulatory Care Services
Author: Director, Ambulatory Clinic Operations

Review/Approval Committee(s): Ambulatory Policy & Procedure Committee;
Supervising Officer-Captain, Department of Corrections; Patient Care Policy and Procedure Committee

SIGNED BY

Donna Katen-Bahensky
President and CEO

J. Scott McMurray, MD
Chair, Patient Care Policy and Procedure Committee