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Student Health Clinic and Counseling Services JacksRBack Plan

JacksRBack Plan for Student Health Clinic and Counseling Services—Fall 2020

OPERATIONAL OVERVIEW

The Student Health Clinic and Counseling Services (SHCCS) is a Student Affairs unit and will be adhering the general university guidelines for safe operation in a pandemic environment. These guidelines align with guidance from the Centers for Disease Control and Prevention (CDC) and the South Dakota Department of Health (SD-DOH). Key concepts to mitigate against the spread of COVID-19, which will be observed in the SHCCS, include but are not limited to the following: Individuals are required to follow the current university and SDBOR face covering protocols; Individuals will practice social distancing of not less than 6 feet; frequent hand-washing and use of hand sanitizers; proper cough and sneeze etiquette; and self-monitoring for common COVID-19 symptoms. Persons experiencing COVID-19 symptoms should not enter the SHCCS except as directed by medical personnel. Signage indicating these guidelines will be posted throughout the SHCCS and referenced frequently in the plan detail to follow.

This plan is also grounded in the SDSU Guiding Principles for Return to Campus and SDSU COVID-19 Protocols.

CORE DEPARTMENT FUNCTIONS

  • Student Health
  • Counseling Services
  • Jackrabbit Pharmacy
  • Specialty Clinics
  • Student Organization Advising
  • Insurance Billing

CORE FUNCTIONS PLAN

Provide Student Health Care and Counseling Services and Jackrabbit Pharmacy Services

  • To address asymptomatic and symptomatic transmission, implement source control for everyone entering the SHCCS (e.g., health care personnel and patients), regardless of symptoms. The following actions will be taken to help prevent transmission from individuals who may or may not have symptoms of COVID-19:
    • SHCCS will provide education on COVID-19 symptoms, the importance of self-screening, the benefits of wearing a cloth face covering and good hygiene through various social media platforms and face to face when appropriate.
    • Based upon CDC guidance adopted by the South Dakota Department of Health (SD-DOH), for nurses, nurse practitioners, pharmacists, lab supervisors and individuals assigned to screening clinic patients each day, a face mask is required and will be provided by the SHCCS.
    • All other employees are to follow the general guidance provided by SDSU.
    • Individuals are required to follow the current university and SDBOR face covering protocols.
    • Certified medical personnel to include nurse practitioners, nurses, pharmacists and lab supervisors along with the individual assigned to conduct entrance screenings will be required to complete temperature screening and COVID-19 symptom screening upon entering the SHCCS based upon the CDC guidance adopted by the SD-DOH. All other employees of the SHCCS are encouraged to follow the general guidelines provided to all employees on campus, which includes a self-screening recommended at home.
    • Student Screening:
      • SHCCS will actively screen students for fever and symptoms of COVID-19 upon arrival. (See form in Appendix I).
      • Health care staff performing screening and temperature check will wear appropriate personal protective equipment (PPE), which will include gloves, N95 mask and gown, if needed.
      • Patients with suspected symptoms must don a surgical mask and will be directed to a separate waiting room.
      • All other patients will be asked to wear a face covering and directed to the reception area.
      • There are specific exam rooms designated for students with COVID-19 symptoms.
      • A separate exit is designated for students with COVID-19 symptoms.      
    • Decontamination of rooms:
      • Disinfection will be performed using EPA-approved chemicals that have effectiveness against coronaviruses.
      • Clinic airflow report checked for designated rooms to identify length of time the room needs to remain closed until safe for cleaning.
      • The room must sit for one hour before cleaning.
      • Any items in the room must be discarded after use if they are unable to be disinfected.
      • Room will be clearly marked after the patient leaves at what time the room can be safely entered to clean.
      • “Time out and time cleaned” log posted on the following exam room doors: 118, 122, 124, 126 and 128.
    • Disinfection of clinic work areas/waiting room:
      • Disinfection will be performed using EPA-approved chemicals that have effectiveness against coronaviruses.
      • Waiting room cleaned hourly. Other work areas cleaned daily or as needed based on the number of office visits that day.

Student Health Appointment (following processes of peer primary medical college health clinics and Brookings community clinics)

  • Morning appointments will be for routine clinic appointments. There will be exceptions if needed. If student is ill and requests a morning appointment, a nurse will triage and counsel the student and set up appropriate appointment.
  • Afternoon clinic appointments will be for students with COVID-19 symptoms. If student is ill and requests an afternoon appointment, a nurse will triage, counsel the student and set up appropriate appointment.
  • Drive-through screening option:
    • Patient has telephone COVID-19 screen performed.
    • If positive screening criteria met, a time will be arranged by clinic staff for patient to have screening performed in their vehicle.
    • Patient will come to the north Miller Wellness Center parking lot and remain in vehicle.
    • Lab or RN/CNP personnel wearing full PPE will obtain appropriate lab samples for processing.
    • SHCCS medical providers will check on student daily.
    • SHCCS counselors will reach out to student to offer services.
  • Testing protocols:
    • A patient will be screened by phone.
    • If they are medically stable, patient will be provided curb-side/drive-up testing from SHCCS personnel.
    • If a patient is unstable and short of breath in the phone screening, they will be referred to the emergency room of the Brookings Health System or local clinics where an X-ray will be done to prevent contamination in two locations. SHCCS team is researching various rapid testing capabilities on-site, looking at costs, access to supply chain of reagents and accuracies of testing on-site and collaborating with the hospital or clinics in the community to possibly provide this service.
  • Reporting protocols:
    • As information becomes available to SHCCS personnel through our own clinical work or other health authorities, it will be reported according to the JacksRBack Presumptive Positive Protocol. Relevant policies regarding HIPAA and FERPA will be followed as applicable to the information provided and nature of the shared information. The form for COVID-19 Case Reporting is included in Appendix II. 
  • Daily check-ins for student in Quarantine/Isolation Housing (QIH).

Health care check-ins and counseling services via Zoom Health will be conducted daily with students in QIH. We will ask students to self-monitor and check in with them daily to ask if there are any changes. When doing the daily check-in, staff will ask if the student has had a temperature and if they have any symptoms: fever or chills, cough, shortness of breath or difficulty breathing, fatigue, muscle aches, headache, new loss of taste or smell, sore throat, congestion or runny nose, nausea or vomiting and/or diarrhea.

Hi, This is ------------ from the SHCCS. I am calling to check in and see how you are doing today and if there is something we can follow up on for you.

Have you experienced a fever in the past 24 hours?

Have you experienced any of the following symptoms in the past 24 hours: fever or chills, cough, shortness of breath or difficulty breathing, fatigue, muscle aches, headache, new loss of taste or smell, sore throat, congestion or runny nose, nausea or vomiting and/or diarrhea?

If the answer is yes to either question, the information is given to the CNPs to follow up on.

  • Potential vaccination and antibody testing plans will be developed as information and testing becomes available.

Student Counseling Appointment

  • Counselors will alternate working on-site and remotely each week to reduce circulation in the corridors and waiting room. Every other office will be left unoccupied.
    • Urgent care counselor will be assigned daily to provide services for crises.
    • On-call counselor will be available after hours, weekends and holidays for crises.
    • Group counseling will be facilitated in a virtual environment or area where social distancing can be done such as the Miller Wellness Center conference room.
    • All students who have face-to-face sessions will go through the SHCCS screening process. Individuals are required to follow the current university and SDBOR face covering protocols. They will be directed to the reception area if they are free of COVID-19 symptoms. If the student screened shows possible symptoms of COVID-19, they will be added to the clinic schedule and follow the protocol in the clinic section.
    • Counselors will disinfect their offices after each on-site counseling session with sanitary wipes for hard services and disinfectant spray for cloth furniture.

Jackrabbit Pharmacy

  • Pharmacist will wear a mask when customers are present or College of Pharmacy and Allied Health Professions students are present (Board of Pharmacy requirement).
    • When the College of Pharmacy and Allied Health Professions students work in the pharmacy, they will be required to wear a mask.
    • There will be markings on the floor to support 6-foot social distancing.
  • Plexiglas will be installed as a barrier for consulting and sales at the front door of the pharmacy.
  • It is strongly recommend for customers to have clinics call in scripts or send them electronically.
  • It is strongly recommend for customers to call in for medication consult and to make payment or the pharmacist will call customer for medication consult and payment over the phone.
  • Individuals are required to follow the current university and SDBOR face covering protocols;
  • If prescription has been filled, customer counseled on the medication and paid by phone, the pharmacist will hand the medication to the customer at the pharmacy doorway.
  • Pharmacist will consult with customers on-site and collect payment with a Plexiglas barrier between the customer and pharmacist.
  • Customer will need to wait in line at the 6-foot markings until it is their turn in the pharmacy.
  • Payment options: cash, credit card, Hobo Dough or check.
    • Credit card sales: Payments can be taken over the phone at time of fill or taken in-person.
  • Pharmacist will disinfect pin pad and counters between each customer.

Additional Resources Needed (Fiscal/Human/etc.)

  • Staffing for curb-side testing; laboratory technician;
  • Nurse (1) to provide education services, check students in isolation and provide phone screenings;
  • An individual to screen patients prior to entering the clinic; and
  • Communications and marketing expertise and human capacity.

Communications Plan   

  • Student/patient portal secure messaging through Medicat;
  • The Collegian;
  • Posters with instructions to office visitors;
  • Signage in the entryway;
  • Email communication to students;
  • Website updates;
  • Social media;
  • Rabbit Report messages;
  • D2L/MyState messages;
  • Classroom presentations;
  • Residential Life presentations;
  • Parent orientation meeting;
  • New student orientation; and
  • Transfer student orientation.

International immunization clinic, influenza immunization clinic

PROTOCOLS FOR ACHIEVING WORK

  • Arrange furniture and post signage to accommodate 6-foot distancing recommendation.
  • Propose to do an informational session over Zoom or video for student access.
  • Intentionally schedule student’s health appointment to ensure social distancing requirement.
  • Schedule staff accordingly to accommodate both clinics, evenings and possibly weekends.
  • Schedule evenings and Saturday to accommodate international clinic.
  • Schedule evenings and weekends to complete influenza immunization clinic.

Additional Resources Needed (Fiscal/Human/Technology/etc.)

  • Will creatively schedule but may possibly create overtime for nurses (CSA employees).

Communications Plan

  • Emails to Office of International Affairs;
  • Zoom meetings with Office of International Affairs;
  • Posters with instructions to office visitors;
  • Email communication to students;
  • Website updates; and
  • Social media.

Student Organization Advising: Lost and Found

PROTOCOLS FOR ACHIEVING WORK

  • Lost and Found meetings will take place via Zoom until groups of 10-plus students are acceptable according to SDSU and CDC recommendations.
  • Will follow SDSU Student Organization guidance and protocols.
  • Meeting times and events will be communicated with students via email, social media webpages, Jacks Club Hub and other SDSU media.

Communications Plan

  • Posters with meeting and event information;
  • Email communication to students;
  • Jacks Club Hub updates;
  • Social media webpages; and
  • Rabbit Report messages.

Classroom Presentations, Health Education

PROTOCOLS FOR ACHIEVING WORK

  • SHCCS will develop videos as a resource for presentations.
  • Workshops, mindfulness and other skillset programs can be placed in a virtual environment for student or staff access.
  • Presentations will take place via Zoom until groups of 10-plus students are acceptable according to SDSU and CDC recommendations.
  • SDSU academic protocols will be followed, if in classroom presentation.
  • Will follow SDSU policies and protocols.

Communications Plan

  • Posters of presentations;
  • Email communication to students;
  • Website updates;
  • Social media;
  • Rabbit Report messages; and
  • D2L/MyState messages.

Billing, Daily Deposits, Supply Ordering

PROTOCOLS FOR ACHIEVING WORK

  • Student insurance information will be sent in electronically via patient portal or emailed.
  • Once insurance payment is processed and received, student account is credited.
  • Statements will be mailed or sent through Medicat.
  • Follow up with a phone call.
  • Payment over the phone is encouraged.
  • Deposits are scheduled during specific hours.
  • Will follow SDSU policies and protocols.
  • Coordinate with purchasing office to maintain appropriate supplies of PPE and other essential medical supplies.

Communications Plan

  • Signage throughout clinic;
  • Video from Patient Services on insurance process housed on website for reference;
  • Email communication to students via secure messaging Medicat;
  • Website updates under Student Health Clinic Insurance and Billing;
  • Question and Answer sessions through Zoom; and
  • Individual consults via telephone.

APPENDIX I COVID-19 SCREENING TOOL

Date__________________________________            Time_____________________

Name__________________________________________  DOB___________________________ ID________________

Phone number___________________________________ Address___________________________________________

Risk Assessment: Initial Screening Questions

  1. Do you have any of the following symptoms?
  • Fever > 100.4 F or 38 C                 Temp:                                           Yes    No    Unsure
  • Cough                                                                                                     Yes    No    Unsure
  • Shortness of breath/breathing difficulties                                      Yes    No    Unsure
  • Loss of taste/smell                                                                               Yes    No    Unsure
  • Other symptoms: muscle aches, fatigue, headache, sore throat, runny nose, diarrhea. Circle any yes answers.
  • Date symptoms started:
  1. Have you traveled in the last 14 days? (Where?)                                       Yes    No
  1. Have you had close contact (face to face) within 6 feet with someone who is ill with cough and/or fever who has traveled within 14 days prior to their illness onset?         Yes    No    Unsure
  1. Have you been in contact in the last 14 days with someone that is being investigated or confirmed to be a case of COVID-19?           Who?                                                                 Yes    No    Unsure                                                                          

                                                                               

 

  1. Do you have heart disease, lung disease, diabetes and are immunosuppressed? Circle any yes answers.

Appointment at SHCCS

Date/Time_____________________________

Referral to other clinic

Location/Date________________________________________________________

Employee Signature___________________________________________________

Any additional pertinent information:


APPENDIX II COVID-19 CASE REPORT FORM

COVID-19 Case Report Form

SDSU Student Health Clinic and Counseling Services (SHCCS)

Concerned Faculty/Student (contacting SHCCS):______________________________________________

Phone number:_____________________________  Email: _____________________________________

Exposure History/Concern

Date:__________________________Date exposed:____________________________

Symptoms:_______________________________________________________________

Date seen by HCP/clinic: ___________________________________________________                                                

Been COVID-19 tested?   Y/N          If yes, test date/result:__________________________

Last Contact with SDSU site and individuals within last 14 days:_____________________

 

Have you heard from the SD-DOH?  Y/N    If not, let us know when you have:_______________

Employment location:____________________________  Last date worked:________________

Info provided:  SD-DOH Info Line/website; handouts, etc.

 

Student or Employee of Concern_____________________________________________________

Address:____________________________________________________________________________

ID number: ________________________________Phone number: ____________________________

Email: ______________________________________________________________

Report by: ___________________________________________________________

 

Per JacksRBack P/P: https://www.sdstate.edu/jacksrback/what-if-i-get-sick

SDSU Students need to email: VP of Student Affairs Office OR Michaela Willis

Students employed on campus (GA, intern, student workers, etc.) need to contact their supervisor.

SD-DOH Resources:

https://doh.sd.gov/news/coronavirus.aspx; or call the COVID-19 info line at 1-800-997-2880.