Medical Insurance Coding Program Policies & Procedures

Welcome

Welcome to the Indian Hills Community College Medical Insurance Coding (MIC) program. The MIC program is four (4) terms, twelve (12) months in length. Upon successful completion of this program, a diploma will be awarded. The Medical Insurance Coding program is part of the Health Sciences Division. This division is led by the Associate Dean of Health Sciences who reports to the Vice President, Learning and Engagement. The Medical Insurance Coding program has Program Faculty who reports to the Associate Dean of Health Sciences. 

The MIC Program Policy Manual is to serve as a handbook and a guide for all students enrolled in the Medical Insurance Coding program. It is a supplement to the Indian Hills Community College Student Handbook and College Catalog. Consequently all policies and regulations from the IHCC Student Handbook and College Catalog are to be observed in addition to those outlined in the following pages. 

We welcome you and want you to know we are here to assist you in every way possible. It is a privilege to have each of you in the Medical Insurance Coding program. 

Indian Hills Mission and Values

Indian Hills Community College Mission

Indian Hills Community College changes lives by inspiring learning, diversity, social enrichment, and regional economic advancement.

Indian Hills Community College Values

• Academic Excellence and Student Success
• Integrity, Relationships, and Teamwork
• Acceptance, Inclusion, and Accessibility
• Tradition and Culture
• Innovation and the Future

Accreditation

Indian Hills Community College is accredited by the Higher Learning Commission, a member of the North Central Association, and the State of Iowa, Iowa Department of Education.

Medical Insurance Coding Mission, Goals, Philosophy, and Learning Outcomes

Mission Statement

To provide a program of Medical Insurance Coding education that builds upon practical application and allows the student to acquire knowledge and skills necessary to excel in revenue management, medical coding, billing, and compliance. 

Goals

• Coding Knowledge and Skills
• Coding Documentation
• Provider Queries
• Regulatory Compliance
• Information Technologies

Philosophy

Indian Hills Community College, as a community-centered institution, strives to meet the needs of all people for post-secondary education. The College believes every opportunity should be provided for each student to develop to their maximum potential so they might become a valuable citizen who contributes to our complex and ever-changing society.

We believe Medical Insurance Coding is an art and science with the primary focus of developing, using, and maintaining health information and coding diagnoses and procedures. We believe the medical coding professional must adhere to the patient’s right to privacy. We believe the best knowledge base for practice is a combination of general and technical education. Therefore, education in the Medical Insurance Coding program is based upon general education, health information principles, and a specialized technical body of knowledge and skills that focuses on the preparation of a specialized medical coding professional.

The faculty of the Medical Insurance Coding program believe learning is an individual and continuous process, the learning process results in a behavioral change that can be measured, and learning is facilitated and affected by motivation, self-discipline, and structured experience. We further believe the role of the instructor is to identify learning needs, guide the learner, and assist the learner in establishing an environment conducive to learning.

Program Learning Outcomes

The MIC curriculum has been designed to promote your learning and development so that following completion of the Indian Hills Community College Medical Insurance Coding program each graduate will be able to: 

• Demonstrate proficiency in coding knowledge and skills for various practice settings. 
• Understand ethical and legal principles in revenue management and regulatory compliance. 
• Operate electronic health records (EHR), encoding, grouper, and computer-assisted coding (CAC) software. 
• Develop an appreciation and awareness for professional growth and life-long learning. 

Medical Insurance Coding Curriculum

The MIC curriculum is designed as a progression with increasing complexity of each subsequent course. To view the full program curriculum, please visit the College Catalog & Student Handbook = Medical Insurance Coding. 

Program Core Course Descriptions

To view the course descriptions, please visit Medical Insurance Coding

Admission Criteria and Process

All students entering the Indian Hills Community College (IHCC) Health Sciences programs are required to submit the following documents:

• High school transcripts - may be unofficial copies; however, they must be sent from the school to IHCC. 
• Approved placement exams for Health Science programs include ACT, SAT, or Accuplacer 
  • Accuplacer results must be completed within two years prior to the program’s start term.
  • Students are only allowed to complete the Accuplacer exam three (3) times within a calendar year, with a minimum of two (2) weeks between exams.
  • ACT/SAT results must be completed within five (5) years prior to the program start term.
• Official College transcripts (if applicable) must be sent from the school to IHCC.
  • Grade Point Average (GPA) transferred in from an accredited higher education institution requires at least eight (8) cumulative college credit hours from one institution in order to be used for the screening process.

Admission criteria to the MIC program requires a 2.00 GPA from either high school or college and one of the following test scores: Accuplacer Next Generation Composition score = 720, ACT = 14 or SAT 780. 

High School Evaluation Policy

Students wishing to enroll in a Health Sciences program at Indian Hills Community College must submit a copy of their high school transcripts. If a student has completed high school outside of the United States, they must have their documents evaluated by a Foreign Credential Evaluation company. An official evaluation report must be submitted directly from the evaluation company to Indian Hills Community College. High School evaluation reports must state the student has the equivalent of a U.S. high school diploma. Also, students should be aware we must have a grade point average (G.P.A.) to use for the screening process. This G.P.A. must come either from the completed evaluation report or from an accredited educational institution within the United States.

Registration Process

Registration typically begins four (4) weeks before the end of the term. Registration dates are published yearly and are specified on the Instructional Timelines Calendar. Students are encouraged to register online using the course schedule provided by the Health Sciences Division. General education courses are specified on the program schedule. The Arts and Sciences division makes general education courses available to all students (despite the program major) two weeks after registration begins.  Therefore, students must register for general education courses as soon as possible. Course numbers and section numbers are identified on the course schedules to assist students.

Safety / On-Campus & Off-Campus

On-Campus

At Indian Hills Community College, the safety and security of our students, faculty, and staff are always a priority. Safety and the prevention of accidents are the responsibility of faculty, staff, and students. Everyone on campus is encouraged to use all available resources and information, as well as common sense decisions, to help foster a safe environment. Refer to the college catalog, student handbook, and appropriate signage posted throughout the campus for policies and procedures regarding safety on campus. If an accident or injury occurs while on the Indian Hills campus, it will be immediately reported to a member of the staff or faculty. Emergency care will be provided on campus until emergency medical services arrive. Potential safety hazards will also be reported to the staff or faculty. 

IHCC Campus Security – Please call 641.683.5300     http://www.indianhills.edu/about/security.php 

Off-Campus

While attending off campus activities and professional experiences, health and safety policies and procedures of the facility will be observed. If an accident or injury occurs during an off campus activity or professional experience, it will be immediately reported to the course instructor and staff at the facility, so the appropriate procedures may be followed. Students participating in off campus activities are responsible for their own health care, medical treatment, and any associated costs resulting from illness, injury, or emergency situations. The program and institution do not assume financial responsibility for medical expenses incurred during off campus experiences and activities. Students are strongly encouraged to maintain personal health insurance coverage.

Professional Liability Insurance

Indian Hills Community College maintains professional liability coverage for students in the Health Sciences Division. This coverage includes the Medical Insurance Coding students. Clinical sites are provided a copy of the “Certificate of Liability Insurance” form annually at the time of the clinical site agreement review.

Professional Experience

The purpose of the professional experience is to allow the student to experience the flow of patient health information and to apply the knowledge and skills acquired thus far in their studies. Refer to the Professional Experience Manual for a complete description of the professional experience and a detailed discussion of student responsibilities during the professional experience. 

Professional Association Medical Coding, Health Information Meetings - Students enrolled in the MIC program are encouraged to attend regional/state medical coding/health information meetings. Up to 10 hours of attendance may be credited to the  online professional experience component as outlined in the Professional Experience Manual. Professional Associations often allow students to attend for free or at a nominal registration rate, discounted for students. 

Medical Insurance Coding Professional Experiences are scheduled as follows: 

Dress Code

As a Medical Insurance Coding student, the student represents the school and the profession of Medical Coding, it is imperative certain standards be met and a dress code followed. Generally, students may use their own judgment in attire, but must adhere to codes of decency. While visiting a healthcare organization or at an on-site professional experience, students will be expected to have appropriate business casual attire and are required to abide by any organization dress code requirements. Any student who chooses to disregard the dress code will be verbally warned once. The second infraction will warrant a written warning. A third infraction will result in suspension from the clinical site on that same day with a conference to be held with program faculty and clinical instructor. Non-compliance with the dress code may result in the student being dismissed from the program. 

To assist students in determining what business casual and a code of decency may encompass, please refer to the below components. 

Key Components of Business Casual and Code of Decency:

• Tops: Blouses, button-down shirts, sweaters, turtlenecks, and smart knit tops.
• Bottoms: Khakis, chinos, dress slacks, dress pants, and knee-length or midi skirts.
• Layering: Blazers, sport coats, and cardigans are highly recommended to elevate the look.
• Footwear: Closed-toe shoes are standard, including loafers, Oxfords, ballet flats, mules, and boots. Shoes should be practical walking shoes, closed-toe, closed back, and have non-slip soles.
• Accessories & Grooming: Simple, minimal jewelry and belts. Jewelry will be kept to a minimum and consistent with the clinic’s expectations. 
  • Appropriate undergarments will be worn. Clothes will be clean, neatly pressed and free of odor.
• Hygiene: Students will be clean, free of body odor, and have well-trimmed fingernails.
  • Hair color and makeup will be conservative in nature. Hair color is to be normally occurring in nature. Long hair will be pulled back. Beards and mustaches will be neatly trimmed.

​Professional Conduct

Students in the Medical Insurance Coding program must conduct themselves in a professional manner at all times. Inappropriate conduct will result in a conference with program faculty and clinical instructor. Behavior deemed unprofessional may lead to dismissal from the program. 

Required Healthcare Training Courses

Students in the Health Sciences Division are required to complete the following courses:

• Dependent adult and child abuse (renewed every 3 years)
• HIPAA training (renewed yearly)
• Bloodborne pathogen training (renewed yearly)

Dependent Adult and Child Abuse Training

Faculty and students in the Health Sciences Division are required to complete state-approved dependent adult and child abuse mandatory reporter training. Students in the Health Sciences Division are required to become certified as dependent adults and child abuse reporters. This requirement is met by completing the training program for dependent adult and child abuse with information on the following content areas: Iowa law, probable reasons, recognition, and reporting process. 

HIPAA and Bloodborne Pathogen Training

Faculty and students in the Health Sciences Division are required to complete HIPAA and Bloodborne Pathogen training modules that are in MyHills under Health Career Certifications. MIC students will be automatically enrolled within these training courses. 

Minor Consent Policy [for Background Checks & Drug Test Screening]

• Any minor student under the age of 18 must abide by the criminal background checks and drug screen policy specific to their program of study.
• A parent or legal guardian of a student under the age of 18 must sign an acknowledgment of receipt of a copy of this policy.
• Those students who are minors under the age of 18 must obtain parental/legal guardian consent.
• Lack of consent for testing will disqualify the minor from continued clinical participation and participation in the Program.

If you are a student who is a minor, please have your parent/legal guardian complete the below and return it to MIC Faculty.

I, __________________________________, the parent/legal guardian of

____________________________________, a student in the IHCC

_____________________________________________________ program,

acknowledge receiving a copy of the IHCC Health Sciences criminal background checks

and drug screen policy.

I, __________________________________, the parent/legal guardian of

____________________________________, consent to Drug/alcohol testing

for my minor child for use only in regard to IHCC program requirements.  I understand

that program officials will keep the results of testing private.

Criminal and Abuse Background Checks

National and State criminal and dependent adult-child abuse checks are required of every student preparing to enroll in an Indian Hills Community College Health Sciences program. The cost of the required checks is the responsibility of the student/applicant. MIC students are required to purchase a package profile through ViewPoint and complete the background checks through ViewPoint.

The Criminal and Dependent Adult-Child abuse background check procedure is established to meet the requirements for the partnerships between the College and the clinical facilities and sites; and the student’s eligibility for employment in such healthcare organizations. Students who have a criminal history and are cleared to participate in an IHCC Health Sciences academic program are still responsible for working with their professional licensing or certification board for determination if they are eligible to sit for that profession’s licensure or certification. Students are required to have a background check prior to beginning any clinicals of the Health Science Programs. Students are responsible for assuming responsibility for the fee. Results may affect the student’s ability to participate in clinical experiences and continue in the Health Science Programs. 

The Background Check will include the following items:

• Residency history
• Social Security verification
• 7 year county criminal history
• Iowa Adult and Child Abuse Registry checks
• Nation-wide record indicator and Sex Offender Registry check
• Nation-wide healthcare fraud and abuse scan

NON-NURSING MAJORS National/State Background Check

Students who enroll in a non-nursing Health Sciences program are required to purchase a package from ViewPoint that includes a National Background Check and the Iowa Adult and Child Protective Services check:

• Follow the instructions for creating an account and submitting info for a background check. Complete student health information (physical, immunizations, etc.) is uploaded by the student. A student with an existing ViewPoint from another Indian Hills Community College Health Sciences program may contact ViewPoint’s Customer Service to transfer the profile to the current program. If the existing ViewPoint profile is from a different school, it will not transfer to Indian Hills Community College. In this case, a new ViewPoint profile for the current program must be purchased. 

• Falsification of medical records will result in disciplinary action, which may include dismissal from the Program.

• The background check must be completed prior to starting the program or as directed by the program director for special circumstances.  Students who fail to complete the required checks will not be able to attend laboratory or clinical.
• Students who change from one IHCC Health Sciences program to another without a term between may use the first program’s check ONLY if it is no more than 12 months since the initial check was run.
• Students who complete a Health Sciences program and have more than one term before the next program start will need to have the check repeated, no matter how long ago the first check was completed.
• Students also have the responsibility to inform the Program Director if they have an arrest and conviction after entering the program.

More information will be available within orientation or upon request from the Program Director. 

The below criteria is used to determine whether a student is eligible to participate in an Indian Hills Community College Health Sciences program: 

Drug Abuse Policy and Required Drug Test Screening

All Health Science students are required to have a drug screen prior to the clinical experience. MIC students will have a drug screen during the first term of the program. In addition, students may be drug or alcohol tested for reasonable suspicion at their own expense. MIC students are required to purchase a package profile through ViewPoint and complete the drug test screening through ViewPoint. 

MIC students with positive results on a drug or alcohol test will be withdrawn from the program. The student portfolio (on the clinical documentation website/Viewpoint) will contain the drug screen results. Those results will be available to both the student and the program administrator.

The process will be as follows:

• The student will be provided with information on setting up their account for the Viewpoint website during the mandatory program orientation
• The student is responsible for the drug testing fee.
• Viewpoint accepts Visa, Mastercard, Discover, debit, electronic checks, or money orders.
• The student will be issued a Forensic Drug Testing Custody and Control Form and scheduled for the drug test at a designated laboratory site.  

How should students schedule their drug test?

• The student will schedule their drug test at a designated laboratory site through ViewPoint.
• For students local to Ottumwa, the Ottumwa Regional Health Center Occupational Health is the designated drug testing laboratory site. 
• Their address is 1013 E. Pennsylvania Avenue, Suite A, Ottumwa, Iowa 52501. 
• No appointment is necessary. Hours of operation are 8:00-11:45 am and 1:00-4:30 pm, Monday through Friday.
• Results will be submitted to the Viewpoint Certified Background database from the lab testing site.  

Who gets the results?

• The test results will first be reported to the Medical Review Officer (MRO) associated with Viewpoint for review and interpretation. 

Negative Results:

• Negative Test Result: notice will be posted on the Viewpoint student account of passing the initial drug or alcohol test and this will be flagged as green and approved.

Positive Results:

• If the result is positive, the MRO and Viewpoint will contact the student to report a confirmed positive test result. 
• The MRO and Viewpoint will directly contact the student to confirm any proof of the student’s prescriptions and make any necessary updates to the positive test result.
• The MRO and Viewpoint will contact the student several times a week to report a confirmed positive test result to the student.
• Positive test results will be flagged as yellow in the student’s ViewPoint profile portal.
• Directors/Viewpoint administrators will always have access to these flagged results via the student’s health portal
• Any questions regarding the results of any drug or alcohol test may be directed to the MRO and Viewpoint via the chat option in their ViewPoint account.
• The student is responsible for the cost of the second confirmatory test.
• During the second confirmatory process, students may be suspended from the clinical and classroom experiences.

Right to Secondary Confirmatory Test: 

• A student with a confirmed positive test result may ask for a second confirmatory test using ONLY the results from the first test sample from another approved laboratory within seven days of the positive test results to the student. 
• The confirmatory test will be conducted on a portion of the sample collected at the same time as the sample that produced the positive test result.
• The student is responsible for the cost of the second confirmatory test.
• The sample of the collection test will be split in the presence of the individual student to allow for the confirmatory testing of any initial positive test result.
• During the confirmatory process, students may be suspended from the clinical and classroom experiences.

Confirmed Positive Results:

• Students with any confirmed positive results will be withdrawn from the program.

Legal Medication/Drugs Notification

• A student must notify program faculty whenever they are using a prescription or over-the-counter drug, which may affect safety or work performance.
• In making this determination, the student is responsible for consulting with their licensed healthcare professional and reviewing any warning on the label to determine if any medication or drug would adversely affect the student’s ability to safely perform essential functions of the clinical or classroom experience. 
• If the student is deemed by a Medical Doctor, Doctor of Osteopathy, Physician Assistant, or Nurse Practitioner to be safe during the clinical or classroom experience, a “release to attend clinical/classroom document” is required to be signed and kept in the student’s Viewpoint profile. 
• The student who does not fully disclose this information will be subject to possible disciplinary action, which may lead to dismissal from the program.

Prescription medications that do not impair performance may be brought to the clinical site and should be taken as prescribed.  All prescription drugs must be kept in the pharmacy dispensed container.

Testing due to reasonable suspicion:

• Once a student is enrolled in the program, if there is a reasonable suspicion of drug or alcohol use, then program faculty will have the right to approve an additional drug or alcohol test at the student’s expense. The clinical site also has the right to request a drug/alcohol test at the student’s expense.

Reasonable suspicion may include, but is not limited to:

• Student behavior or conduct, including physical manifestations
• Evidence that the involved student has caused or contributed to a clinical or classroom-related accident
• Objective signs that the involved student may have used drugs or alcohol (i.e., slurred speech, staggering gait, the odor of alcohol), or reports from others of a clinical “accident”, slurred speech, etc.

When a faculty member or clinical instructor has suspicion of alcohol or drug use during the clinical experience, the following steps will be taken:

• Remove the student from the patient care area or assigned work area and notify the program faculty and clinical instructor.
• Consult with another faculty, clinical instructor, or employee for verification of suspicions in a confidential manner.
• Upon verification by a second person, inform the student that they are relieved from duty and that there is a need “for cause” drug/alcohol screening.
• If the student admits to alcohol and/or drug use, the student must undergo urine drug testing.
• Pending the resolution of any testing, the student will be suspended from clinical and classroom sites.
• A student subsequently found to have positive test results will be removed from the program.
• All incidents involving “reasonable suspicion” drug testing in the clinical setting will be handled with strict confidentiality.
• Costs for “reasonable suspicion” drug testing are the student’s responsibility.

Transportation of student after reasonable suspicion:

• An unimpaired person (such as a family member or friend) or taxi cab must transport the student to a nearby testing facility. A release form must be signed by the person transporting the student and provided to the program faculty and Clinical Supervisor and Clinical Coordinator. If a taxi is transporting the student, the person observing the student enter the taxi may sign the release form and provide the form to the program faculty and Clinical Supervisor and Clinical Coordinator. 
• If the nearest testing facility is at the clinical site, the student should be sent for testing and then an unimpaired individual or taxi cab should take the student home. If a taxi is transporting the student, the person observing the student enter the taxi may sign the release form.
• While awaiting transport, the student should not be allowed to leave a supervisor’s presence or ingest any substances.
• If the student insists on driving, the program faculty, Clinical Supervisor and/or Clinical Coordinator will notify law enforcement.
• Pending the resolution of any testing, the student will be suspended from clinical and field sites.  
• A student subsequently found to have positive test results will be removed from the program.

If the student refuses “reasonable suspicion” testing:

• Have an unimpaired individual or taxi take the student home
• Document the following in writing:
  • Student behavior
  • Actions taken
  • Written statement of person verifying behaviors
  • Student’s response
• Contact the program faculty, Clinical Supervisor and/or Clinical Coordinator as soon as possible and deliver written documentation to the program faculty, Clinical Supervisor and/or Clinical Coordinator within 3 days of the incident.
• Students who refuse reasonable suspicion testing will be removed from the program.

If a facility other than the approved testing site at Ottumwa Regional Health Center performs drug/alcohol testing:

• The student is obligated to notify the Clinical Coordinator of any request by a clinical site for additional testing due to reasonable suspicion. 
• If tested by a clinical site, the student shall provide the Clinical Coordinator with a copy of any test results. 
• Failure to promptly notify the Clinical Coordinator shall be grounds for dismissal from the program. 
• The student is responsible for any expense incurred with testing.

If a student voluntarily discloses a drug or alcohol problem:

• If a student voluntarily discloses that they have an alcohol/drug problem and requests assistance, they are then referred to their health care provider for appropriate care. 
• Students may be temporarily suspended from the program and/or clinical experience until they have completed drug/alcohol treatment and are considered safe to return to both the classroom and clinical site by a Medical Doctor, Doctor of Osteopathy, Physician Assistant, or Nurse Practitioner.

Minor Students:

• Any minor student under the age of 18 must abide by the criminal background checks and drug screen policy specific to their program of study.
• A parent or legal guardian of a student under the age of 18 must sign an acknowledgment of receipt of a copy of this policy.
• Those students who are minors under the age of 18 must obtain parental/legal guardian consent.
• Lack of consent for testing will disqualify the minor from continued clinical participation and participation in the Program.

Providing False Information:

• Any student who provides false information when completing paperwork required for a drug test or when responding to required questions for an alcohol or drug screen test will be removed from the Program. 
• Any student who dilutes, contaminates, tampers with, alters, or interferes in any way with the collection of a specimen for testing purposes will be removed from the program.

Costs:                                                                                                             

• The costs of alcohol or drug rehabilitation, treatment, and counseling will be the responsibility of the student.
• The costs of drug/alcohol testing are the responsibility of the student.

Health Insurance

Students are encouraged to maintain their own personal health care coverage at their own costs. While professional experience sites will make emergency medical care available to students, the student is responsible for the costs. Students may be required by some professional experience facilities to have proof of health insurance prior to beginning a professional experience/practicum.

Policy on Medical Conditions

In the event of the onset of a medical condition while enrolled as an MIC student, the student is advised to discuss the physical demands of being a student and professional experience (lifting, bending, carrying, standing on one’s feet, etc) with their family physician or a medical provider in order to ensure participation will not be of concern during said condition. If a student is unable to perform certain tasks in class or clinic, a physician’s note is required to excuse the student from the activity. All students must provide a medical provider’s release to return to class and clinical experience when they have recovered from the medical condition. Examples of conditions causing students to be absent for a period of time may include: surgery, extended illness, pregnancy, and injury. Students are encouraged to discuss physical conditions with program faculty.

Physical Examination

It is required that students in the Medical Insurance Coding program have a physical examination for onsite Professional Experiences. Students who do not have a completed physical examination will not be allowed to participate in onsite professional experiences. Each student will have a physical examination performed by licensed qualified personnel limited to a physician (MD/DO), physician assistant (PA), or nurse practitioner (ARNP). The licensed qualified personnel will document the student’s physical examination on the Indian Hills Community College Health Sciences’ Physical Examination form and sign to authenticate their documentation. The school physical examination form is available within the student’s Viewpoint profile and within the MyHills organization for the Medical Insurance Coding program. Falsification of health information will result in disciplinary action, which may include dismissal from the program. 

Immunization and Test Requirements

In addition to a physical examination, for onsite Professional Experiences, documentation and/or results of the following immunizations and tests are required: 

• TB Testing Requirements: Two-step Mantoux Skin Test for Tuberculosis (2-step TB test) - Students participating in an onsite professional experience will provide documentation of a 2-step TB skin test,QuantiFERON Gold testing, or equivalent testing. Documentation from recent healthcare facility screenings will be considered. Per CDC recommendations, re-testing will not be required after one year, unless there is a known exposure to TB or an ongoing transmission where the student could be exposed. Instead, students will complete the IHCC Health Sciences TB Screening Questionnaire annually to identify follow-up needs.
• Measles, Mumps and Rubella (MMR) or sufficient titers
• Tetanus/Diphtheria/Pertussis (Tdap)
• Varicella (chicken pox) or sufficient titer
• Covid [optional] - See information below
• Hepatitis B (HBV) [optional] - See information below
• Influenza (Flu) [optional and seasonal] - See information below

Iowa Department of Public Health Medical and Religious Exemption forms will be available to all students. Please refer to the Covid Exemption Policy, Influenza Vaccine Requirements, and TB Testing Requirements for more information. Falsification of health information will result in disciplinary action, which may include dismissal from the program. 

COVID, Influenza (Flu) and Hepatitis B Exemption Policy

Health Sciences students may be exposed to blood, body fluids, respiratory droplets, and other potentially infectious materials in lab and clinical settings. Immunizations are strongly recommended for onsite professional experiences to protect students, patients, and healthcare personnel. Students declining COVID, FLU OR HEPATITIS B must initial and sign an exemption form.
Influenza (Flu) Vaccine: By declining vaccination, students understand they remain at risk of acquiring and transmitting influenza. Students understand clinical agencies may require masking or restrict clinical participation during flu season.
COVID-19 Vaccine: By declining vaccination, students understand COVID-19 is a contagious viral illness that may result in severe disease. By declining vaccination, students understand they remain at risk of acquiring and transmitting COVID-19. Students  understand clinical agencies may impose requirements such as masking, testing, reassignment, or denial of placement.
Hepatitis B Vaccine: By declining, students understand that due to occupational exposure to blood or other potentially infectious materials, they may be at risk of acquiring Hepatitis B virus (HBV) infection. Students understand they remain at risk of acquiring Hepatitis B, a serious disease. Students may always choose vaccination in the future.

When declining vaccinations, students acknowledge the risks of declining and the potential health risks to themselves andothers. Students understand this decision may impact their ability to participate in onsite clinical educational experiences.

Bloodborne Pathogens and HIV Policy

Students may be participating in activities within the Health Sciences programs, which have the potential for exposure to infectious diseases, including but not limited to Hepatitis B and HIV. Health Sciences students must take all necessary precautions to minimize the risk of exposure. Students who fail to comply with the bloodborne pathogen and HIV policy may be asked to withdraw from the program. 

In the event of a significant exposure (e.g. an occupational incident involving eye, mouth, other mucous membranes, non-intact skin, or parenteral contact with blood or other potentially infectious material, including saliva), the student must report the incident immediately to the course instructor or clinical supervisor.  The program faculty will file a Safety/Loss Report Form report describing the incident. The completed form will be submitted to the Vice President, Learning and Engagement. Follow-up evaluation will be required, consistent with Federal regulations.  This may involve the student going to their personal physician or the emergency department. Students are responsible for the cost of their own medical care.

Education - As part of the curriculum, all students in Health Science programs will receive instruction regarding Hepatitis B and HIV before providing patient care. This instruction shall include but not be limited to:

• Epidemiology
• Method of transmission
• Standard blood and body fluid precautions
• Types of protective clothing and equipment
• Work practices appropriate to the skills they will perform
• Location of appropriate clothing and equipment
• How to properly use, handle, and dispose of contaminated articles
• Action to be taken in the event of spills or personal exposure
• Appropriate confidentiality and reporting requirements
• Review of program policy related to refusal to care for specific patients

Post-Exposure Procedure for Health Sciences Students - If a student has been exposed to a contaminant parenterally (needle stick or cut) or superficially through a mucous membrane (eye or mouth) they are to follow the following procedure:

• Immediately wash the affected area with the appropriate solution (soap and water, alcohol, water),
• Seek appropriate medical attention through their personal physician (students are responsible for their own medical care).  This may include baseline testing for HIV antibody at this time, followed by recommended series of testing.  (Physicians may also inquire about the student’s status in regard to tetanus and hepatitis immunization at this time.)
• Follow institutional (agency) policy regarding determining the HIV and hepatitis status of patients (students are responsible for the cost of any testing)
• Maintain confidentiality of patient
• Seek appropriate counseling regarding the risk of infection.

Guidelines for HIV-Positive Health Care Providers - The Center for Disease Control has specific guidelines for healthcare workers, which are revised periodically.  They have been incorporated into these policies and are reviewed annually.

• There shall be no routine serological testing or monitoring of students for Hepatitis B or HIV infection.
• Barrier or standard blood and body fluid precautions are to be used routinely for all patients.  These include:
• The use of glove(s) when:
  • Cleaning rectal and genital areas;
  • Carrying soiled linen;
  • Bathing patients, if the student has a cut on the hand;
  • Suctioning or irrigating even if the orifice does not require a sterile technique;
  • There is, at any time, a possibility of spillage of blood or body fluid onto the student’s hands (i.e. Accu check, discontinuing an I.V., I.M.s) regardless of the presence of open lesions;
  • Emptying urine drainage bags, suction catheters, colostomy and ileostomy pouches; and
  • Providing mouth care.
• Use of masks, goggles or glasses, and/or aprons when there is a possibility of fluids splashing onto the face or body and clothing.

Specific Guidelines for Known HIV-Infected Health Sciences Students - 

• HIV-positive health sciences students who do not perform invasive procedures need not be restricted from work/clinical experience unless they have other illnesses or signs and symptoms for which such restrictions would be warranted.
• HIV-positive health sciences students should wear gloves for direct contact with mucous membranes or non-intact skin of patients.
• HIV-positive health sciences students who have exudative lesions or weeping dermatitis should refrain from direct patient care and from handling patient care equipment and utensils.
• Reasonable accommodations will be made within the curriculum to assist the HIV-positive student to meet course/program objectives.
• The policy of agencies utilized for clinical experience will supersede college policy if they are more stringent.
• Confidentiality will be maintained whenever possible, with only the appropriate individual(s) being informed of the HIV status of health science students.

Provision of Care - Assignments are made in the clinical setting to enhance and/or reinforce student learning. It is the expectation that students will provide care for clients to whom they are assigned. In the event that a student refuses to care for an individual, the following will occur:

• In consultation with the student, the faculty member will determine the reason for the refusal.
• If the reason is determined to be valid the student will be reassigned.
• If the reason is not valid the student will be counseled about unethical conduct and discrimination against a client regarding but not limited to the following: Age, race, sex, economic status or illness of the patient or client.
• If it is determined that the reason for refusal to care for a specific individual is as noted above, the student will be counseled to consider their future in health care.
• The Dean shall be notified of any such occurrence and may meet with the student along with the faculty member to discuss options, one of which may be withdrawal from the program.

Grades - Health Sciences Grading Policy

The Health Sciences Division uses a standard grading scale, which is as follows:

A=93%-100%

B=85%-92%

C=78%-84%

D=75%-77%

F=0%-74%

All programs in the Health Sciences Division are required to adhere to this standard. Specific evaluation/grading criteria for individual courses are outlined on the course syllabi and provided to students in a written format on the first day of class. The specified grading criteria may not be changed during the course. Class attendance may not be used as evaluation criteria. Points may not be awarded for classroom/clinical attendance; however, points may be awarded for participation in classroom activities (i.e., participation in case study presentations, review activities, and pop quizzes). In order to graduate, a student must receive a passing grade in all courses listed for that major and achieve a cumulative grade point average (GPA) of 2.00 or above. This is equivalent to a “C” average.

Minimum satisfactory scholastic achievement is represented by a 2.0 grade point average each term of enrollment. Students who fall below this level will be placed on academic probation for the following term. Students who fail to achieve a 2.0 GPA during their probationary term may then be dismissed from their current program or college. Students not dismissed must have permission from the Dean and from the Registrar to re-enroll for the next term. Very poor work in any term, however, may result in dismissal at the close of that term. Academic probation may affect financial aid. The student is encouraged to see a financial aid counselor for clarification of an individual situation.

Students who are unable to complete assigned work in a course may be given a grade of “I” (incomplete). Students must complete the assigned work as soon as possible (at the discretion of the instructor/department chair), but no later than six weeks into the following term. Grades for courses left with an “I” past the six-week completion period will automatically convert to an “F”.

To progress through the Program, a student must achieve a passing grade in all non-core prerequisite courses. Students will first contact the course instructor regarding questions with individual course assignments and grades.  

Students must pass program core courses with a minimum of a “C” or a 78% to progress in the program core courses. Students who fail to earn a “C” or better in a core course will be required to repeat the course at its next offering, typically in two terms. If a student does not pass a core program course with at least a C or 78% after two attempts, they will be dismissed from the program. The student may re-apply to the program at the next official start time – Spring or Fall Term. Students may be readmitted to the program following withdrawal or suspension by following the Re-Entry Procedure.

The following are considered program core courses for the Medical Insurance Coding program:

Health Sciences grading is based on the following percentage scale:

You may compute your GPA at any time by following this example:

Total Grade Points divided by Credit Hours attended (excluding pass/fail credit hours)

Grade Point Average (GPA) = 32/11 = 2.91 GPA

Conferences will be scheduled periodically to discuss grades, progress, and concerns. Students may schedule conferences with the instructor or program faculty at any time. Students are expected to take the initiative in scheduling conferences when grades fall below average!

Grades are based on individual achievement, not upon the relative performance of the whole class. Should a student be unable to complete some portion of assigned coursework during the regular term, a mark of “I” (incomplete) may be assigned. The student must then finish incomplete coursework by the midterm of the next term. “Incomplete” grades automatically convert to the letter grade “F” unless the work is satisfactorily completed within the time period specified.

Students wishing to withdraw from the program are required to contact the course instructor and program faculty, who will submit the withdraw request to the Registrar’s office. Proper withdrawal procedures ensure a student does not receive failing grades for all of the courses enrolled at the time of withdrawal. Withdrawals must be completed prior to two weeks before the end of the term.

Testing Policy

The Medical Insurance Coding program has the following policies regarding testing. Students are responsible for reading the course syllabus, course schedule, and any course orientation materials to understand any course-specific or instructor-specific policies.

• Tests are given throughout each course. Each instructor will determine the time of the tests, and a schedule will be provided to the student.
• Students enrolled in online courses will be given a zero for submitting late assignments or not submitting examinations according to the course schedule.
• Students enrolled in online courses will be required to utilize software applications to monitor examinations virtually.

Faculty Advising & Mentoring Plan - Medical Insurance Coding Program

Medical Insurance Coding Faculty have responsibility for overall academic advising such as providing:

• Instructions for Self-Service Student Planning
• Academic advising in addition to the Health Sciences Academic Advisor WebAdvisor
• Obtaining unofficial transcripts from Self-Service
• Scheduling assistance
• Assistance with student questions and concerns
• Documentation of student retention and attrition

Advising Procedure

• Students will be provided with a Program Policy Manual during Orientation
• Students will be provided with their Curriculum Plan and Evaluation following completion of Orientation, before registering for courses.
• Every student will be provided a Curriculum Plan and Evaluation at midterm every term.
• Relevant policies will be shared with students at the beginning of each term, i.e. grading and progression policies. A standard document communicating this information will be created and placed in each online course.
• The program policy manual will be updated as needed to address pertinent issues.

Mentoring Procedure

• Individual faculty are responsible for communicating early and regularly with students in their courses.  A sign of concern would be the non-submission of weekly assignments in online courses and/or low scores on said assignments and tests. These communications should be documented. 
• Midterm Conference Reports: Individual faculty will complete and send individual conference reports to students earning a grade of D or below at mid-term.  Students will be provided with advice regarding course completion potential.
  • Conference reports should include suggestions for course improvement/tutoring assistance, withdrawal dates, and the need for a passing grade of at least 78% in all program core courses to continue in the program.
• Final Conference Reports: To support timely withdrawal from a course, faculty will begin communications with students who have current grades of a D or F by week 8 or 9 of a term.  Include reminders of the last date to withdraw and the necessary information to provide. 
• All faculty will retain documentation of additional student conferences/communications.  These can be forwarded to the Associate Dean of Health Sciences at the conclusion of a course.

Student Conference Report

A Conference Report is completed any time an instructor meets with a student regarding a concern (i.e., grades, study habits, attendance, clinical/practicum or classroom behaviors, communication problems). The Conference Report is completed, indicating the reason for the conference, documentation to support the concern, and recommendations to resolve the concern. If appropriate, the final date to withdraw is included in the conference report. 

The student must sign the Conference Report to indicate that it was read. If the student refuses to sign the report, the person completing the forms should indicate the reason for the student’s failure to sign and sign his/her name and date by the reason. Signing the Conference Report does not imply agreement with what is written. The student should always be offered the opportunity to respond to the conference with a written statement on the form. If the student requests, a copy of the Conference Report should be provided.  The completed Conference Report is then placed in the student’s file. 

Indian Hills Community College Medical Insurance Coding Program Complaint Process

Due Process

The IHCC Grievance and Appeals Procedure provides the format for handling student grievances.  The student appeals process is specified in the IHCC College Catalog.

Program Complaints

Programs are subject to complaints from students and other public stakeholders. The IHCC Medical Insurance Coding program will initiate the required process for investigating these concerns. Complaints must not be anonymous. Complaints that occur outside the realm of due process follow the protocol identified in the IHCC Catalog.  All attempts to resolve complaints will first be addressed in the Health Sciences Division. For example, complaints from communities of interest (employers, clinical education sites, and the public) are first addressed by the appropriate Faculty and Program Director. If the resolution of the situation does not occur after meeting with the complainant, the Associate Dean of Health Sciences will make the individuals aware of the following process:

Complaint Process

• If the situation is not resolved after meeting with the Department Chair/Program Director, the complainant will be instructed to submit a written complaint outlining the problem to the Associate Dean within three (3) working days.
• Upon receipt of the complaint, the Associate Dean will schedule a meeting with the individual filing the complaint within three (3) working days and attempt to resolve the issue.
• If the problem is not resolved, the complainant will have three (3) working days to request a hearing with the Vice President, Learning and Engagement.
• The Vice President, Learning and Engagement will hold a hearing within three (3) working days of the request and receive all evidence by listening to the testimony of the student and other relevant witnesses and considering any relevant documents. The Vice President, Learning and Engagement will issue a decision within two working (2) days. , the Executive Dean, Instruction will issue a decision.

Appeal of Final Grade

To view the full Appeal of Final Grade Policy, please visit the College Catalog & Student Handbook.

Academic Misconduct Policy

To view the full Academic Misconduct Policy, please visit the College Catalog & Student Handbook.

Leave of Absence

Students wishing to take a leave of absence from the MIC Program must submit a written request to program faculty. A leave of absence may be granted for emergencies including: hospitalization, birth of a child, or death in the student’s immediate family.

A leave of absence may be granted if:

• The student has demonstrated the ability to meet the performance expectations of the program.
• The student and faculty are able to develop a curricular plan that assures the student’s progression through the program.
• The student must be able to meet course requirements no later than six (6) weeks following the date the leave of absence is granted, following the Incomplete Grades policy, as described in the College Catalog.

Counseling

Instructors, Program Directors, and the Associate Dean are available for Academic Counseling. Further counseling is available to students through assigned counselors or by student choice. The program faculty has open office hours. Students are welcome anytime. Counseling will always be held confidential and conducted in a professional manner. We have included the following table to help make suggestions for whom you should seek assistance and guidance from for different circumstances that come up.

Who to Call

Social Media Policy

Social Media is a dynamic platform for interaction through words, images, audio, and video.  Examples of these sites include but are not limited to Facebook, Snapchat, Instagram, LinkedIn, Twitter, YouTube, and many more. The Medical Insurance Coding program at Indian Hills Community College respects the rights of its faculty and students to use social media outlets as a means of self-expression. However, posts made on social media sites may become viral at any time or may be available on public platforms potentially permanently, even when they have been deleted from the website to which they were originally posted. Social media sites have the potential to reflect both negatively and positively on any user’s future and their future employment. Students and faculty at IHCC have both ethical and legal obligations with any social media communications. Thus, IHCC has adopted this social media policy for its faculty and students. It is the expectation of the college that its content will be adhered to.

The intent of the policy is not to restrict the flow of communication but to provide guidance for professional, ethical, and legal interactions for all of the participants. The following are examples of students’ conduct that in any form of social media are considered unprofessional and may result in disciplinary action and or dismissal from the program.   

• Posting or discussing confidential patient/family information or photographs. IHCC considers the confidentiality of our patients and families to be of the utmost importance.  Any direct or indirect disclosure of patient or family information is subject to disciplinary action/termination.
• Posting or discussing information about IHCC, IHCC Services, clients, employees, or anyone associated with the college.
• Posting or discussing defamatory or false information about IHCC, college services, clients, vendors, employees, or anyone associated with the college that is disparaging in nature.
• Harassing of discriminatory postings of any discussions concerning anyone associated with IHCC. Students are expressly prohibited from using any social media platform to harass, bully, or intimidate other students, faculty, or anyone associated with the college.  This would include the following: Derogatory comments with regard to race, creed, religion, national origin, ancestry, genetic information, sex, age, disability, sexual orientation, marital status, political beliefs, veteran status, etc.  This includes any and all other protected class or status information recognized by federal, state, and local laws.
• Sexually suggestive, humiliating, or demeaning comments.
• Threats to intimidate or physically harm an employee, student, or anyone associated or affiliated with the college.
• Speaking or posting in any way on behalf of the college without explicit permission of the President of the College.
• Posting work-related pictures of college employees, students, or anyone associated with the college without that person’s permission.
• Students are not allowed to access social media sites during any class or clinical without the express permission of the classroom or clinical instructor. Students doing this for any non-school-related purposes will be subject to disciplinary action/termination.
• Additionally, students who identify themselves on any social media platform as IHCC students must recognize and adhere to the following additional guidelines. Others may view you as a representative of the college.  Because of this distinct possibility, students who choose to identify themselves in this manner are required, as a condition of their enrollment, to observe some additional guidelines when referring to the college, college employees, faculty, programs, and activities. Students who identify themselves as IHCC student must be respectful of all social media platforms and communications that make reference to IHCC, its employees, faculty, or anyone associated with IHCC. Any obscenities, profanity, vulgar language, or images are prohibited.
• Any discussions referencing conduct that is prohibited by the college or college policies are prohibited.

Any failure on the part of the student to comply with these guidelines for social media conduct will result in disciplinary action up to and including dismissal from the college.

Non-Discrimination Statement

To view the full Non-Discrimination Statement, please visit the College Catalog & Student Handbook or the college website.

Sexual Misconduct Policy

To view the full Sexual Misconduct Policy, please visit the College Catalog & Student Handbook or the college website.

Placement Services

Placement services are available to assist students, graduates, and alumni in obtaining employment. Contacts with healthcare facilities are maintained to help individuals find employment. Every reasonable effort is made to assist the student in finding satisfactory job opportunities. Students, graduates, and alumni may view job openings on the Indian Hills Community College Website, graduate and alumni email, and social media outlets.

Please refer to the IHCC Student Handbook and IHCC College Catalog for a full listing of college-wide policies, procedures, and available services and resources, including the IHCC Career Center. 

IHCC Career Center and Resources: https://www.indianhills.edu/academics/resources/careerservices/index.php

Professional Associations - Student Membership

Students in the MIC program are recommended to become student members of a professional association. As a member, the student would be able to attend meetings, have access to resources, and receive a discount on the association’s coding certification examination. 

• American Health Information Management Association (AHIMA) - www.ahima.org. The cost of a student membership is $49.00 annually. AHIMA offers the Certified Coding Specialist (CCS) and Certified Coding Specialist-Physician-based (CCS-P). 
• AAPC - www.aapc.com. The cost of a membership is $222 annually. AAPC offers a vast variety of coding certifications, with the primary one being the Certified Professional Coder (CPC). 
• National Healthcareer Association (NHA) - www.NHAnow.com. The cost of a membership is $89.99. NHA offers the Certified Billing & Coding Specialist (CBCS). 

PLEASE NOTE: Membership cost may be higher if the student has prior college experience or is already working in healthcare.

Staff Directory  

For a full listing of Faculty members, please visit the faculty directory in the College Catalog & Student Handbook or search the Online Faculty/Staff Directory.

IHCC has a toll-free line, 1-800-726-2585.  The extension you desire would be the last four numbers of the regular telephone number.  IHCC’s business hours are Monday-Thursday, 7:15 a.m. – 4:45 p.m.