LUTHERHAVEN MINISTRIES HEALTH AND WELLNESS STANDARDS These Health and Wellness Standards are established for all Lutherhaven Ministries camp programs at Lutherhaven, Shoshone Base Camp and off-site camp trips from these sites. The Standards are established to provide for health and wellness safety of our staff and campers. We recognize that we serve a diverse population with varying services required of the groups we host at our facilities and at off-site programs. For this purpose, we have defined our groups as follows: 1. Lutherhaven Ministries Programmed Youth Camps: We provide the programming, housing, meals and camper supervision. This primarily includes summer youth camp. 2. Contracted Group Rentals: These are groups for whom we rent space and provide some or all meals. These groups are responsible for their own programming and participant supervision. Examples of these groups are quilting and business organization retreats. 3. Family Camps and Co-Programmed Groups: These are groups for whom we provide housing, meals and some programming. These groups are also responsible for some programming and camper supervision. Examples of these types of groups are family camps, confirmation retreats, outdoor education and co-programmed business retreats. 4. Congregational Day Camps: Lutherhaven Ministries provides deployed day camp program in churches and communities. We provide programming and the local church provides administrative support and volunteers. These Health and Wellness Standards apply to all Lutherhaven Ministries Programmed Youth Camps. They will not apply to other camp usage groups unless specified. 1. FIRST AID AND EMERGENCY CARE PERSONNEL When campers are present in camp or on camp trips, at least one adult with the following minimum qualifications will be on duty at all times: When access to the emergency medical system (EMS) is 20 minutes or less, certification by a nationally-recognized provider of training in first aid and CPR. All summer camp staff whose primary function is to work with campers will maintain at minimum this level of training. When access to EMS is 20-60 minutes, certification by a nationallyrecognized provider of training in second level first aid and CPR. When access to EMS is more than one hour, certification from a nationallyrecognized provider of training in wilderness first aid and CPR. Health & Wellness Plan, page 1
Copies of certification cards/licenses of qualified adults will be kept in the staff person s Personnel File. 2. HEALTH HISTORY All campers and seasonal staff will provide a current, signed Camper Health History Form to include: Description of camp activities from which the person should be exempt for health reasons. Record of past medical treatment. Record of allergies and dietary restrictions. Record of current medications including prescription and non-prescription Description of physical, mental or psychological conditions requiring medication, treatment or special considerations or restrictions while at camp. 3. HEALTH AND WELLNESS STANDARDS Camp will maintain Health and Wellness Standards to address the following areas: Scope and limits of health care services provided, including qualifications and locations of Camp Health Care Manager and other personnel Authority and responsibilities of Camp Health Care Manager Authority and responsibilities of other camp staff to provide health and emergency care Availability of external medical resources. The Health and Wellness Standards will address the following areas: On-site and off-site health care Provision of equipment and supplies Emergency health care assistance Health screening Medication management Monitoring camp sanitation Seasonal and long-term record keeping 4. POLICY/PROCEDURE REVIEW These Health and Wellness Standards will be reviewed at least every three years by the Lutherhaven Standards Task Force, which shall include a Registered Nurse. Records of reviews will be maintained. 5. CONTACT INFORMATION Written emergency contact information for all campers and seasonal staff will be available on site or with off-site travel groups. At a minimum the following information will be maintained: Name Birth date and age Health & Wellness Plan, page 2
Home address and telephone number Name, address and telephone number (home and business) of adults responsible for each minor Emergency contact name and telephone number Name and telephone number of individual s physician or health care facility if available 6. PERMISSION TO TREAT For minors and adults needing cognitive assistance, the camp will have a signed permission form to provide routine health care, dispense medications, and seek emergency medical treatment, or a signed waiver refusing permission to treat and releasing the camp from liability if the parent or guardian can not be reached in an emergency. 7. HEALTH INFORMATION REVIEW AND SCREENING Procedure must be in place for a health screening of campers and seasonal staff within 24 hours of arrival at camp. This screening will be provided by the Camp Health Care Manager or designated staff following written instructions outlined in the Standing Orders. This review will include: Check for observable evidence of illness, injury, or communicable disease. Verify and update health history information to identify any medication, changes in health status or special needs that require further follow up. Review and collect medications to be dispensed during the camper s stay at camp. Written documentation of results of the health screening. Check-In at Registration for all Campers: All campers will be screened for lice and/or nits during registration by the Camp Health Care Manager or designee. All campers will be screened for sore throats during registration by the Camp Health Care Manager or designee. Participants will be asked if they have experienced any sort of illness, including a sore throat, within the last week, or if they have been exposed to any illness. Any potential signs and symptoms of illness will be noted and the individual will be monitored for fever and other ailments. Treatment will follow as prescribed in the Standing Orders. All campers must bring to camp a Camper Health History Form completed by a parent/guardian. All forms will be screened during registration by the Camp Health Care Manager or designee. Any camper coming with 1) a pre-existing illness, 2) taking over the counter or prescribed medication, or 3) under a physician s care must go through an additional screening by the Camp Health Care Manager. 1. The Camp Health Care Manager shall review the camper s medication/treatment plan with parent and participant. 2. The child must bring all medications to camp in their original containers. Health & Wellness Plan, page 3
3. The Camp Health Care Manager shall review the Camper Health History Form with each camper s counselor so that all parties thoroughly understand the contents and required interventions. Every effort shall be made to enable the camper to remain at and fully participate in the camp experience. However, at any time the Camp Health Care Manager or appropriate Director feels that a camper should not for medical reasons be present at camp, this shall be so stated to the parents and arrangements shall be made for the participant to return home. 8. INFORM STAFF OF SPECIAL NEEDS Procedures must be in place for informing staff as required of specific needs of campers for whom they are responsible. This may include, but not be limited to, information on diet, allergies, medications, rest requirements, activity restrictions, medical problems such as choking, seizures, asthma, hypoglycemia, and other special needs or limitations. See Standing Orders. 9. HEALTH CARE PERSONNEL Camp will have a licensed health care center, so designated in the Standing Orders, available for consultation as necessary. 10. TREATMENT PROCEDURES Camp will maintain written Standing Orders for dealing with reasonably anticipated illnesses and injuries. These will be reviewed annually by the Lutherhaven Standards Task Force, which shall include a Registered Nurse. 11. STAFF TRAINING Camp staff will be trained in the written procedures to: Identify roles and responsibilities in camp health care. Use of health care supplies and equipment with which they may be furnished. Identify situations which should be attended to only by certified health personnel. Use Body Substance Isolation (BSI) precautions when dealing with infectious waste and body fluids, as outlined in the Standing Orders. 12. SPECIAL MEDICAL NEEDS When the camp provides sessions that primarily serve persons with special medical needs, the following will be available: Sufficient medical staff to meet the needs of participants as approved in writing by a licensed physician. A system for evaluating the camp s ability to meet participants special medical needs prior to enrollment. Information about the camp s philosophy and health management practices that is shared with parents and participants prior to enrollment with which they can identify the camp s approach to medical concerns. Health & Wellness Plan, page 4
13. HEALTH CARE CENTER Camp will provide a health care center to handle first aid and emergency cases. The center will provide: Protection from the elements. Space for treatment of injury and illness. Lockable medication storage system. Available toilets Available water for drinking and cleaning. And except for day camps: One bed per 50 campers and staff Isolation, quiet, privacy. 14. SUPERVISION IN HEALTH CARE CENTER Camp will provide a procedure that requires continual supervision of persons in the health care center. 15. PARENT NOTIFICATION Camp will provide parents and guardians a written policy which identifies situations when parents will be notified of illness or injury to their camper. 16. MEDICATION MANAGEMENT Camp will require all medication to be stored under lock except when in the controlled possession of the person responsible for administering them, and: Prescription medications will only be dispensed under the specific directions of a licensed physician, as per the Camper Health History Form. Nonprescription medications will only be dispensed under the camp s Standing Orders or under the signed instruction of the parent or guardian or the individual s health care provider. 17. MEDICATION ADMINISTRATION In order to prevent administration errors, the following practices shall be followed when giving prescription and other medication to campers. The goal is to reduce the Camp Health Manager's reliance on memory, increase vigilance, and foster the best possible outcomes for campers. Restrict to only a few qualified people the number of staff allowed to administer medication. Administrators include: The designated the Camp Health Manager For Off-site camps and Mica Bay overnights only, the senior lifeguard, under instructions from the Camp Health Manager - Village and Lutherhaven tent campers shall have medication administered by the Camp Health Manager or their sole designee - Shoshone Creek Ranch campers shall have medication administered by the Ranch Managers or their sole designee Health & Wellness Plan, page 5
Health & Wellness Plan, page 6 - Shoshone Base Camp campers shall have medication administered by the Camp Director or Program Director - Idaho Servant Adventure participants may self-administer Maintain a central, preferably electronic, log for recording the details each time medicine is administered. Before medication is administered each time, verbally obtain basic identifying information from the camper, matching it with the prescription bottle and Camper Health Record, including the camper s name and address, birth date and place, and the name/s of the camper s parents. Medication shall be administered in the presence of the camper's counselor or another staff. In the event a mis-administration is made, parents shall be contacted immediately, no matter how small the apparent consequence. 18. RECORD KEEPING Camp will maintain the following records: A Medication, Procedures and Intervention Log in which the following information is recorded in ink: - Date, time, and name of person injured or ill - General description of injury or illness - Description of treatment including any treatment administered away from health care facility - Administration of any medications - Initials of person evaluating and treating An Accident Incident Report of all incidents resulting in injury requiring professional medical treatment. 19. RECORD MAINTENANCE All camper and staff health and permissions forms shall be stapled together in the upper left corner in the following order: Camper Health History Form Signed Permissions & Liability Release Additional documentation shall be stapled to the above forms, as applicable: Accident Incident Report Medication, Procedures and Intervention Log The above forms shall be stored in a locked location, accessible only to: Lutherhaven Ministries Registrar Lutherhaven Ministries Office Manager Lutherhaven Ministries Director of Programs
Camp Health Manager Camp Counselor, on a Need to Know Basis only The above forms shall be stored in the camp office for two years, then destroyed, with the following exceptions: (1) Any camper/staff who is injured or involved in an incident or accident shall have their file visibly flagged, and those forms shall be stored in a locked file for three (3) years beyond their 18 th birthday, in a collective file so established for that summer, accessible only to the Lutherhaven Ministries Registrar, Office Manager, Director of Programs, and/or Executive Director. (2) Any camper/staff involved in an injury/accident/incident that includes a loss of blood shall have their file visibly and differentially flagged, and those forms shall be stored in a locked file for 30 years, in a collective file so established for that summer, accessible only to the Lutherhaven Ministries Registrar, Office Manager, Director of Programs, and/or Executive Director. (3) Any camper/staff coming in contact with another individual s lost bodily fluids shall have their file flagged and stored as in (2) above. New for 2013: 17. MEDICATION ADMINISTRATION These Health and Wellness Standards remain valid for three years following the date of review by the Lutherhaven Standards Task Force, below. Date Reviewed Health & Wellness Plan, page 7