MOU%2C%20Coplin%20Health%20Systems%2C%20Auto%20Renew%20beginning%20April%2023%202024.pdf

Parent document: May 2, 2024, Regular Session-05-02-2024.pdf

Text

ACKSON

COUNTY SCHOOLS
Crcelence. « Gunavation. (Swecess.

Memorandum of Understanding
Between
Coplin Health Systems and Jackson County Schools

This Agreement made this _23 dayof_ April 2024. (The “Agreement”) between Wirt County
Health Services Association d/b/a Coplin Health Systems (“AGENCY”), and Jackson County Schools (“JCS”),
for services for Jackson County Schools. This Agreement is for services at all Jackson County Schools.

WHEREAS, Coplin Health Systems is in the business of providing dental, primary healthcare, and
behavioral health services to West Virginia and Ohio communities, including the citizens of Jackson
County;

WHEREAS, Jackson County Schools is in the business of providing education and related services
to students/residents of Jackson county;

WHEREAS, Jackson County Schools desires to improve the overall health of its students, faculty
and community by developing School-Based Dental, Medical and Behavioral Health programs reducing
barriers to care for this population;

WHEREAS, Coplin Health Systems has the ability to provide School-Based Dental services;

WHEREAS, Coplin Health Systems has the ability to provide School-Based Medical Health services
which includes the provision of preventative and primary health care;

WHEREAS, Coplin Health Systems has the ability to provide School-Based Behavioral Health
services;

WHEREAS, Coplin Health Systems desires to meet the needs of the Jackson County Schools by
providing such services as would improve the overall health and wellness of the residents of Jackson
County;

Accordingly, both parties desire to create a framework upon which the diligent pursuit of activities
will be mutually established, understood and implemented in a manner consistent with the terms set
forth in this Agreement;


NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained and
other good and valuable consideration and intending to be legally bound hereby, the parties hereto
collectively agree as follows:

All Services

Responsibilities of the Jackson County Board of Education:

1.

10.

the provision of basic utilities for the spaces the AGENCY will occupy to include but not
limited to, water, sewage, gas, electricity, heat and air conditioning,

the continued maintenance of the AGENCY occupied spaces,

the dissemination of registration packet to students and faculty prior to the date of
service to ensure services can be provided with authorized consent,

assist AGENCY, as practicable and appropriate when able, in ways not specified or
anticipated to promote efficient delivery of services as long as in observance of and in
compliance with the Family Education Rights and Privacy ACT (“FERPA”),

promote and encourage utilization of health and wellness programs with staff and
students as appropriate,

maintain ongoing, consistent communication and collaboration with AGENCY staff,
notify any open AGENCY clinic within the JCS system, promptly, of any school lockdowns
or emergent notices,

designate the liaison (school administrator) between AGENCY and JCS for management
of day-to-day operations of the AGENCY services,

provide AGENCY with JCS operating calendar, including information as to dates schoolis
in session for students. School closures related to weather or other conditions are
announced publicly on various media sites.

Coplin Health Systems Mobile Unit- Identify school for services, identify location for
mobile unit to safely park during service hours and identify students, staff, or patients
for mobile services.

Responsibilities of Coplin Health Systems:

1

To assure that all AGENCY personnel entering the schools have beenformerly vetted and
have passed background checks. Copies of these background checks will be provided to
JCS upon request.

To obtain, as necessary, proof of guardianship of the child to verify the appropriate
person(s) have legal right(s) to grant permission for treatment. Copies of these legal
documents will be filed in the AGENCY’s medical records.

To provide professional liability insurance for all of its employees providing services at
JCS.

To adhere to all OSHA regulations including, by not limited to, infection control.


10.

To follow all applicable laws and regulations including, but not limited to, Health
Insurance Portability and Accountability Act of 1996, as amended, and its companying
regulations (“HIPAA”).

To maintain all AGENCY medical records in accordance with accepted professional
standards. Proper written authorization for the release of such records shall be required
by AGENCY before such records are disclosed to any third party, including JCS.

To bill patients for services, including the billing of the patient’s insurance, Medicaid or
other third party as appropriate. Co-pays, if any, will be paid by the patient.

To provide a sliding fee for qualifying patients that apply for the service. The sliding fee
eligibility is based on household income. Asa Federally Qualified Health Center (FQHC),
AGENCY will not turn away anyone due to an inability to pay.

Not to provide any services to student patients without written or verbal permission of
his or her parent or legal guardian. Annual registration for student patients will be
required. However, in alife or health threatening emergency, AGENCY staff may provide
life support services without written or oral parent or guardian consent.

Coplin Health Systems Mobile Unit Services is to provide similar services offered at fixed
locations including medical, dental and behavioral health services.

Responsibilities of Both Agency and Jackson County Schools:

1.
2.

Clinical Services

To collaborate on the scheduling of patients.

To prohibit discrimination against any patient, employee, or other person on the basis
of race, sex, age, disability, veteran status, religion, color, gender, sexual orientation, or
national original in any of the services provided hereunder.

To establish an advisory committee of AGENCY staff, board members, parents, students,
community members and educators to advise the board of the nature and scope of the
AGENCY services. This advisory committee shall meet twice a year and is to be organized
by AGENCY.

Responsibilities of Jackson County Schools:

1.

To provide space for AGENCY providers and staff for the delivery of Medical Health
programs and activities.

To provide adequate medical space at the board owned facility located at 562 Charleston
Drive, Ripley, WV. 25271.

To ensure that the medical space is customized and constructed to meet the needs of
AGENCY, including but not limited to electrical, phone and internet wiring.

To identify sufficient parking for patient use, including a minimum of two handicap
spaces, as close to entrance as possible.

To allow AGENCY to place adequate signage for AGENCY branding.


To ensure the security and privacy at the JCBE space, maintaining compliance with state
and federal laws and regulations. Access will be limited to JCS only for emergencies. To
ensure this, keys will be limited to only those that would need admittance in an
emergency situation, to be determined by JCS administration.

To share relevant information regarding student’s academic performance and behavior
to assist in development of treatment plans after parent has signed “Release of
Confidential information” that allows for specified information to be shared.

Responsibilities of Coplin Health Systems:

To provide appropriately licensed staff to provide services at JCS.

To assure the provision of screening, assessing, referring, treatment and coordination of
services.

To collaborate with JCS to ensure the linkage and delivery of services as needed for the
student/patient.

To collaborate with JCS to provide the necessary medical and diagnostic equipment for
the locations that AGENCY will occupy.

Disposal of AGENCY hazardous and/or biological waste generated at the Jackson County
Schools location.

Behavioral Health Services

Responsibilities of Jackson County Schools:

1.

To provide quiet and confidential facility space for AGENCY providers for the delivery of
Behavioral Health program services and activities.

To share relevant information regarding student’s academic performance and behavior
to assist in development of treatment plans after parent has signed “Release of
Confidential Information” that allows for specified information to be shared.

To provide adequate notice of scheduling needs when an appointment is needed.

Responsibilities of Coplin Health Systems:

To provide appropriately licensed or license eligible staff to provide services at JCS.

To assure the provision of screening, assessing, referring, treatment and coordination of
services.

To refer any patient, student or staff member that is in need of behavioral health services
due to a crisis situation to Westbrook Health Services.

To collaborate with JCS to ensure the linkage and delivery of services as needed for the
student/patient.


Dental Services

Responsibilities of Jackson County Schools:

1,

To provide space for AGENCY providers and staff for the delivery of Dental programs and
activities.

For the disposal of hazardous and/or biological waste generated, with the exception of
the Ripley High School Campus location.

Responsibilities of Coplin Health Systems:

To provide appropriately licensed staff to provide services at JCS.

To assure the provision of screening, assessing, referring, treatment and coordination of
services.

To provide prophylaxis and oral health assessment, dental sealants and fluoride varnish
toa target population in the West Virginia Public School System either by licensed dentist
or public health dental hygienist.

To adhere to all Guidelines set forth in the Oral Disease Prevention Manual.

Operate within the rules and regulations set forth by the West Virginia Board of Dentistry
regarding mobile dentistry and portable units.

To collaborate with JCS to ensure the linkage and delivery of services as needed for the
student patient.

To collaborate with JCS to provide the necessary medical and diagnostic equipment for
the locations that AGENCY will occupy.

Disposal of hazardous and/or biological waste generated at the Jackson County Schools
location.

To provide quarterly and annual reports to the West Virginia Department of Education
Office of Special Education and other interested parties regarding key aspects, outcomes
and impacts of the program.

It is Further Agreed;

1. All notices or contacts to be made by the respective parties hereto shall be through the
following individuals.

2. The

a. Melissa Browning
Director of Health Services
Jackson County Schools
P.O. Box 770
Ripley, WV 25271

b. Rob Dudley
CEO, Coplin Health Systems
483 Court Street
Elizabeth, WV 26143

term of this agreement shall be for a period of one year. The agreement shall be

automatically renewable for one year, each year, unless cancelled by either party.


3. This agreement may be cancelled by either party, with or without cause, and without penalty,
at any time, by giving the other party at least a 30 day written notice.

4. This Agreement constitutes the entire understanding concerning services between all parties
hereto, and no amendment or modification of its terms shall be valid or binding upon any
party unless addressed in writing and signed by both parties hereto.

By signing this agreement, the parties acknowledge they will actively abide by its terms.

For Coplin Health Systems For Jackson County Board of Education

Rob Dudley, CEO Jimmy Frazier, President

Signature Date Signature Date