Best Practices
Think of this as your ‘virtual Peer Group binder’ to share all the best ideas for club success.
Reservation & Special Needs Form - submitted by Patty Paul, First Citizens National Bank (Mason City, IA)
Per Patty: We have incorporated our "opt out" privacy policy in section A, our insurance disclaimer in section B and our medical disclaimer/request for special needs in section C. The reservation form serves as a receipt for deposits or final payment, and the back of the form serves as our disclaimer area.
ReservationForm.PattyPaul_updated_6.1.08.pdf
UPDATE from Patty Paul - June 1, 2008: It has recently come to our attention that the health forms with our travelers that we had been using for years on our tours may violate HIPPA requirements, so we have discontinued having our escorts request this information from our travelers. Now, prior to a trip departure date we give our travelers a health card (about the size of a business card when folded in half) that has a line for Dr name & phone #, pharmacy contact info, insurance contact info and emergency contact info. We ask the travelers to complete the card and carry it with them on tour. The escort does not collect any of this information. This relieves us of so much responsibility and we are in compliance with HIPPA on this point.
The next item dealing with HIPPA is when a traveler requests special arrangements due to health issues. Our registration form has been edited to not collect special health concerns. If a traveler has a special need, then we have a separate form to request this, that has language in the form spelling out that we will protect their privacy, etc. to comply with HIPPA. SpecialNeedsForm.Patty_Paul.pdf
Medical Name Tag - submitted by Laura Kammarmeyer & LouAnn Knaak, First State Bank (Manchester, IA)
Per Laura: Here's a medical form I designed. It folds up and fits in a neck pouch. Only their first name shows when they are wearing it. Everyone has their own emergency info with them at all times, the hotel names, address and phone and our cell phone numbers (in case they are taking a taxi). If something happens and they are off on their own, someone else could help them and also contact us. We send this out with the last letter before a trip leaves and they bring it with them the day of, we tell them it folds up and becomes a part of their nametag. The day of is important because then we have the most recent medications and dosages.
