Welcome to the Virginia Convalescent Center

We want your stay at the Virginia Convalescent Center to be as comfortable and home-like as possible.  This booklet explains the services and amenities available to you, and describes the guidelines we use to provide the best care for you.

Please read through this handbook carefully and review it with your family.  Our Social Worker will be happy to go through it with you if you have any questions.

We invite you and your family to be as active as you would like in our convalescent center.  You'll find a full range of services and activities available to you here.  Our goals are to minimize the effects of your illness, to return you to your highest level of function, and to encourage your physical, spiritual, social and emotional wellbeing.

We're always open to questions.  Please feel free to talk with us about your needs or concerns.  This handbook contains telephone numbers of people who can answer your questions and help you find solutions.

Again, welcome to the Virginia Convalescent Center.  Thank you for giving us the opportunity to serve you.

Our History
The Virginia Regional Medical Center has been providing long term care in our community since 1968.  We were purchased by the Virginia Regional Medical Center in 1968, and renamed the Virginia Convalescent Center.  Over the years the 116 bed facility has earned a reputation for providing superior skilled nursing services in our community.  We are known for our quality care and positive outcomes in rehabilitative and restorative services.  The Virginia Convalescent Center offers a variety of health care services to meet the needs of today's senior including:  skilled nursing care, rehabilitation, restorative nursing care, and care for memory impaired persons.

Our Mission at the Virginia Convalescent Center
We are dedicated to providing quality long and short term health care in a highly supportive, family-like atmosphere.

Our Values at the Virginia Convalescent Center
     •  We offer physical, spiritual, social and emotional support to our residents.

     •  We provide an environment in which the personal growth, worth and dignity of each staff member are fostered
        and preserved.

     •  We provide all services focused on our resident's physical, mental, psychosocial and spiritual needs.

     •  We practice responsible stewardship by using our resources wisely.

Your Care At Virginia Convalescent Center

Admissions
The VCC Social Worker arranges the time and day of your admission with the appropriate parties and gathers needed admission information.  The social worker will meet with you upon admission, and a time will be set aside to go over admission paperwork.  Financial arrangements will be discussed with you and your designated responsible party.

You will be informed of the Resident's Bill of Rights and resident responsibilities.  You will also receive a copy of this handbook and information on the charges to be incurred for your care.

Plan of Care and Care Team
Soon after admission, a care plan is designed with input from you, your family (if you choose), and the interdisciplinary care team (Social Service, Recreation Therapy, Nutrition Services, Nursing and Rehabilitation).  Through this care plan, goals are written for your stay here and a care conference will be scheduled within 21 days of admission to address your plan of care.  The interdisciplinary care team reviews your care plan with your input at least quarterly and changes are made as necessary.  You will be notified of the date and time for each patient care conference.

Care Planning
During your first weeks as a resident at the Virginia Convalescent Center, an interdisciplinary team works with you to assess your needs and strengths.  A nurse, dietician, recreation therapist, social worker and if appropriate, physical therapist, occupational and/or speech therapist will participate in this process.  Once all assessments are completed, the care planning team meets with you and any family member or representative you wish to invite.  The assessments are discussed and a care plan is written.  The care plan includes specific aspects of your care such as dietary preferences, leisure time preferences and nursing needs.  Goals are established to help you achieve the highest practicable level of functioning.  These conferences are scheduled quarterly and more often if you experience a significant change in your care needs.  Your participation in the care planning is essential.

Care Team
We have a variety of personnel to meet your needs including registered nurses (RN), licensed practical nurses (LPN), and nursing assistants/registered (NA/R).  There is a registered nurse supervisor in the facility 24 hours a day 7 days per week.  Nursing assistants are the primary care givers.  The Nurse Supervisor and the Director of Nursing are available to answer your questions at 218-749-9440.

The Activities Department promotes a sense of community within our facility and offers a wide variety of daily programs, special events and community outings designed to meet the social and emotional health of each resident.  Staff are committed to encouraging leisure time experiences, socialization, creativity and self -expression. 

The Social Service Department consists of professional, licensed social workers.  The social workers are responsible for pre-admission counseling, tours of the facility, admission counseling, and completing admission paperwork with the resident and/or family members.  The social workers are responsible for monitoring the adjustment of new residents, participating on the care planning team, short-term counseling for residents and families, crisis intervention, referrals, discharge planning and promoting resident autonomy via the Resident Bill of Rights.  The social workers also serve as a primary link between staff and families.  To reach them, call:  218-741-3340 ext. 2344 or ext. 2422.

Payment for Services

Case Mix
RUG's case mix reimbursement has been in effect since October 1, 2002.  This system of reimbursement is an effort by the State of Minnesota to reimburse operating costs based on the condition and needs of a resident.  The daily rate will be set according to the amount of nursing care needed at the time of admission.  Your care category will be based on an assessment to determine the rate per day.  For example, a person who requires special nursing treatment in addition to help with dressing and eating needs more nursing care and is billed accordingly.  This procedure applies to both private pay residents and Medical Assistance (Medicaid) recipients.

We are able to give you only an approximate daily rate at the time of your admission, and a final determination is made by the Minnesota Department of Human Services.  Reassessments are done every six months or with a significant change in condition.

Private Pay
If you are a private pay resident, the amount of the first month's charges will be assessed through an estimated RUG's case mix score detrminied by the facility.  If the final RUG's case mix determination differs from the estimated one, the following month's statement will reflect an increase or decrease in the rate.  Private pay residents are billed for the current month (i.e. in advance).

Medicare
If you are admitted with a Medicare-coverable condition, Medicare will pay the full charges (care/supplies/medications) up to 20 days as long as your condition meets skilled care guidelines.  If at day 21 you continue to qualify, Medicare will pay a percentage of your bill up to day 100, and you are responsible for the remaining bill (co-pay).  If you have a supplemental policy, this may cover your portion of the remaining bill.  Check your policy for clarification.  The facility will submit the Medicare claims for you.  Please contact the Business Office at 218-742-8612 if you have any questions.

Medical Assistance
Medical Assistance is a program designed to assist persons whose financial resources are insufficient to meet the costs of medical costs.  Eligibility is based on the income and resources of the applying person.  The Virginia Convalescent Center is certified to accept recipients with Medical Assistance.

If you need to apply for assistance, contact St. Louis County Social Service Department at 218-749-7128.  During your first contact with Medical Assistance, be prepared to give information such as income, assets, social security income and number, previous address, and date of birth.  You will then receive forms by mail to complete.  You must apply for Medical Assistance from the county in which you lived prior to nursing home placement.  VRMC/VCC is not responsible for making application to Medical Assistance. 

Medical Assistance recipients pay their monthly income (called "recipient resource") to the facility less a predetermined amount for living expenses (called "personal needs allowance").  The Medical Assistance program pays the remainder of the bill.  The facility bills Medical Assistance directly.

MSHO (Minnesota Senior Health Options)
MSHO is a managed health care program that combines Medicare and Medicaid financing and services for seniors age 65 and over who are eligible for Medical Assistance (MA), with or without Medicare.  MSHO offers all medically necessary MA state plan services, all Medicare services including prescription drugs covered by the Medicare Prescription Drug Program (Part D).

Change in Financial Status
If you anticipate a change in your financial status from private pay to Medical Assistance, we ask that you alert the Business Office of this change as soon as possible at 218-742-8612.

You can obtain guidelines for Medical Assistance from the St. Louis County Social Services Department.  To apply, contact St. Louis County Social Service Department at 218-749-7128.

Billing
At the beginning of the month, a bill is sent to you or the person you designate to help with your financial matters.  When appropriate, the facility bills your insurance company, Medical Assistance and/or Medicare directly.  The bill is calculated with the daily rate that coincides with your care level.  Payment is required for the full month.  Individial accounts are to be paid by the 10th of the month.  Failure to keep accounts paid in full may lead to discharge from this facility and/or collection activity.

Bed Hold Policy

When you leave the facility for hospitalization or theraprutic leave, you will be given the option of holding or releasing the bed, and your response will be documented.

Private Pay
The number of bed hold days for a private-pay resident is at the discretion of the financilly responsible party.  Minnesota Law indicates that residents pay 60% of the Case Mix rate for a leave day if the facility is at 93% of total resident capacity.  The Virginia Convalescent Center has routinely been above the 93% percentile.

Private Insurance
A resident receiving benefits from a private insurance will generally NOT receive coverage for a bed hold. The resident's alternate payment source takes over to hold the bed if he/she is hospitalized.

Medicare
Medicare Part A does not pay for bed hold days.  If a resident transfers to the hospital, the resident is discharged from Medicare, and the bed hold days would be paid privately or by Medical Assistance if eligible.  Therapeutic leave days also are paid privately or by Medical Assistance if eligible.

Medical Assistance
The bed of a resident on Medical Assistance will be held for 18 days for a hospital transfer with the approval of the financially responsible agency.  The bed will also be held for 36 days of therapeutic leave each year with the approval of the financially responsible agency.  The bed hold begins the day of transfer from the facility.

Minnesota Health Department Survey

The Minnesota Health Department conducts a survey of all Long Term Care facilities annually.  The purpose of the survey is to monitor our compliance with State and Federal regulations as related to the provision of health care services.

The results of the survey, and our daily staffing information are always posted by the hallway bulletin boards near the elevator entrance on each floor.

If you want clarification regarding the process and results of the survey, the Administrator (218-749-9441) or Director of Nursing (218-749-9440) will be happy to assist you.

Your Rights

You are in control of your own plan of care and the services we provide.  Your independence, autonomy, and self-determination are respected and encouraged.  You retain all the constitutional rights you enjoyed before you entered a long-term care facility.

Some residents, due to illness, have been declared incompetent or incapacitated by a court of law.  The court will appoint a conservator or guardian who is charged with making decisions in the resident's best interest.

A resident's rights are protected by state and federal legislation.  You are given a copy of the Resident Bill of Rights upon admission.

The Resident Bill of Rights is posted on each floor for your review.  Staff is informed of your rights when they are hired, and your right are reviewed wit them at least annually.

Please contact our social workers or nurse supervisors if you have any questions about your rights.

Suggestions and Concerns/Grievance Procedure
It is your right and responsibility to voice any concerns or grievances that you may have.  Resolution of a complaint helps us accomplish our goal of providing quality care.  Every resident, without fear of reprisal, may voice a concern and recommend changes.  Grievance forms are kept on each floor.  You may also ask a staff member to complete and forward the form to the administrator or contact the administrator in person.

The VCC has a comprehensive Quality Improvement Program designed to continuously evaluate and improve the quality of care and services we provide.  Your insights and comments concerning possible improvements are valuable components of the program.  We encourage you to share them.

If you do not believe you have received a satisfactory response from the VCC administrator, contact the VRMC Chief Executive Officer (218) 741-3340.

Transfers and Discharges
As a resident of the Virginia Convalescent Center or any other skilled healthcare facility in Minnesota, you have the right to transfer or discharge to another setting with consent from your Primary Medical Physician.  Our social workers can be of assistance to coordinate your discharge plans.  Listed below are agencies that you can contact regarding transfer and discharge issues.

Pets
We encourage your continued contact with your pet.  Your pet is welcome to visit.  Please have documentation of current vaccinations from your veterinarian for the safety and health of yourself and other residents.  Register your pet at the VCC Nurses Station either on the 3rd or 4th floor, depending on the location of your visit.  Pets should be on a leash.

Privacy for Married Couples
All resident enjoy the right of privacy, confidentiality and courteous treatment at the Virginia Convalescent Center.  When requested, married couples are assured privacy during visits.  If both spouses are residents and wish to share a double room, we accommodate them unless such arrangements are medically incompatible and documented in the medical records.  Family members will be informed if the facility cannot accommodate these kinds of arrangements.

Your Responsibilities

Alcohol
The use of alcohol is not permitted in the facility except as permitted by your physician's order.  The only other exception is on special occasions such as "Happy Hour" put on by our Activities Department.  Alcoholic beverages are not to be kept in residents rooms.  If you have a physician's order to receive and alcoholic beverage, it will be kept on 3rd and 4th floor and you will need to notify staff if you want and alcoholic beverage.

Smoking
In accordance with Minnesota Statues, Health Care facilities are required to be "smoke-free".  There is NO smoking allowed within the facility and grounds at any time.  Prior to admission, the social service staff will discuss this with you and your family.

Food and Infection Control
Food should not be stored in your room for an extended time.  Food items must be stored in seamless, closed containers.

Perishable items may not be store in your room.  A refrigerator is available on your floor to keep perishable items.  All food items put in the refrigerators must be in closed containers, labeled with the residents name and dated.  All food items will be disposed of within 72 hours.

Hand washing is the single most effective way to prevent the spread of infection.  Residents who feel unwell are asked to inform the nurse immediately.  Out of respect for our residents, if a visitor is feeling unwell, we ask that he or she reschedule the visit.  If there are a number of residents who are ill, Virginia Convalescent Center will work with the Minnesota Department of Health and take appropriate actions to reduce the spread of infection.  This may require the cancellation of activities and visitors for a period of time.  Notices of the presence of certain infections will be posted to inform visitors at all entrances.

Pet and animal visitation will be permitted only under controlled conditions to protect the patient resident, visitor staff, and the pet from harm while providing pet therapy to patients or residents.  Influenza vaccinations will be offered in the fall of every year if vaccine is available.  Pneumococcal vaccination will be offered to those residents who have never had or are unsure of the vaccination status at the time of admission.

Furnishings
Each resident room is equipped with a bed, bedside stand, one char and a closet/wardrobe.  Due to the limited space available and applicable Life Safety Code regulations we require that you bring no more than one piece of seating furniture from your home.

Electrical Equipment and Cords
All electrical equipment that is allowed, such as televisions, radios, tape and CD players, must be checked by the maintenance department before use in your room.  Equipment such as refrigerators, microwaves, irons, toasters, and coffee pots are not allowed.

Extension cords are not allowed in nursing facilities.  If additional outlets are needed, contact the maintenance department.

Storage and Disposal of Personal Belongings
We request that your family or friends help in storing your personal belongings and in removing any items as soon as possible after your discharge.  Items left over 72 hours after discharge will be disposed of unless special arrangements are requested.

The Virginia Convalescent Center is unable to store your belongings.  We have limited space for storage in the resident rooms.  Please keep in mind when bringing in clothing and personal items.  Check with the nurse supervisor regarding special storage needs.

Valuables
A safe is available free of charge for valuables, however, there is limited space.  If you keep your valuable or money in your room, you are voluntarily assuming responsibility for keeping these items.  Valuables such as rings, jewelry, either of monetary or sentimental value should not be brought to the facility or kept in the residents rooms.

The Virginia Convalescent Center will not be financially responsible for lost valuables.

Labeling Personal Belongings
All items must be labeled.  This includes glass, dentures, photographs, personal memorabilia, and clothing.  Clothing is labeled by laundry.  If clothing is purchased as a gift, notify nursing staff for labeling.

Do not bring any items of value such as expensive jewelry, family heirlooms, or items of sentimental value.

Confused residents may go into other residents' rooms and may also take others' possessions.  This is one reason marking ALL items with names is encouraged.

Lost or Missing Items
Residents who have missing items are asked to notify staff as soon as their items are noticed missing.  We will assist by searching for the missing or lost items.  The policy of the facility is that lost or missing items are not replaced by the facility.  We ask that valuables be kept in the safe.

Services and Amenities

Beauty and Barber Services
The Beauty and Barber services are available to all Virginia Convalescent Center residents.  If you have a Resident Trust Account in the business office, charges can be billed directly to your account.  You may also pay cash at the time of service.  If you do not have sufficient funds in your trust account, services will not be provided.

The Beauty/Barber Shop is open on Tuesday, Wednesday, and Friday from 8:00 a.m. - 4:00 p.m. by appointment.  "Walk-ins" as time permits.  For an appointment call ext. 2455.  Families may call the Beauty Shop at (218) 749-9455.

Call Lights
A call light is accessible in every resident room and bathroom.  The call ight signals staff that assistance is needed.  Please notify your Nurse Supervisor if you have difficulty having your call light answered.

Dental, Vision, Hearing, and Foot Care
Doctors specializing in dental, vision, hearing, and foot care do not visit the Virginia Convalescent Center.  The cost of these services is not included in your room rates but may be covered by Medicare, private insurances, or Medical Assistance.  Responsible representatives are expected to accompany residents to appointments.  (See section on transportation).

Diagnostic Services
Selected laboratory and x-ray procedures are available at the Virginia Regional Medical Center.  When a doctor orders such procedures the nurse or medical records staff make arrangements to conduct the tests or x-ray.  More specialized laboratory or x-ray procedures (such as CAT scans) are done on an outpatient basis by physicians order.  The resident is responsible for payment of these services.

Emergency Procedures
Your safety at the Virginia Convalescent Center is of primary concern to us.  We test our fire alarms regularly.  Fire drills are conducted on a monthly basis.

All resident and visitors are the be "behind closed doors" during a fire drill, just as if it were a real fire alarm.  We have smoke barrier doors that shut automatically when the fire alarm sound.  Your cooperation during the drills is appreciated.

Staff is committed to providing safe environment during times or severe weather.  All staff is trained to take appropriate and timely action.  Staff assists residents and visitors with safety precautions during severe weather and tornados.  Hallways are used as safe areas on resident floors.

Environmental Services
Our housekeeping, laundry, and maintenance staff works to provide an environment for you and your visitors that are not only clean, but also safe and comfortable.

Floors and rooms are cleaned daily.

The building and its various mechanical systems are maintained in good repair.

Laundry service of residents' personal clothing is provided at no additional cost and is washed separately from regular linen.  Our laundry service for personal clothing is considered a commercial laundry and is hard on delicate fabrics.  We encourage you to have your family wash delicate clothing at home.

Mail Services
Your mailliing address is:

Your name, Room Number
Virginia Convalescent Center
901 9th Street North
Virginia, MN 55792

Please include your name and room number in your address.  Mail is distributed to your room unless other arrangements have been made.  If you would prefer to have your mail forwarded to a friend or family member, please contact the Business Office with the name and address of the person to whom mail is to be forwarded.

Meal Services
Our Dietary Services Department prepares and serves meals, both regular and those modified by physician's orders.  Our registered dietitian plans a rotating menu each season.  In addition, our dietitian/clinical technician will talk with you about individual food preferences and dislikes.  We encourage all residents to eat their meals in the dining room at the scheduled meal time.  Meals are also available at a nominal cost for family or friends who wish to dine with you.  If you choose to dine in the cafeteria, your meal tray may be saved for you in the cafeteria or you may select a meal from the food items available in the cafeteria.  Our Cafeteria Service, located in the basement level of VRMC is available to residents and visitors at scheduled mealtimes from 6:30 a.m. to 6:00 p.m., Monday through Friday and 9:00 a.m. to 5:30 p.ml, weekends and holidays.  If you have any questions please contact the Dietary Manager at 218-749-9486.

Newspapers
The Mesabi Daily News or other papers may be delivered to you in your room each day.  Contact the paper of your choice to arrange service.  The paper charges the cost to you.

3rd and 4th floor received the daily and Sunday issues of the Mesabi Daily News and Duluth News Tribune.

Paticipation in Your Community

• Activities:  Activities outside the facility are offered.
• Community Participation:  We encourage your continued participation in community groups/events.  Please notify the nurses on your floor when leaving and upon return.
• Family Council:  The Virginia Convalescent Center Family Council is made up of families and friends of the residents.  You'll be surprised to learn how much your family member has in common with these folks!
  The purpose of Family Council is to

1. Offers ongoing support with strength drawn from shared experiences.
2. Provides and opportunity to express concerns and explore solutions as a group.
3. Builds communication with staff and creates a team environment.

The Family Council meetings are held based on family interest.  There is an annual kick-off meeting scheduled and meeting dates are decided by members

• Resident Council:  The Resident Council enables you to voice suggestions and actively participate in discussing ideal relevant to your life at the Virginia Convalescent Center.  All residents are members of the Council, which meets on the last Monday of each month.  The Council serves as a liaison and information group for the administration and residents.  Dates of meeting can be found on the activity program calendar on your floor.

Personal Shopping Needs
Family members are encouraged to shop for your personal needs.  The Virginia Convalescent Center will contact your Responsible Party if there are items you need or request.

Pharmacy Services
Pharmacy services are available through VRMC Pharmacy or through a pharmacy of your choice.  Pharmaceutical services provided by other pharmacies must provide your medication by "unit dose" and the pharmacy must be licensed by the State of Minnesota.

Physician Services
You may be seen by your physician either in the physician's office or at VCC.  There are regulatory guidelines on how frequent residents are required to be seen by their doctor once they have entered a long-term care facility.  The frequency of doctor's visits is regulated by state and federal law.

Psychological Services
Psychological services are available through providers in the area.

Rehabilitation Therapies
We work with you to achieve your greatest potential.  Our Physical and Occupational Therapists provide therapy under Medicare guidelines and as authorized by your physician.  Therapy services are arranged through a local provider.

A registered Speech/Language Pathologist is available to help with speech or swallowing difficulties.

Direct services by any registered therapist are not covered in the daily room rate. These therapies are provided only upon written order of the resident's physician and under the guidelines of Medicare and Insurance Companies.  Neither Medicare not Insurance Companies will pay for "maintenance" therapy.

Spiritual Care
Our Chaplain provides spiritual guidance and comfort for you and your family.  Our Chaplain or local Ministerial Association may provide worship services, bible studies, and personal counseling.  At your request, we will contact your religious or spiritual leader.

Telephones
Telephones are available on each resident unit for personal use.  You may order a private telephone for your room by contact Qwest at 1-800-244-1111.  The installation services are charged to you and the monthly telephone charges are billed to you by the telephone company.

Transportation Services
Transportation may be arranged for residents going to medical appointments via a vendor of the resident's/insurer's choice.  This cost is the responsibility of the resident and not the Convalescent Center.  Our social workers/medical records department may assist with arrangements for transportation services.  Resident representatives or families are expected to arrange for escort and transportation to and from appointments and to notify the nurse supervisors at least 24 hours or more in advance of the appointment.  Advanced notice is needed so that our staff can make sure the resident is properly prepared and dressed appropriately for appointments.

Television
Televisions are available for residents to view in the facility lounges on 3rd and 4th floor and also in the dining areas.

You may furnish your own television for your room, you must also bring a sturdy stand, (Placement of television in the resident's rooms cannot interfere with resident safety and/or provision of care.)  You are responsible for installation fees and monthly charges.  Contact the VCC Business Office for installation and charge information.

Trust Accounts
A Trust Account service is available for your convenience without charge.  You and your designated financial representative will need to deposit money and complete a Trust Account Form at the VCC Business Office, indicating persons authorized to withdraw funds and for which services funds can be deducted.  Examples are beauty shop appointments and community outings.

We encourage as may cash-free transactions as possible.

Trust accounts are maintained by the VCC Business Office.

• Hours for transactions:  Monday - Friday is 9:00 a.m. - 12:00 p.m. and 1:00 p.m. - 3:00 p.m.
• Money for weekends and holidays must be arranged in advance with the VCC Business Office.
• Larger withdrawls must be requested at least 2 days in advance.
• Check requests can be made for payment of bills from trust accounts with written consent of the resident or responsible representative.

If you have any questions, please call the VCC Business Office at (218) 741-9421.

Reminder:  We do not recommend keeping money in your rooms.  If you choose to keep monies in your room you do voluntarily.  The facility does not assume responsibility for lost monies or valuables.  However, we will assist with trying to locate lost or missing items.

Visiting Hours
There are no set visiting hours.

The Virginia Regional Medical Center front door is locked at 8:00 p.m. each night.  Visitors who arrive after 8:00 p.m. may still enter the building by the Virginia Regional Medical Center emergency room entrance.

Visitors are encouraged not to come to the facility when they are ill especially during the "flu season".

If you have any questions about building accessibility, please contact our Virginia Regional Medical Center Patient Services desk.

Volunteers
Those who give their time and their skills on a volunteer basis are an integral part of our facility.  They provide services and companionship for residents to enhance their quality of life.  Opportunities are available by calling our Volunteer Department at the Virginia Regional Medical Center.  Telephone number (218) 741-3340 ext. 2420.