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"Thank You Ladies"
VSPW INMATE FAMILY COUNCIL MEETING MINUTES
Friday, August 6, 2004
EXECUTIVE OUTLINE
|
Interpreters
Laundry/Clothing Exchange Medical MRSA Infections Non Contact Visits |
Room Assignments
Vendors/Quarterly Pkgs Visitor Searches WAC |
Logo Created By VSPW Graphic Arts Program
"Thank You Ladies"
VSPW INMATE FAMILY COUNCIL MEETING MINUTES
Friday, August 6, 2004
EXECUTIVE OUTLINE
AGENDA ITEMS
A. MEDICAL QUESTIONS
1. Bug Infestations/MRSA
2. Prescriptions/Specialists
3. Medical for new inmates
4. Other Medical Questions -- translators, meningitis, family inquiries
B. VISITING - walkers and prosthetic devices, problems with guards, non-contact visits, visitor strip searches
C. IFC CONFERENCE CALLING FOR MEETINGS
GENERAL DISCUSSION ITEMS
Clock times, Hobby Craft, Sign-out Clothing Exchange Program, mist jets and benches on the yards, canteen transportation, denied vendor items, diversity balancing in housing
ATTACHMENT 1 - MRSA FACT SHEET
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES
Friday, August 6, 2004
Warden’s Conference Room
A. MEDICAL QUESTIONS
1. Bug Infestations/MRSA
2. Prescriptions/Specialists
3. Medical for new inmates
4. Other Medical Questions -- translators, meningitis, family inquiries
B. VISITING - walkers and prosthetic devices, problems with guards, non-contact visits, visitor strip searches
C. IFC CONFERENCE CALLING FOR MEETINGS
GENERAL DISCUSSION ITEMS
Clock times, Hobby Craft, Sign-out Clothing Exchange Program, mist jets and benches on the yards, canteen transportation, denied vendor items, diversity balancing in housing
ATTACHMENT 1 - MRSA FACT SHEET
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES
Friday, August 6, 2004
Warden’s Conference Room
MEMBERS PRESENT:
Marvin Coolbaugh, Chair
Nancy Rubinstein, Secretary
Elizabeth Muniz
Tammy Rust
Louisa Camorlinga
ALTERNATES PRESENT:
Regina Thompson
VISITORS/MEMBER-APPLICANTS PRESENT:
Helen E. Valdez
Rosalga Camorlinga
STAFF PRESENT:
Gloria A. Henry, Warden
Javier Cavazos, Administrative Assistant
Captain Pat Callahan
Lt. Lou Donaldson
Anthony Bacci, Litigation Coordinator
Forest Follett, M.D., CMO
Judy Tucker, DN
Robin Sears, SRNI
Hazel Wilson, SRNI
Randall Griggs, PHN
M. Naranjo, RN
The meeting was called to order at 1:03 p.m., and introductions were made around the room. The IFC members wish to express their appreciation for the support of VSPW for this meeting, expressed by the presence of so many experienced Medical staff members. Their presence was highly appreciated by the IFC, and we particularly enjoyed Dr. Follett’s presentation.
Agenda Items
A. MEDICAL QUESTIONS
1. Bug Infestations/MRSA: There have been several questions from inmates and inmate family members about the possible presence of MRSA (methicillin/oxacillin-resistant Staphylococcus aureus), known commonly as ‘staph infection’ at VSPW. There have been rumors that staph infection is being diagnosed as spider bites. Several Medical staff members were present at this meeting to give us information, and to answer our questions.
Follicular staph infections occur were hairs grow out of the body. Staph infection is usually seen as a skin infection. “Pathogenic” staph, which is staph infection that could be spread to others, is naturally present in around 30% of regular people, and it doesn’t have any effect on them at all. It is commonly found in their noses (‘anterior nares’). It’s a widespread pathogen, and it’s been around for several years. Wherever people live close together, it can be found in 1 out of every 3 people.
Most people have natural immunity to staph, and won’t come down with any serious staph infection. When people have compromised immune systems (more common in older people, children, or sick people), they are less resistant to staph. People in hospitals are more at risk for staph than anywhere else.
Staph is not an airborne infection. It is spread by contact with contaminated surfaces, like fingers, shaving blades, towels, clothes, etc. Dry shaving can move staph bacteria from an infected part of the body (like the nose) to the hair follicles at the shaving site, usually on arms or legs. Staph bacteria and MRSA are susceptible to antibiotics.
Basic prevention for staph is good hygiene. Isolation for staph is not recommended, but at VSPW, the Medical staff DOES isolate persons with a diagnosed outbreak of staph infection. It is part of their standard procedure at VSPW.
The Medical staff checks for MRSA constantly. There is a specific procedure they follow with inmates returning from the outside hospital, which is usually where active MRSA comes from. When inmates return from Madera Hospital, they come through the Triage Treatment Area (TTA) before they are placed in housing at VSPW. They are screened for MRSA at this point. If MRSA is diagnosed, they are placed in Isolation Rooms (which have negative air pressure, which prevents any chance of airborne transmission, just in case). Also, if an inmate comes to Medical with impetigo or with toxic shock syndrome symptoms, they are also screened for MRSA.
VSPW rates of MRSA infection are low, with the following diagnosed cases for the last several months:
Month of # of Cases
March 19
April 10
May 8
June 8
July 5
An information sheet from the Centers for Disease Control about MRSA is attached to these minutes to give further information on MRSA and staph (see Attachment 1).
Inmates are encouraged to submit a copay and to see the Medical staff if they have any concerns. They are also encouraged to use the 602 system if they aren’t comfortable with the medical treatments given.
2. Prescriptions/Specialist referrals
a) How may inmates obtain special prescriptions (when it is believed that the type of prescription delivered by VSPW is not working)? Families have asked the IFC to check and see if there is a way we can pay for medicines that have not been prescribed through VSPW. In other words, if an inmate might need a medicine that is not provided by the state because of cost or similar concerns, may an outside group start a funding program that will allow the prescription of these medicines?
Answer: There is a “State Formulary” used statewide, that lists the specific medicines to be prescribed for specific illnesses at the local prisons. If the physician on the yard sees that a ‘formulary’ medication is not working, the physician can file a non-formulary request. These requests go to the Chief Medical Officer for approval. They honor these requests regularly.
b) How do inmates get to see Specialists? The Medical staff will request that an inmate be seen by a specialist. These requests go to the Chief Medical Officer for approval. Dr. Follett told us that they are currently handling over 500 referrals for inmates to see specialists right now. Some specialists come in to the prison. Sometimes inmates are sent out to see specialists.
c) Are indigent inmates treated differently? An IFC member asked if there was a difference in how indigents were handled, as far as access to non-formulary prescriptions and specialist treatments. Dr. Follett said that patients that are indigent are not treated any differently than patients who can make their payments. In fact, VSPW has been making the system work better for indigents by writing prescriptions for over-the-counter items, such as aspirin, so that indigents won’t have to wait until they have money in their trust account before getting these simple over-the-counter medications from the canteen. The indigent list goes out to the doctor offices on each yard, just so indigents can get these types of prescriptions for regular over-the-counter drugs without waiting.
People who are indigent should put in a copay, because they will be seen the same as non-indigent inmates, even through they don’t have the funds to pay. An indigent does not need to have funds to put in a copay.
d) What is the regular routine for inmates to obtain medical prescriptions? There have been reports to the IFC that prescription refills have been running 2 to 3 weeks behind for inmates on the yards. The Medical staff is unaware of this. The standard routine for prescriptions is that first-time prescriptions written up for current problems are sent over to the pharmacy on the same day they are prescribed.
An inmate may see Medical staff by either putting in a copay, by going up to the MTA window (which requires an MTA follow-up), or because staff has noticed a problem and staff follows up by requesting that the inmate be seen. Staff members have a responsibility to follow up when a medical problem comes to their attention. If an inmate tells an officer that she has a medical problem, that officer then becomes responsible to report the problem to the Medical staff.
People who are indigent should put in a copay, because they will be seen the same as non-indigent inmates, even through they don’t have the funds to pay. An indigent does not need to have funds to put in a copay.
An inmate requesting a medical appointment MUST be seen by an RN within 24 hours. The RN immediately assesses whether the patient is urgent or emergent. Weekend requests are seen on Tuesdays.
e) Are inmates getting their prescriptions and refills on time? They should be. If an inmate doesn’t receive her refill, she should go to the MTA window. The MTA is required to follow up right away.
f) Are mistakes being made in refills and prescription delivery? The CMO reported to us that the Pharmacy Errors Report indicates that there is no significant error factor in the delivery of medications. The VSPW report gives the error rate as 00.0001%.
g) How many prescriptions are handled each week? VSPW Medical staff writes between 800 and 900 prescriptions a day, for a total of around 5,000 prescriptions a week. The number of patients seen per day is 8 times the ratio of patients seen per population levels in the outside community.
h) What happens if someone uses up their prescription ahead of time? If a patient runs out of medications early, she should go to the MTA or put in a copay to be seen. Most inhalers are on the Chronic Care Program and are seen every 90 days. There is some concern that patients are using Ibuterol inhalers for bartering, so increasing prescriptions won’t be done without the patient seeing the Doctor.
3. Medical help for new inmates in Receiving (R&R)? When new inmates are brought in to Receiving, they are screened immediately, that same day, by a Doctor or through the Triage Treatment Area (TTA). This happens before they are even given their housing unit assignment.
Some new inmates come in to VSPW from the county prisons with severe illnesses or disabilities. This is more common right now, since county prisons are having budget problems and are tending to send their ill inmates to statewide prisons for treatment faster, to avoid treatment expenses at the county level.
Inmates are not allowed to bring anything with them from county lockups. This includes prescriptions. However, during the first day screening, new inmates are given same-day prescriptions for 30-days, filling of their old prescriptions, so that they can carry over their medical treatments for their first 30 days at VSPW. At Receiving, if an inmate states that they are ill, or if it appears from the initial R&R screen that they are suffering from an illness, they are taken immediately to a doctor or to TTA.
4. Other Medical Questions
a) A specific question was asked about the availability of Hmong translators at VSPW.
There are three pharmacists working at VSPW that speak Hmong, and who provide translation services for the Medical staff. There are several other staff members that speak a variety of languages.
Sometimes translation services are needed to help inmates talk to staff, when no one is at VSPW to help translate. For instance, sometimes the three Hmong-speaking pharmacists are not on duty when Hmong translations are needed.
We asked what happens when no one is available to help translate. Dr. Follett explained that VSPW subscribes to an AT&T Translation Service. When translation help isn’t available at the prison, the staff can call AT&T for translation help any time of the day or night, and AT&T finds a translator and hooks up a conference call. This is a service that is used by hospitals and other facilities, too. This way, a translator is available for a wide range of languages.
B. VISITING
1. General Visiting Discussion
Helen, our newest IFC applicant, had some questions about Visiting. She had observed some rudeness of the staff toward older people. She also has had concerns with bringing in her walker. She had been approved for visiting before she had some prosthetics inserted, and so she brought a note from her doctor. It was rejected by the Visiting staff. Another question was about how much training the Visiting staff has had for their positions, and how well they understand the rules. There was also a question about delays and slowdowns in Visitor processing.
Both Warden Henry and Lt. Donaldson addressed these questions and concerns about Visiting.
There is a procedure during the time when a Visitor Application is submitted that allows a visitor to give information from a doctor regarding any metal implants or prosthesis use by the visitor. This visitor form is only updated every two years. If a visitor gets a metal implant after initial approval, or needs an assistive device, he or she may have/need this implant/device without it being noted on the original visitor approval. When a visitor has a medical condition occur after initial visitor approval, they may bring in a doctor’s note, on a doctor’s letterhead. There was some discussion that a doctor’s note, alone, may not be acceptable at the time of a visit, as doctor letters can be forged. THIS IS NOT TRUE. Title 15, Section 3173.2(d) says that all that is needed is a doctor’s note, presented at Visiting.
The employees who work in Visiting are not chosen by the Administration, but are determined under the current ‘Unit Contract’ the prison has with the guards’ union. Therefore, the types of personalities that work in Visiting is not under the control of Administration, although their work performance is. Therefore, some of the guards in Visiting may not be the kinds of “people” persons that would be best for working with the public. However, the staff is given constant training, and there are things visitors may do to solve problems.
First of all, always get the name of any guard or prison worker that you are having trouble with. You should write the name down. All staff required to wear nametags. Ask to talk to a supervisor if the problem continues. If this doesn’t work, ask for the Sergeant, and then ask for the Lieutenant. During nights, evenings, and weekends, there is an “Administrative Officer of the Day” that is a direct representative of the Warden. This is often Captain Callahan or Lt. Donaldson. If all else fails, ask for the Administrative Officer of the Day.
There are questionnaires at the Visitor Processing area. Right now, they are at the back of the room. Perhaps some could be put up at the front desk, by the numbers. These may be filled out, and visitors are encouraged to use them. Don’t forget to write down the name of any employee of concern. Right now, the majority of questionnaires are coming back with positive feedback.
Delays in visiting should be at a minimum right now. Lt. Donaldson reports that he is unaware of anyone being held up in the Visitor Processing area for longer than an hour. Helen reported that recently, she was in Processing from 9:00 AM until after 11:00 AM. Lt. Donaldson said that this wasn’t normal or acceptable, and to please let him know if it happened again. He said that anyone who has already turned in their initial paperwork (when their number is called), and hasn’t been called after 20 minutes should ask someone behind the desk if they wouldn’t mind following up.
The Visitor Processing Center now has 2 computers, and when they have 2 people capable of operating them, things are going much quicker. The computers require someone who has been at least partially trained, as the files hold a lot of information. When regular visitors are processed now, it only takes about 2 minutes to get the day’s request into the computer and get everything verified.
The Visitor Processing Center makes the phone calls to the yards to locate the inmate. This is done first, before the visitor goes inside to the visiting rooms. It isn’t something done by the guards at the podium inside the visiting room. Sometimes visitors wait a long time inside, in the visiting rooms, before the inmate comes in. If it seems to be too long, then the visitor can check with guard at the podium to see if there is a problem. Sometimes an inmate may be hard to locate, or be doing something and can’t come over right away. The podium guard can check on this.
IFC members remarked that Officer Lovelady has been very polite and very helpful lately. Apparently, he has changed quite a bit since he started.
2. Non-Contact Visits
Previously, non-contact visits had to be scheduled. Right now, VSPW is not requiring that visitors schedule non-contact visits. They may be made on a regular walk-in basis.
Hours for non-contact visits to general population are on Saturday and Sunday, from 10 AM to noon. There are 6 to 8 booths available in the back of the visiting rooms for non-contact visits.
Hours for non-contact visits to Facility A Reception Center inmates, to Ad Seg inmates, or to SHU inmates are on Saturday only, from 10 AM to noon. There are 20 booths available for these types of visits.
3. Visitor Strip Searches
What is the correct policy and procedure for Visitor strip search? Warden Henry says that there are only two cases where strip searches of visitors may occur. The first is when a Corrrection Officer believes there is probable cause for a search. The Correction Officer may not approach a visitor and request a strip search based on hearsay or a rumor or anything like that. The Correction Officer must report the probable cause to a supervisor, who must take this information to the Officer of the Day. Then the Officer of the Day must approve the request for a strip search, and the supervisor must approach the visitor. The supervisor must request the consent of that visitor for a search. The visitor has the right to reject that search. The outcome is that the visitor will be asked to leave for the rest of that day. The visitor will be able to come back the next day. A visitor may not be searched against his or her approval.
The second way that a visitor may be strip searched is if there is a search warrant issued by a local sitting judge, and that warrant is served.
C. Temporarily Moving IFC meetings to Saturday
This agenda item was discussed prior to the full IFC/Staff meeting. It was decided that it would be best to keep the meetings on Fridays, so that IFC members can meet with the Warden and other staff members. However, it was asked if Conference Calling could be utilized, so members could attend from off-site. Warden Henry said that this would be acceptable.
ACTION ITEM: CAPTAIN CALLAHAN WILL WORK WITH MARVIN COOLBAUGH TO ESTABLISH A CONFERENCE CALL PROTOCOL TO BE USED AT FUTURE IFC MEETINGS.
D. Formal Request for Contact with WAC
The IFC would like to take formal action, as a board, to contact WAC. This would require a formal response. We have made several attempts to contact WAC, but have, as of this date, received no response. Nancy Rubinstein explained that she thought it would help us understand better the conditions and situations that the inmates deal with, so we could help families, which is our mission statement. The IFC members see communication as a way to break barriers and improve understanding and conditions, wherever possible. The Warden agreed that a formal letter to WAC would be acceptable.
ACTION ITEM: NANCY RUBINSTEIN WILL DRAFT A FORMAL CONTACT LETTER TO WAC, AND DISTRIBUTE IT FOR APPROVAL, SIGNATURES AND DELIVERY.
E. GENERAL DISCUSSION ITEMS
1. All the clocks read a little differently throughout the campus. Can this be fixed? They are battery operated, and may be a few minutes off. It’s not possible to reset them all on a regular basis. The ones in Visitor Processing and Visiting Rooms will be checked.
2. The Exchange Program for working green suits for inmates on signed-out duty is not working well. There have been problems with wrong sizes, and with some of it being dirty. Apparently, the Exchange Program was a way to keep from building up a big pile of dirty laundry. But there are definitely problems with it right now.
Action Item: Captain Callahan was not aware of this, and will look into it.
3. Hobby Crafts - There is a new hire reporting and starting on Monday, August 9th. He is a “MNSS1”, or a “Material and Stores Supervisor”. It is a man.
4. The water misters haven’t been working at times. The staff report that both yards have now been repaired, and the misters are now working.
5. Benches are being installed under the awnings.
6. There are several older inmates that are having trouble carrying their canteen purchase items back to their rooms, all the way around the yards. It is hot, and it is a long way. It has been asked if there are some solutions, such as providing a cart. This is becoming more important as the prison population ages. The Warden says that they will begin looking into some possible solutions for this problem. She said to ask again at our next meeting.
7. There have been some problems with the approved Vendor purchases. Some of the items on the approved list came in, but were rejected by staff. Captain Callahan says that this was due to some errors in the approved list in the beginning, but that this has been changed, and shouldn’t be a problem in the future. Right now, D&D is still using a smaller box than necessary, and Captain Callahan is trying to get them to come up to the full regulation size, so that the inmates may get their full allotment.
8. A question was asked about “Ethnic Balancing”, which appears to mean that the staff is taking direct action to balance the racial mix in housing -- in individual rooms. Warden Henry told us that diversity has been a long-term goal of the prison for some time, now, and that room assignments are made based on a number of balancing criteria. These criteria include age, health, race, and other factors, but are not simply based on ethnicity. Helen pointed out that she has heard of some older women being put in with all 20-year-olds, and that this is extremely hard on older people. Warden Henry said that this would not represent balancing, and that it would be unfair for an older person to be put in with ALL younger people. This is why the Warden practices “Diversity Balancing”.
The meeting was adjourned at 2:43 PM. The IFC members met outside with Lt. Donaldson for a tour of the mailroom.
Next Meeting: Friday, October 1, 2004
1:00 PM
VSPW Warden’s Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by September 17, 2004.
Marvin Coolbaugh, Chair
Nancy Rubinstein, Secretary
Elizabeth Muniz
Tammy Rust
Louisa Camorlinga
ALTERNATES PRESENT:
Regina Thompson
VISITORS/MEMBER-APPLICANTS PRESENT:
Helen E. Valdez
Rosalga Camorlinga
STAFF PRESENT:
Gloria A. Henry, Warden
Javier Cavazos, Administrative Assistant
Captain Pat Callahan
Lt. Lou Donaldson
Anthony Bacci, Litigation Coordinator
Forest Follett, M.D., CMO
Judy Tucker, DN
Robin Sears, SRNI
Hazel Wilson, SRNI
Randall Griggs, PHN
M. Naranjo, RN
The meeting was called to order at 1:03 p.m., and introductions were made around the room. The IFC members wish to express their appreciation for the support of VSPW for this meeting, expressed by the presence of so many experienced Medical staff members. Their presence was highly appreciated by the IFC, and we particularly enjoyed Dr. Follett’s presentation.
Agenda Items
A. MEDICAL QUESTIONS
1. Bug Infestations/MRSA: There have been several questions from inmates and inmate family members about the possible presence of MRSA (methicillin/oxacillin-resistant Staphylococcus aureus), known commonly as ‘staph infection’ at VSPW. There have been rumors that staph infection is being diagnosed as spider bites. Several Medical staff members were present at this meeting to give us information, and to answer our questions.
Follicular staph infections occur were hairs grow out of the body. Staph infection is usually seen as a skin infection. “Pathogenic” staph, which is staph infection that could be spread to others, is naturally present in around 30% of regular people, and it doesn’t have any effect on them at all. It is commonly found in their noses (‘anterior nares’). It’s a widespread pathogen, and it’s been around for several years. Wherever people live close together, it can be found in 1 out of every 3 people.
Most people have natural immunity to staph, and won’t come down with any serious staph infection. When people have compromised immune systems (more common in older people, children, or sick people), they are less resistant to staph. People in hospitals are more at risk for staph than anywhere else.
Staph is not an airborne infection. It is spread by contact with contaminated surfaces, like fingers, shaving blades, towels, clothes, etc. Dry shaving can move staph bacteria from an infected part of the body (like the nose) to the hair follicles at the shaving site, usually on arms or legs. Staph bacteria and MRSA are susceptible to antibiotics.
Basic prevention for staph is good hygiene. Isolation for staph is not recommended, but at VSPW, the Medical staff DOES isolate persons with a diagnosed outbreak of staph infection. It is part of their standard procedure at VSPW.
The Medical staff checks for MRSA constantly. There is a specific procedure they follow with inmates returning from the outside hospital, which is usually where active MRSA comes from. When inmates return from Madera Hospital, they come through the Triage Treatment Area (TTA) before they are placed in housing at VSPW. They are screened for MRSA at this point. If MRSA is diagnosed, they are placed in Isolation Rooms (which have negative air pressure, which prevents any chance of airborne transmission, just in case). Also, if an inmate comes to Medical with impetigo or with toxic shock syndrome symptoms, they are also screened for MRSA.
VSPW rates of MRSA infection are low, with the following diagnosed cases for the last several months:
Month of # of Cases
March 19
April 10
May 8
June 8
July 5
An information sheet from the Centers for Disease Control about MRSA is attached to these minutes to give further information on MRSA and staph (see Attachment 1).
Inmates are encouraged to submit a copay and to see the Medical staff if they have any concerns. They are also encouraged to use the 602 system if they aren’t comfortable with the medical treatments given.
2. Prescriptions/Specialist referrals
a) How may inmates obtain special prescriptions (when it is believed that the type of prescription delivered by VSPW is not working)? Families have asked the IFC to check and see if there is a way we can pay for medicines that have not been prescribed through VSPW. In other words, if an inmate might need a medicine that is not provided by the state because of cost or similar concerns, may an outside group start a funding program that will allow the prescription of these medicines?
Answer: There is a “State Formulary” used statewide, that lists the specific medicines to be prescribed for specific illnesses at the local prisons. If the physician on the yard sees that a ‘formulary’ medication is not working, the physician can file a non-formulary request. These requests go to the Chief Medical Officer for approval. They honor these requests regularly.
b) How do inmates get to see Specialists? The Medical staff will request that an inmate be seen by a specialist. These requests go to the Chief Medical Officer for approval. Dr. Follett told us that they are currently handling over 500 referrals for inmates to see specialists right now. Some specialists come in to the prison. Sometimes inmates are sent out to see specialists.
c) Are indigent inmates treated differently? An IFC member asked if there was a difference in how indigents were handled, as far as access to non-formulary prescriptions and specialist treatments. Dr. Follett said that patients that are indigent are not treated any differently than patients who can make their payments. In fact, VSPW has been making the system work better for indigents by writing prescriptions for over-the-counter items, such as aspirin, so that indigents won’t have to wait until they have money in their trust account before getting these simple over-the-counter medications from the canteen. The indigent list goes out to the doctor offices on each yard, just so indigents can get these types of prescriptions for regular over-the-counter drugs without waiting.
People who are indigent should put in a copay, because they will be seen the same as non-indigent inmates, even through they don’t have the funds to pay. An indigent does not need to have funds to put in a copay.
d) What is the regular routine for inmates to obtain medical prescriptions? There have been reports to the IFC that prescription refills have been running 2 to 3 weeks behind for inmates on the yards. The Medical staff is unaware of this. The standard routine for prescriptions is that first-time prescriptions written up for current problems are sent over to the pharmacy on the same day they are prescribed.
An inmate may see Medical staff by either putting in a copay, by going up to the MTA window (which requires an MTA follow-up), or because staff has noticed a problem and staff follows up by requesting that the inmate be seen. Staff members have a responsibility to follow up when a medical problem comes to their attention. If an inmate tells an officer that she has a medical problem, that officer then becomes responsible to report the problem to the Medical staff.
People who are indigent should put in a copay, because they will be seen the same as non-indigent inmates, even through they don’t have the funds to pay. An indigent does not need to have funds to put in a copay.
An inmate requesting a medical appointment MUST be seen by an RN within 24 hours. The RN immediately assesses whether the patient is urgent or emergent. Weekend requests are seen on Tuesdays.
e) Are inmates getting their prescriptions and refills on time? They should be. If an inmate doesn’t receive her refill, she should go to the MTA window. The MTA is required to follow up right away.
f) Are mistakes being made in refills and prescription delivery? The CMO reported to us that the Pharmacy Errors Report indicates that there is no significant error factor in the delivery of medications. The VSPW report gives the error rate as 00.0001%.
g) How many prescriptions are handled each week? VSPW Medical staff writes between 800 and 900 prescriptions a day, for a total of around 5,000 prescriptions a week. The number of patients seen per day is 8 times the ratio of patients seen per population levels in the outside community.
h) What happens if someone uses up their prescription ahead of time? If a patient runs out of medications early, she should go to the MTA or put in a copay to be seen. Most inhalers are on the Chronic Care Program and are seen every 90 days. There is some concern that patients are using Ibuterol inhalers for bartering, so increasing prescriptions won’t be done without the patient seeing the Doctor.
3. Medical help for new inmates in Receiving (R&R)? When new inmates are brought in to Receiving, they are screened immediately, that same day, by a Doctor or through the Triage Treatment Area (TTA). This happens before they are even given their housing unit assignment.
Some new inmates come in to VSPW from the county prisons with severe illnesses or disabilities. This is more common right now, since county prisons are having budget problems and are tending to send their ill inmates to statewide prisons for treatment faster, to avoid treatment expenses at the county level.
Inmates are not allowed to bring anything with them from county lockups. This includes prescriptions. However, during the first day screening, new inmates are given same-day prescriptions for 30-days, filling of their old prescriptions, so that they can carry over their medical treatments for their first 30 days at VSPW. At Receiving, if an inmate states that they are ill, or if it appears from the initial R&R screen that they are suffering from an illness, they are taken immediately to a doctor or to TTA.
4. Other Medical Questions
a) A specific question was asked about the availability of Hmong translators at VSPW.
There are three pharmacists working at VSPW that speak Hmong, and who provide translation services for the Medical staff. There are several other staff members that speak a variety of languages.
Sometimes translation services are needed to help inmates talk to staff, when no one is at VSPW to help translate. For instance, sometimes the three Hmong-speaking pharmacists are not on duty when Hmong translations are needed.
We asked what happens when no one is available to help translate. Dr. Follett explained that VSPW subscribes to an AT&T Translation Service. When translation help isn’t available at the prison, the staff can call AT&T for translation help any time of the day or night, and AT&T finds a translator and hooks up a conference call. This is a service that is used by hospitals and other facilities, too. This way, a translator is available for a wide range of languages.
B. VISITING
1. General Visiting Discussion
Helen, our newest IFC applicant, had some questions about Visiting. She had observed some rudeness of the staff toward older people. She also has had concerns with bringing in her walker. She had been approved for visiting before she had some prosthetics inserted, and so she brought a note from her doctor. It was rejected by the Visiting staff. Another question was about how much training the Visiting staff has had for their positions, and how well they understand the rules. There was also a question about delays and slowdowns in Visitor processing.
Both Warden Henry and Lt. Donaldson addressed these questions and concerns about Visiting.
There is a procedure during the time when a Visitor Application is submitted that allows a visitor to give information from a doctor regarding any metal implants or prosthesis use by the visitor. This visitor form is only updated every two years. If a visitor gets a metal implant after initial approval, or needs an assistive device, he or she may have/need this implant/device without it being noted on the original visitor approval. When a visitor has a medical condition occur after initial visitor approval, they may bring in a doctor’s note, on a doctor’s letterhead. There was some discussion that a doctor’s note, alone, may not be acceptable at the time of a visit, as doctor letters can be forged. THIS IS NOT TRUE. Title 15, Section 3173.2(d) says that all that is needed is a doctor’s note, presented at Visiting.
The employees who work in Visiting are not chosen by the Administration, but are determined under the current ‘Unit Contract’ the prison has with the guards’ union. Therefore, the types of personalities that work in Visiting is not under the control of Administration, although their work performance is. Therefore, some of the guards in Visiting may not be the kinds of “people” persons that would be best for working with the public. However, the staff is given constant training, and there are things visitors may do to solve problems.
First of all, always get the name of any guard or prison worker that you are having trouble with. You should write the name down. All staff required to wear nametags. Ask to talk to a supervisor if the problem continues. If this doesn’t work, ask for the Sergeant, and then ask for the Lieutenant. During nights, evenings, and weekends, there is an “Administrative Officer of the Day” that is a direct representative of the Warden. This is often Captain Callahan or Lt. Donaldson. If all else fails, ask for the Administrative Officer of the Day.
There are questionnaires at the Visitor Processing area. Right now, they are at the back of the room. Perhaps some could be put up at the front desk, by the numbers. These may be filled out, and visitors are encouraged to use them. Don’t forget to write down the name of any employee of concern. Right now, the majority of questionnaires are coming back with positive feedback.
Delays in visiting should be at a minimum right now. Lt. Donaldson reports that he is unaware of anyone being held up in the Visitor Processing area for longer than an hour. Helen reported that recently, she was in Processing from 9:00 AM until after 11:00 AM. Lt. Donaldson said that this wasn’t normal or acceptable, and to please let him know if it happened again. He said that anyone who has already turned in their initial paperwork (when their number is called), and hasn’t been called after 20 minutes should ask someone behind the desk if they wouldn’t mind following up.
The Visitor Processing Center now has 2 computers, and when they have 2 people capable of operating them, things are going much quicker. The computers require someone who has been at least partially trained, as the files hold a lot of information. When regular visitors are processed now, it only takes about 2 minutes to get the day’s request into the computer and get everything verified.
The Visitor Processing Center makes the phone calls to the yards to locate the inmate. This is done first, before the visitor goes inside to the visiting rooms. It isn’t something done by the guards at the podium inside the visiting room. Sometimes visitors wait a long time inside, in the visiting rooms, before the inmate comes in. If it seems to be too long, then the visitor can check with guard at the podium to see if there is a problem. Sometimes an inmate may be hard to locate, or be doing something and can’t come over right away. The podium guard can check on this.
IFC members remarked that Officer Lovelady has been very polite and very helpful lately. Apparently, he has changed quite a bit since he started.
2. Non-Contact Visits
Previously, non-contact visits had to be scheduled. Right now, VSPW is not requiring that visitors schedule non-contact visits. They may be made on a regular walk-in basis.
Hours for non-contact visits to general population are on Saturday and Sunday, from 10 AM to noon. There are 6 to 8 booths available in the back of the visiting rooms for non-contact visits.
Hours for non-contact visits to Facility A Reception Center inmates, to Ad Seg inmates, or to SHU inmates are on Saturday only, from 10 AM to noon. There are 20 booths available for these types of visits.
3. Visitor Strip Searches
What is the correct policy and procedure for Visitor strip search? Warden Henry says that there are only two cases where strip searches of visitors may occur. The first is when a Corrrection Officer believes there is probable cause for a search. The Correction Officer may not approach a visitor and request a strip search based on hearsay or a rumor or anything like that. The Correction Officer must report the probable cause to a supervisor, who must take this information to the Officer of the Day. Then the Officer of the Day must approve the request for a strip search, and the supervisor must approach the visitor. The supervisor must request the consent of that visitor for a search. The visitor has the right to reject that search. The outcome is that the visitor will be asked to leave for the rest of that day. The visitor will be able to come back the next day. A visitor may not be searched against his or her approval.
The second way that a visitor may be strip searched is if there is a search warrant issued by a local sitting judge, and that warrant is served.
C. Temporarily Moving IFC meetings to Saturday
This agenda item was discussed prior to the full IFC/Staff meeting. It was decided that it would be best to keep the meetings on Fridays, so that IFC members can meet with the Warden and other staff members. However, it was asked if Conference Calling could be utilized, so members could attend from off-site. Warden Henry said that this would be acceptable.
ACTION ITEM: CAPTAIN CALLAHAN WILL WORK WITH MARVIN COOLBAUGH TO ESTABLISH A CONFERENCE CALL PROTOCOL TO BE USED AT FUTURE IFC MEETINGS.
D. Formal Request for Contact with WAC
The IFC would like to take formal action, as a board, to contact WAC. This would require a formal response. We have made several attempts to contact WAC, but have, as of this date, received no response. Nancy Rubinstein explained that she thought it would help us understand better the conditions and situations that the inmates deal with, so we could help families, which is our mission statement. The IFC members see communication as a way to break barriers and improve understanding and conditions, wherever possible. The Warden agreed that a formal letter to WAC would be acceptable.
ACTION ITEM: NANCY RUBINSTEIN WILL DRAFT A FORMAL CONTACT LETTER TO WAC, AND DISTRIBUTE IT FOR APPROVAL, SIGNATURES AND DELIVERY.
E. GENERAL DISCUSSION ITEMS
1. All the clocks read a little differently throughout the campus. Can this be fixed? They are battery operated, and may be a few minutes off. It’s not possible to reset them all on a regular basis. The ones in Visitor Processing and Visiting Rooms will be checked.
2. The Exchange Program for working green suits for inmates on signed-out duty is not working well. There have been problems with wrong sizes, and with some of it being dirty. Apparently, the Exchange Program was a way to keep from building up a big pile of dirty laundry. But there are definitely problems with it right now.
Action Item: Captain Callahan was not aware of this, and will look into it.
3. Hobby Crafts - There is a new hire reporting and starting on Monday, August 9th. He is a “MNSS1”, or a “Material and Stores Supervisor”. It is a man.
4. The water misters haven’t been working at times. The staff report that both yards have now been repaired, and the misters are now working.
5. Benches are being installed under the awnings.
6. There are several older inmates that are having trouble carrying their canteen purchase items back to their rooms, all the way around the yards. It is hot, and it is a long way. It has been asked if there are some solutions, such as providing a cart. This is becoming more important as the prison population ages. The Warden says that they will begin looking into some possible solutions for this problem. She said to ask again at our next meeting.
7. There have been some problems with the approved Vendor purchases. Some of the items on the approved list came in, but were rejected by staff. Captain Callahan says that this was due to some errors in the approved list in the beginning, but that this has been changed, and shouldn’t be a problem in the future. Right now, D&D is still using a smaller box than necessary, and Captain Callahan is trying to get them to come up to the full regulation size, so that the inmates may get their full allotment.
8. A question was asked about “Ethnic Balancing”, which appears to mean that the staff is taking direct action to balance the racial mix in housing -- in individual rooms. Warden Henry told us that diversity has been a long-term goal of the prison for some time, now, and that room assignments are made based on a number of balancing criteria. These criteria include age, health, race, and other factors, but are not simply based on ethnicity. Helen pointed out that she has heard of some older women being put in with all 20-year-olds, and that this is extremely hard on older people. Warden Henry said that this would not represent balancing, and that it would be unfair for an older person to be put in with ALL younger people. This is why the Warden practices “Diversity Balancing”.
The meeting was adjourned at 2:43 PM. The IFC members met outside with Lt. Donaldson for a tour of the mailroom.
Next Meeting: Friday, October 1, 2004
1:00 PM
VSPW Warden’s Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by September 17, 2004.
