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University Policy 80

University Health Center Services

Initially approved May 7, 2001
Posted August 6, 2001
Technical Changes March 13, 2017
Revised: November 15, 2022
Policy Topic: Personnel
Administering Office: University Health Center


Western Carolina University makes available medical services offered by Health Services to our employees. The details of all coverages, eligibility requirements and billing are outlined in this policy.  


Health Services provides convenient care to employees to supplement the routine, on-going care provided by the employee’s primary care provider.  Health Services’ is available for urgent care assessments, treatments, and minor procedures. This includes, but is not limited to, the management of colds, flu, minor suturing of wounds, allergy shots, basic immunizations, brief physicals for travel or employment, as well as basic laboratory and diagnostic procedures. The providers in Health Services cannot serve as the employee's primary medical care for acute and /or chronic medical conditions.

Health Services is available to employees Monday-Friday 8:00am to 5:00pm.  The department is closed for university recognized holidays. Health Services providers will not provide medical advice, treatment, assessment, or prescriptions over the telephone or through e-mail.   Employees seeking care should call Health Services to make an appointment.


  1. Permanent Full-Time and Permanent Part-Time EHRA Non-Faculty, SHRA Employees, Tenure Track, Tenured, Phased Retirement Faculty Employees 

    All permanent full-time and permanent part-time EHRA Non-Faculty, and SHRA employees, tenure track, tenured, and phased retirement faculty employees who work on the WCU campus are required to pay a monthly access fee as a condition of employment. The Student Affairs Division will determine the access fee and this information will be forwarded to employees each fiscal year. 

    The monthly fee provides the employee access to three free medical provider contacts (office visits) per fiscal year (July 1 - June 30).  The employee is eligible for additional provider visits, but each subsequent visit will be billed to the employee as an office visit fee.

    Additional fee-for service charges may be billed to the patient at the time of services for diagnostic testing, minor procedures or prescription medications received in Health Services. 

  2. Temporary Employees to Include Hourly and Temporary Salaried Staff, Adjunct and Part-Time Faculty, and Employees Located at the Biltmore Park Instructional Site 

    All temporary part-time or hourly employees, adjunct and part-time faculty, and Employees who are assigned to the Biltmore Park instructional site may utilize Health Services; however, a monthly access fee will not be charged to the employee. 

    Employees in this category will be billed an office visit fee for all medical provider visits, as well as any additional fee-for-service charges such as laboratory work or minor procedures. 

  3. Children and Dependents of Employees and Retirees

    Children and dependents of employees and retirees of WCU are not eligible for services.


Charges for services rendered are the responsibility of the patient and payment is expected at the time of service. Health Services can accept check, credit card, debit card or flex medical spending account cards.  If the balance is not paid at the time of service, the amount due will be charged to the employee’s WCU account.  

Health Services does participate in the NC State Employees Health Plan and will submit an insurance claim for reimbursement of any billable, covered charges.  


Health Services in an approved health care facility within the WCU’s Workers Compensation plan for accidents or injuries that do not need emergency medical care and occur when Health Services is open. Employees are responsible for following university and departmental policies and procedures for reporting these claims and the medical contacts.

Charges associated with Worker's Compensation medical contacts will be billed directly to the department in which the employee works as outlined in the fee-for-service schedule. Further information is available in Western Carolina University's Safety and Health Program Manual or by contacting the Director of Safety and Risk Management. 


Health Services will review this policy annually.


WCU Health Services

WCU Workers Compensation Forms and Guides

Office of Web Services