Medical Insurance Procedures

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Publication # C-411

REVISED -- October 10, 2000

Effective Date --10-1-99

Club Events

When it is deemed necessary, it is the responsibility of the 4-H club to arrange for and purchase insurance from 4-H club funds for a club activity to cover medical expenses, within limits, for accidental bodily injuries that may occur en route to, from, or during a club activity. Special activity coverage is extended to enrolled 4-H members, guests, adult volunteers and parents. The club may want to consider an annual "blanket coverage" policy for each enrolled 4-H member, but this policy does not cover youth under age 5.

County Events

It is the responsibility of the county Extension faculty to arrange for and purchase insurance from county 4-H funds for county wide 4-H events to cover medical expenses, within limits, for accidental bodily injuries that may occur en route to, from, or during the county 4-H event. Special activity coverage is extended to enrolled 4-H members, guests, adult volunteers and parents. The county may want to consider an annual "blanket coverage" policy for each enrolled 4-H club member, but this policy does not cover youth under age 5.

Extension faculty and staff should not be included in this policy since they are covered under a separate employee policy.

District and State Events

The 4-H Events Coordinator will prepare a list of district, state, and national 4-H events to be covered by insurance purchased through the Arkansas 4-H Foundation from the specific event fees. See the Quick Reference Guide.

Some statewide "special events" which are not conducted by state specialists should have county coverage for participation. (For example, the Arkansas Flower & Garden Show.)

Insurance Company

Because of past favorable experience with prompt claim processing, American Income Life is the preferred company for our insurance for District and State events. Their "plan option 3", which is the selected coverage, is $0.23 / day / person (all non-Extension employees) for the maximum coverage available. Claims for regular 4-H events are limited to $3,000 per injury. Special limits apply for horse events and winter sports events. See the policy for these limits.

Annual "blanket coverage" for club or county events is available but is limited to enrolled 4-H members, age 5-19, only.

It is the parents' responsibility to provide health/medical insurance for their child; this is a supplemental policy only.

Procedures in case of injury or illness

In case of injury or illness of a participant in a 4-H activity, the following procedures should be followed. The person in charge of the activity or event should:

Get appropriate medical care for the patient.
Supply the care giver (hospital, doctor, etc.) with the insurance number.
Notify the county Extension agent - staff chair or other county agent from the county of the patient. Ask the agent to notify the parents or appropriate family member.
Notify the parents if the county Extension agent cannot be reached.
Notify the Assistant Director - 4-H Youth Development, who should notify the business office person in charge of insurance.
Notify Financial Services if the Assistant Director - 4-H Youth Development can not be reached.
Request that the person receiving care keep the event coordinator informed through the county Extension office of any continuing care as a result of the injury or illness.

Remember, the 4-H Youth Development Office uses Plan Option 3 unless the event includes horses

University of Arkansas • Division of Agriculture
Cooperative Extension Service
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Little Rock, Arkansas 72204 • USA
Phone (501) 671-2000 • Fax (501) 671-2209

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