Client Identification Verification Policy

Implementation Date: 05/01/2021

Date of Last Revision: 08/11/2022

Next Review Due: 05/01/2022

Reviewed by VTH Administrative Team: 05/05/2021

Reviewed by VTH Board: N/A

Reviewed by Legal Counsel: N/A

VTH Director Approval: N/A

Subject to modification by the VTH Director without approval.

Policy

All units must comply with state and University of Illinois System requirements for validating identity. Per the University Office of Business and Financial Services (OBFS) the information provided below are general requirements for all operating units on campus regarding identity verification. The requirements listed below are also in accordance with American Veterinary Medical Association (AVMA).

The VTH will require an ID to verify client/owner information at the initial visit. If the client is unable to present valid identification, the VTH will require a deposit of $100 to be applied to the client's account at the time of check-in.

Guidelines

Per Veterinary Teaching Hospital (VTH) Policy Payment Due at Time of Service, clients are required to pay for all patient charges at the time of discharge from the hospital (see policy for exceptions). To ensure that the VTH is successful in adhering to this policy and to increase collection efforts, verification of client identity must be enforced for all new client appointments and all emergency visits.

Procedure (if applicable)

Procedure

1. When Establishing or Changing Information in University Systems
   • Ensuring the truth of personally identifying information and the person presenting it as his or hers is vital. Specific requirements apply for in-person, online, or phone service situations, and these are guided by three overarching "musts":
     • When you establish (add) a record in any system, verify identity in person whenever possible.
     • When you change information in any system, verify identity in person or by secure login.
     • Use photo IDs to verify only the personally identifying information that ID contains. Elements not on an ID (such as an address) require other supporting documentation that matches the name on the photo ID.
2. For In-Person Services
   • Always check IDs for in-person services
   • Require a University of Illinois ID card or a government-issued photo ID such as a driver's license or passport. A list of acceptable government IDs is posted at go.illinois.edu/ProofsOfIdentity.
   • Require clear, legible IDs and documents. If a photo is too worn for you to compare with the person, ask for an alternate ID.
   • Check that IDs and supporting documents are valid and legitimate, as follows:
     • The ID is not expired, or the document(s) are recent.
     • The photo matches the person in front of you.
     • Any photo, text, or other elements have not been tampered with.
     • There are no other signs of fraud or alteration.
   • If any information is not legible or a document is suspect, ask for alternate IDs or documents.

At the initial visit, an ID will be requested and used to verify the information provided by the client. If a driver’s license is used as the id, a CSR will collect the DL # and enter it into the health information system. If the client is unable to present valid identification, the VTH requires that a deposit of $100 amount be applied to the client's account.

Definitions (if applicable)

Veterinary Teaching Hospital (VTH) – The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.