Western Carolina University (WCU) Health Services aims to provide accessible, affordable, and integrated healthcare to its student population. By fostering an ongoing partnership with each patient, Health Services addresses the majority of personal healthcare needs. This guide clarifies eligibility for services, particularly focusing on students and employees, and outlines the associated fees and insurance claims process.
Student Eligibility and Fees
Fall and Spring Semesters
Students enrolled at Western Carolina University and taking residential credit hours are automatically required to pay the student health fee as part of their semester tuition and fees. This fee grants access to a comprehensive range of services, including medical care, counseling and psychological services, and emergency medical care provided by WCU EMS. Students can find more information about primary care services here.
Summer Sessions
Students enrolled in any summer session are also required to pay the student health fee through tuition and fee billing. Payment of this fee ensures access to Health Services throughout the summer period.
For students not enrolled in summer sessions but who are pre-registered for the upcoming fall semester and were enrolled in the previous spring semester, eligibility for Health Services is maintained. However, these students will be assessed an office visit fee for each encounter instead of the standard student health fee.
It is important to note that enrollment in the StudentBlue Health Plan is not a prerequisite for utilizing Health Services. However, students enrolled in distance education programs are not subject to mandatory fees and are therefore not eligible for care at Health Services.
Faculty and Staff Services
Health Services is also pleased to offer convenient, accessible, and affordable care for faculty and staff employed at Western Carolina University. While Health Services does not replace a primary care physician, it complements existing care by providing prompt assessment, diagnosis, and treatment for common ailments such as colds, sore throat, headaches, or upset stomachs. The motto, “Keep them well and keep them in class,” extends to both students and employees, emphasizing the goal of maintaining well-being and minimizing disruptions. Learn more about services available for employees..
Billing and Insurance
Student Payments
Office visits for students are covered by the WCU Student Health Fee, which is billed through the student’s WCU tuition and fees statement. The charges for medical provider visits are not directly billed to the student. However, minor surgical procedures, on-site lab testing, and some medical supplies (like crutches or braces) are billable to the patient. Health Services will file these charges with most insurance companies for payment.
Faculty/Staff Payments
Faculty and staff are entitled to three office visits per year covered by the Employee Health Fee, which is collected via monthly payroll deduction. The provider visit charge is not billed to the patient for these initial three visits. After the third visit, employees can still access care but will incur an office visit charge. Similar to students, charges for minor surgical procedures, on-site lab testing, and medical supplies are billable and will be filed with insurance companies.
Insurance Claims
Health Services is designated as in-network with several insurance providers, including Aetna, Aetna NC State Employee Health Plan, BCBS, and MedCost. Any co-pay or co-insurance amounts determined by the insurance company as patient responsibility will be transferred to the student’s WCU account after insurance processing.
For out-of-network insurances, Health Services billing staff will file courtesy claims. Payments from these insurances are made directly to the patient, and any incurred charges at the time of service are transferred to the WCU student account.
Please be aware that Health Services is unable to present claims to certain insurance plans or responsible parties, including Veteran’s Affairs (VA), Cherokee Indian Hospital (CHIA), and most Medicare and Medicaid plans.
Lab Testing and Absence Notes
For lab tests that cannot be performed in-house, Health Services utilizes LabCorp, a national laboratory with an extensive network of insurance contracts. LabCorp will file insurance first and then bill the patient directly for any remaining balance. Most patient insurance plans, including Medicare and Medicaid, are in-network with LabCorp.
In accordance with the WCU Absence Notification Protocol, Health Services does not provide class absence notification notes. Students can obtain proof of their visit from their Medicat Patient Portal by selecting “Appointment & Appointment History” and then “View Appointment History.”
For more comprehensive details, please refer to University Policy 80.
