Responding to Media Inquiries

The Communication and Development Office serves as the primary point of contact for all media inquiries. The team assists news media with questions, connects reporters with appropriate subject matter experts, and coordinates information related to newsworthy events.

All media inquiries must be directed to the Communication and Development Office. The Public Information Officer (PIO) is responsible for providing official information and coordinating interviews in a timely manner.

WMMC staff and providers are not authorized to speak on behalf of the health system without prior approval. All inquiries, including patient status requests, must be referred to the Public Information Officer (PIO).

An authorized spokesperson is available outside regular business hours when needed to ensure appropriate response to media requests.

Patient Status Inquiries

WMMC’s Office of Communication and Development uses standard language acceptable under HIPAA laws and American Hospital Association guidelines to describe patient conditions:

• Undetermined – Patient is awaiting physician assessment.
• Good – Vital signs are stable and within normal limits. Patient is conscious and comfortable. Indicators are excellent.
• Fair – Vital signs are stable and within normal limits. Patient is conscious but may be uncomfortable. Indicators are favorable.
• Serious – Vital signs may be unstable and not within normal limits. Patient is acutely ill. Indicators are questionable.
• Critical – Vital signs are unstable and not within normal limits. Patient may be unconscious. Indicators are unfavorable.
• Treated and Released – Patient was treated and either sent home or to another facility.
• Confirming patient deaths – We will report or confirm a patient’s death only after signed consent from next of kin.

Under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, WMMC does not provide information on a patient’s status other than standard condition reports (see above) to any member of the media unless or until the Office of Communications and Development receives written authorization from the patient, parent or guardian.

Requests for Interviews

Any and all interviews of WMMC staff and providers by media, whether by phone, email or in-person, require advance authorization from the Public Information Officer (PIO).

Any and all media interviews that occur on WMMC healthcare system property, including those with private providers, donors, visitors, etc., must be authorized in advance by the System Director of Communications and Development.

Official Logo Usage and Logo Standards

Use of the Western Missouri Medical Center logo or branding in any materials must be approved in advance by the Communication and Development Office.

For logo files, usage approval, or branding questions, contact [email protected].

WMMC Branding and Logo Standards

Photography, Video and Interview Consent

All patients and visitors must complete a multimedia consent form before participating in any interviews, photography, or video recording on WMMC property.

For individuals under 18, a parent or guardian must provide consent.

The Communication and Development Office is responsible for obtaining and managing all required consent forms.

Multimedia Consent Form

Media Visits

Advance notice is required for all on-site media visits. This allows the Communication and Development Office to coordinate with care areas, prepare appropriate spaces, and protect patient privacy.

For privacy and safety, a member of the Communication and Development Office (or authorized representative) must accompany all media representatives at all times while on WMMC property.

Media representatives must check in at the main reception area upon arrival and may not access clinical areas without an escort.

Patients or family members must receive prior approval from the Public Information Officer (PIO) before arranging any media visits or interviews on WMMC property.