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Title:

Child Welfare Manual

Section 5:

Case Record Maintenance and Access

Chapter 2:

Record Access

Effective Date:

September 13, 2011

• Child Welfare Manual

Record Access

Section 5 Overview

This section describes the manner in which case records are composed, maintained, and expunged. This section also explores a person’s access to records and case transfer procedures.

The following guidelines relate to the sharing of confidential information maintained by the Division. Staff shall share confidential information using the guidelines provided for the specific type of information sought.

For policy regarding a client’s right to insert a statement into his/her record, see related subject below:

Related Subject: Section 1, Chapter 2.8 Client’s Right to Insert a Statement into His/Her Case Record

Chapter 2 Overview

This chapter describes who may have access to confidential information within records and the manner in which the information may be shared.

Table of Contents

• 2.1  CA/N Investigations/Family Assessments
• 2.2  Treatment Records
• 2.3  Family-Centered Out-of-Home Case Records
• 2.4  Procedures for Sharing Information
  • 2.4.1  Exceptions to a Person’s Right of Access
  • 2.4.2  Duty to Warn
• 2.5  Other Persons/Agencies Entitled to Case Record Information
  • 2.5.1  Individuals
  • 2.5.2  Courts and Law Enforcement
  • 2.5.3  CA/N Reporters
  • 2.5.4  Physicians
  • 2.5.5  Researchers
  • 2.5.6  News Media, Legislators, Students, the Public
  • 2.5.7  Interdisciplinary Teams
  • 2.5.8  Interstate Requests
  • 2.5.9  Other Division Employees
  • 2.5.10  Minor Children
• 2.6  Out-of-Home Care Provider Records
  • 2.6.1  Foster Family, Relative, Kinship, and Respite Record Access
  • 2.6.2  Adoptive Family Record Access
  • 2.6.3  Adopted Adult Requesting Identifying Information
  • 2.6.4  Release of Information in Adoptions
    • 2.6.4.1 Confirming the Identity of Individuals Requesting the Release of Information in Adoptions
    • 2.6.4.2 Searching for a Biological Parent
  • 2.6.5  Adopted Adult Requesting Non-Identifying Information
  • 2.6.6  Adoption Information Registry
• 2.7  Health Insurance Portability and Accountability Act (HIPAA)
  • 2.7.1   “Minimum Necessary” Requirements for Sharing Protected Health Information
  • 2.7.2   Uses and Disclosures of Protected Health Information (PHI) which do not Require Authorization for Disclosure of Health Information
  • 2.7.3   Uses and Disclosures Requiring Authorizations for Disclosure of Health Information by DSS
  • 2.7.4   Client Requests to Restrict the Use and Disclosure of Protected Health Information
  • 2.7.5   Amendment of Protected Health Information
  • 2.7.6   Client’s Right to Access their Health Information on File in Children’s Division Records
  • 2.7.7   Accounting Disclosures of Protected Health Information
  • 2.7.8   Privacy Notices
  • 2.7.9   No Intimidation or Retaliation
  • 2.7.10  Staff Access to Protected Health Information and Acknowledgement of Privacy Requirements
  • 2.7.11  Duty to Mitigate
  • 2.7.12  Emergency Policy
  • 2.7.13  Retention/Destruction of Protected Health Information
  • 2.7.14  Other General Documentation Requirements
  • 2.7.15  Complaint Process
  • 2.7.16  Workforce Training
  • 2.7.17  Sanctions

Attachments:

Attachment A:

Coversheet for Release of CA/N Records

Attachment B:

Office of Child Advocate Deleted per CD11-75 dated 9-13-11 – See Section 2 Chapter 4.5.5 Office of the Child Advocate

Chapter Memoranda History: (prior to 1/31/07)

• CS03-07,
• CD04-79,
• CD05-25,
• CD06-07,
• CD06-27,
• CD06-75

Memoranda History:

• CD07-44,
• CD07-52,
• CD07-61,
• CD11-75

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