CHILD WELFARE MANUAL

Section 5, Chapter 3 (Record Access), Overview

Effective Date:  5-1-19

 

This chapter contains information about information that is released to parties outside the Division.

Chapter 3 – Record Access

3.1 – CA/N Investigations/Family Assessments

3.2 – Treatment Records

3.3 – Alternative Care Records

3.4 – Procedures for Sharing Information

3.4.1 – Exceptions to a Person’s Right of Access

3.4.2 – Duty to Warn

3.5 – Other Persons/Agencies Entitled to Case Record Information

3.5.1 – Individuals

3.5.2 – Courts and Law Enforcement

3.5.3 – CA/N Reporters

3.5.4 – Physicians

3.5.5 – Researchers

3.5.6 – News Media, Legislators, Students, the Public

3.5.7 – Interdisciplinary Teams

3.5.8 – Interstate Requests

3.5.9 – Other Division Employees

3.5.10 – Minor Children

3.6 – Resource Provider Records

3.6.1 Foster Family, Relative and Respite Record Access

3.6.2 – Adoptive Family Record Access

3.6.3 – Adopted Adult Requesting Identifying Information

3.6.4 – Release of Information in Adoptions

3.6.4.1 Confirming the Identity of Individuals Requesting the Release of Information in Adoptions

3.6.4.2 – Searching for a Biological Parent

3.6.5 – Adopted Adult Requesting Non-Identifying Information

3.6.6 – Adoption Information Registry

3.7 – Health Insurance Portability and Accountability Act (HIPAA)

3.7.1 – “Minimum Necessary” Requirements for Sharing Protected Health Information

3.7.2 – Uses and Disclosures of Protected Health Information (PHI) which do not Require Authorization for Disclosure of Health Information

3.7.3 – Uses and Disclosures Requiring Authorizations for Disclosure of Health Information by DSS

3.7.4 – Client Requests to Restrict the Use and Disclosure of Protected Health Information

3.7.5 – Amendment of Protected Health Information

3.7.6 – Client’s Right to Access their Health Information on File in Children’s Division Records

3.7.7 – Accounting Disclosures of Protected Health Information

3.7.8 – Privacy Notices

3.7.9 – No Intimidation or Retaliation

3.7.10- Staff Access to Protected Health Information and Acknowledgement of Privacy Requirements

3.7.11 – Duty to Mitigate

3.7.12 – Emergency Policy

3.7.13 – Retention/Destruction of Protected Health Information

3.7.14 – Other General Documentation Requirements

3.7.15 – Complaint Process

3.7.16 – Workforce Training

3.7.17 – Sanctions