II.P ACCESS TO CAPS CLINICAL INFORMATION BY STUDENT HEALTH CENTER

Effective Date: 
Mon, 08/22/2011
Reviewed: 
Mon, 09/30/2013
Revised: 
Mon, 09/30/2013
Policy: 

To facilitate integrative care and to ensure the highest quality treatment,  healthcare providers at the Student Health Center (SHC) have access to counseling and psychiatry records and CAPS Staff has access to SHC medical records.  These are only accessed as needed to ensure quality care and in accordance with accepted professional practice. Also, Student Health Services Management and billing and insurance staff have access to CAPS records.  All SHC staff are trained on an annual basis on understanding mental health records and proper access and utilization.  Students will be informed of this sharing of information through informed consent and on our website. Periodic audits of the Electronic Health Record (EHR) will be conducted to ensure that information is being accessed appropriately. If the audit uncovers inappropriate access, disciplinary action will be taken.  CAPS staff will be trained on the use of the "Sensitive Note" within the EHR, to which the SHC staff will not have access.  Students have the right to request not to allow SHC staff access to their CAPS records. In those instances, a form specifying the limits of the confidentiality will be signed by the the student and the CAPS Director or designee. Documentation in these charts will be designated sensitive and not accessible to SHC staff.