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Release of records policy

Goal: Make sure client records are only released with written consent, and always sent securely.

Policy

  • Records are only released after the client has signed the Consent for Release of Information.
  • Associates may send the consent form to clients by regular email.
  • Admin sends all records. Records are sent by encrypted email only.
  • Associates do not send records to clients or third parties themselves.

What to do

Associate

  1. Email the consent form to the client: download the fillable PDF.
  2. When the client returns it, check it is complete: who the records go to (Section 4), what to release (Section 5), the purpose (Section 6), and the client’s signature (Section 10).
  3. Save the signed form in the client’s JaneApp Notes section.
  4. Notify admin (same day if possible):
    • client name
    • that the signed consent form is saved in JaneApp Notes
    • any deadline the client or recipient has given

Admin

  1. Review the signed consent form.
  2. Send only the records checked in Section 5, for the dates listed, to the person or organization named in Section 4, by encrypted email.
  3. Complete the Office use only section (date received, date released, by) and save the updated form in the client’s JaneApp Notes.

Notes (important)

  • If the client checks Pick-up by client or Verbal consultation in Section 7, contact admin before doing anything.
  • If the form is incomplete or unclear, ask the client to correct it before notifying admin.
  • If the request involves legal proceedings or court, contact Katherine/admin for guidance before the form is processed.
  • If a client revokes consent (Section 11), notify admin right away so no further records are sent.