Confidentiality, Health Records, and Duty to Report

1. Confidentiality, Health Records, and Duty to Report Cindy Greenberg OSAH Clinical Nurse Consultant NM Department of Health Office of School & Adolescent Health Cynthia.greenberg@state.nm.us 505-222-8680 Cynthia Greenberg, RN, BSN, MSN, NCSN

2. Objectives • Describe guidelines for maintaining the confidentiality of student health information. • Identify indicators of child abuse/neglect and the duty to report.

3. What is confidential information? All health information should be considered confidential including verbal, written, and electronic health information.

4. Confidentiality – Verbal Communication

5. Verbal Information • Foundational to our health is safety. • Healing and health happen together. • “Sacred information” • Anythinga student says to the school health assistant or the nurse is kept confidential. • Few exceptions

6. Exceptions Possibility the student is or will: • Harm self • Harm others • Is being harmed or abused

7. Confidentiality with Written Information – Charting & Records

8. Written Information • Write so we can all read it – only use agreed upon abbreviations, no texting language • Use a pen – black ink preferable • Use standard medical abbreviations • Date and sign each entry note • Report what you observe -avoid judgments and opinions • To correct a mistake: - Draw a line through error and initial. - Do not erase or use white out “Just the facts, Ma’am”

9. Legally speaking: If it isn’t documented, it was not done!!!!

10. Student Health Screenings

11. Student Health Information: • Provided by the parent or guardian • Includes all pertinent health and family history • Obtained when the student first registers with a school district and is updated each year

12. Health information is:

13. Student Health Record/File • Medication order/permission form • Emergency information • Original accident report • Screening, referrals, and follow-up information • Screening for Special Ed. • Medical /Health history/ IHPs • PE or other class restrictions or exemptions • Health evaluations from outside medical providers & agencies • Confidential release forms • Immunization record or exemptions • Must be stored safely and securely.

14. How long are schools required to keep student health records? [NMAC 1.20.2.101] The student health record includes but is not limited to health history, immunization record, results and recommendations from medical examinations, medical orders, screenings, treatments, parent or guardian referral record, teacher comments, etc. Must be retained: 10 years after date of last entry or until student attains age 19, whichever is longer.

15. Child Abuse Reporting

16. Types of Abuse • Physical • Emotional • Sexual • Neglect

17. Child Abuse Reporting The NM Children’s Code 32A-4-3 states: Any person who SUSPECTS or HAS KNOWLEDGE that a child is being abused or neglected is mandated to report to: • Local Law Enforcement • Child Protective Services or • Tribal Law Enforcement

18. NM Statewide Central Intake1-800-797-3260 From a cell phone: Text #SAFE (#7233) or Call 1-855-333-SAFE to report suspected child abuse or neglect Albuquerque: 841-6100

19. Required Information: • Child’s name, age, & date of birth • Current location • Parent/guardian name & address • Name of siblings also at risk • Name of alleged perpetrator and location • Description of concerns

20. Stories and Questions: REMEMBER: Do not hesitate to report because of lack of information— if you suspect abuse, the information you have is valuable!

21. Thank you very much for caring for our children.