Client/Patient Confidentiality

All Achieve Beyond Staff Employees & Direct Service Providers must protect patient confidentiality at ALL times.

Anything containing “Personally Identifiable Information” is deemed confidential.

Personally Identifiable Information includes, but is not limited to:

  • Name
  • Date of Birth
  • Social Security Number
  • Plan of Care
  • Prescriptions

Documents such as Session Notes, Evaluations, Quarterly Reports, IFSPs, etc MUST be handled in a secure and controlled manner.

Staff Employee Responsibilities

  • All unattended files must be locked in a cabinet
  • File room should be locked once you are done retrieving files
  • Lock your computer before leaving your desk
  • Only use Achievebeyondusa.com email to correspond via email
  • Faxes must include Confidentiality Notice (all e-faxes sent from your Achieve Beyond e-mail account automatically include this message)
  • Parents and Guardians have to right to access their child’s file
  • Amendment Requests and Requests from Unauthorized Individuals should go thru the Program Manager or Compliance Officer

Service Provider Responsibilities

  • Files should be transported in a folder and placed in a locked bag or case
  • Files maintained in your home some be kept in a locked cabinet
  • Only use Achievebeyondusa.com email to correspond about patients via email
  • Faxes must include Confidentiality Notice
  • Parents and Guardians have to right to access their child’s file (it best to refer these requests to Achieve Beyond)
  • Amendment Requests and Requests from Unauthorized Individuals should go thru the Program Manager or Compliance Officer (refer these requests to Achieve Beyond)

Some Notes about Faxes

Cover pages must include the following message:

CONFIDENTIALITY NOTICE: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information or other use be protected by law. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please inform sender immediately and destroy all copies of the original message.

  • No personally identifiable information should ever be placed on the cover page.
  • Anything under a cover page with the confidentiality notice is protected.

Continue