Transcript PROTECTING AND SHARING STUDENT HEALTH INFORMATION

CONFIDENTIALITY
Right to Know
versus
Need to Know
When HIPPA and FERPA
intersect
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CASE SCENARIOS
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Student’s blue form is missing some PE and
immunization data on first day of school…
Teacher wants to know if student takes
medication…
Principal demands a list of students with
health conditions (special needs)…
15 yr old student thinks she’s pregnant refuses to tell parents…
IEP/504 team requests medical diagnoses
from SBHC representative to the team…
Student-client with drug problem seen using
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in school…
LEARNER OBJECTIVES
Nadine Schwab 3/13/2010
After attending this presentation the learner will
be able to:
• Describe the difference between HIPPA and
FERPA covered entities
• Understand the essential principles of FERPA in
schools
• Explain what constitutes Legitimate Educational
Interest in school
• List circumstances when health information can
be shared without consent
• Describe what information should be included
when transferring the CHR
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LEARNER OBJECTIVES CONTINUED
Understand special confidentiality circumstances
related to drug and alcohol treatment
 Discuss principles of adolescent confidentiality
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Nadine Schwab 3/13/2010
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ISSUES
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Different laws; conflicts among them
Conflicts between policy and practice
Working with minors
Insufficient guidance
Inadequate pre-service and in-service education
Communication issues
Variable employers
Situations unique
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CONFIDENTIAL HEALTH
INFORMATION
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Details of a health history, exam findings,
medication requirements, treatment history
Records of HIV testing, treatment for drug
alcohol abuse, psychiatric evaluation and
treatment
Nursing, social work, counseling,
psychology: histories, evaluations, progress
notes
Section 504 plans
IEP evaluations and recommendations
Early Intervention - assessments, plans,
interventions
Other individually identifiable student
health information
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FERPA
Federal Educational Rights and Privacy Act
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Protects all school records health including
health. School health records are considered
educational records and fall under the
jurisdiction of FERPA
Any record covered by FERPA is not subject
to HIPAA
Medical records or “treatment records” in
education records are not HIPAA
Reasonable safeguards should still be used to
protect health information
FERPA-COVERED ENTITIES
All public schools*
 Private schools that receive any federal $$
 Colleges and universities with federal $$
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* The records of school nurses who are
employed by a health department,
hospital or other agency and who provide
school health services for the school
district under any kind of contract are
FERPA records
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HIPAA-COVERED ENTITIES
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School-based health clinics operated by health
care agencies
School health professionals who provide health
services in private schools with no federal
funding and transmit any personally
identifiable health information electronically...
School district employee health plans that are
self-insured
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HIPAA-COVERED ENTITIES
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Health care providers (persons who furnish,
bill or are paid for health care in the
normal course of business) who transmit any
personally identifiable health information
electronically...
 Health plans
 Health care clearinghouses
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HIPAA-COVERED ENTITIES
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School-based health clinics operated by health
care agencies
School health professionals who provide health
services in private schools with no federal
funding and transmit any personally
identifiable health information electronically...
School district employee health plans that are
self-insured
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HIPAA & SCHOOLS
 Healthcare
providers
may fax to reasonably
secure faxes
 They
may share PHI with
health professionals not
covered by HIPAA if it is
for treatment reasons
 They
are not required by
HIPAA to do either
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FERPA—essential principles
Records kept confidential
 Parent or eligible student can access records
 Parent or eligible student can request
amendment of records if inaccurate or
misleading (districts need not comply)
*Eligible student is 18 years of age OR is in
postsecondary education
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PERMITTED DISCLOSURES
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Internal sharing without consent
to other school officials if for “legitimate educational
interest” as defined by the school district
 to contracted employees (e.g., medical advisor or
educational or psychiatric consultant paid by the
district)
 To officials of contracted agencies, such as outside
educational agencies where district has placed student
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School Officials with Legitimate Educational
Interests
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LEA must have criteria for determining
Who constitutes a “school official” (usually any
employee, contracted employee, etc)
 What constitutes a “legitimate educational interest”
???????
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LEGITIMATE EDUCATIONAL INTEREST
Should mean:
 Use
is consistent with purposes for which
data are collected and maintained
 Written
criteria for access
 Necessary
to perform task/service or make a
relevant determination about student
 Used
within context of school district
business
 Balanced
interests – individual/community16
PERMITTED DISCLOSURES
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External release without consent
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To next school in which student intends to enroll, if in
annual notice
Health/safety emergency*
Research
Judicial order/subpoena
Audit by state/federal officials
State mandates: immunizations, child abuse, asthma
Certain public health activities (i.e. TB, certain communicable
disease)
Information regarding treatment
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Information Regarding Treatment
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Medication authorization/clarification
Treatment authorization/clarification
Asthma action plan
 Seizure action plan
 Emergency allergy plan
 Diabetes action plan
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FERPA-Health or Safety Emergency
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Agency or institution “may disclose personally
identifiable information from an education
record to appropriate parties in connection with
an emergency if knowledge of the information is
necessary to protect the health or safety of the
student or other individuals”
When Transfering CHR
Non-transferable forms:
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Miscellaneous health care provider and parent notes
Release of information forms
Third-party reports (such as medical and psychiatric
records)
 May not be transferred to new district without
written parental permission.
 Summary of report should be noted on CHR-1 or in
SNAP.
 Medical/psych records or evaluation done by school
employees are not considered third-party reports.
Cannot record info re HIV/AIDS. Return information
to sender, if received without proper consent
To Call or Not to Call???
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Student absent for three days, parents say
student is sick but do not wish to explain
further. Can the nurse calls pediatrician for
more info…?
What about if a note from MD was received ?
Traditional Practices VS. Best Practice
Health Concern lists
 Logs
 Lists to Principal
 Notes back to teachers
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FERPA- Record of Access
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LEA must keep a record of access requests
Individuals who do not require written authorization
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Parent
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School officials with legitimate educational interests
Party with written consent from parent
Specifically protected legal inquiry (subpoena)
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FERPA- parent’s amendment of records
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Parents can request amendment of records If
believed to be:
Misleading
• Inaccurate
• In violation of the student’s right to privacy
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FERPA- Parents access to records
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“ A parent must be given the opportunity to
inspect and review the student’s educational
records.”
Note: Under special education regulations (1076d-18). Parents have the right to a free copy
of “any educational records relating to their
child.”
FERPA-Requesting Amendments of Records
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LEA decides whether or not to amend
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Parent has a right to hearing
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If LEA doesn’t amend?
If parent loses hearing?
Parent may place statement in record
commenting on disagreement
Drug and Alcohol Treatment
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A minor CAN consent for drug/alcohol treatment from a
licensed treatment provider
A parent CANNOT be told that his/her child is receiving
treatment without consent from the minor
No decision on whether a physician must report results of
a drug test, done during a routine physical, to a parent.
CT. Gen. Stat 10-154 a
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School Employees - NOT required to disclose info acquired
through professional communication with student
involving drug or alcohol abuse or problem
If employee obtains physical evidence from a student
(indicating crime committed) must turn over to school
administrators or law enforcement within 2 school days
Employee is not required to disclose a student’s name from
whom evidence was obtained
Mental Health Treatment: Outpatient
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A minor CAN receive initial treatment without parental
consent if:
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The consent requirement would cause the minor to reject
treatment
The treatment is clinically indicated
The failure to receive treatment would be detrimental to
the minor’s well being
The minor knowingly and voluntarily sought such
treatment
The Provider deems the minor mature enough to
participate in treatment productively
Reproductive Health Care
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Birth Control
Pregnancy
Counseling
Abortion
Sexually Transmitted Diseases
Birth Control
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Any person in the state of CT, regardless of the
person’s age, can receive confidential birth
control.
Pregnancy
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A minor does not need permission from a parent
to receive a pregnancy test and the parents do
not need to be notified of the test
A minor may decide whether or not to carry the
pregnancy to term
A minor may consent to gynecological
examinations without parental consent
Abortion and Termination of Pregnancy
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Any minor in CT. may obtain an abortion
without parental consent, although an abortion
for anyone, may only be performed before the
viability of the fetus, except when it is necessary
to save the life or health of the mother
Sexually Transmitted Procedures
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The consultation, examination and treatment of an STD
for a minor is confidential and must not be divulged to
parents-including the sending of a bill
DCF must be notified of a positive STD if the minor is 12
years of age or younger. Care and treatment of this minor
remains confidential, although DCF must proceed with
their own investigation
Child Protection System and Adolescent Care
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What Must be Reported?
14 y.o. girl in relationship with 17y.o. consensual?
 14 y.o in relationship with 19 y.o. consensual?
 14 y.o in consensual relationship with 23 y.o.?
 17 y.o with coercive relationship?
 12 y.o. in consensual relationship with 14 y.o ?
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DCF Reporting guidelines
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Child under 13-must report to DCF/police
Child b/t 13-15 engaged in consensual sexual relationship
with partner 21 and over must report to DCF/police
Child under 18 on non-consensual/coerced sexual activity
must report to DCF/Police
Child b/t 13-15 engaged in consensual sexual relationship
with partner under 21 NOT mandated to report
(16 y.o. Can have sex with anyone)
Case Studies
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A 15yo high school student asks to se the nurse.
When he gets into her office, he says he has been
smoking marijuana for a while now, and he
wants to quit and asks for help. He then hands
her a bag of marijuana.
What should the nurse do?
What are the student’s legal rights?
Marks’ Drug Confession
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Not mandated to report
Not obligated by law to report the identity of the drug user
to the police/child welfare authorities
MUST turn over evidence to authorities
Student has confidential right to drug treatment w/out
parental consent but is liable for all costs if treatment
incurred
PRACTICE DILEMMA
Need To Know
Versus
Right To Know
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CASE SCENARIOS






Student’s blue form is missing some PE and
immunization data on first day of school…
Teacher wants to know if student takes
medication…
Principal demands a list of students with
health conditions (special needs)…
15 yr old student thinks she’s pregnant refuses to tell parents…
IEP/504 team requests medical diagnoses
from SBHC representative to the team…
Student-client with drug problem seen using
in school…
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DECISION MAKING CRITERIA
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Age and competency of student
Relative sensitivity of information
Applicable laws
Purpose of / with whom sharing (LEI)
School district policies & procedures
Informed preference of student/parent
Expert advice
Ethical considerations
Use of student-provider contract
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FERPA ON-LINE
http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html
Resources
The Alan Guttmacher Institute. (2009). State policies in brief: An Overview of
Minors’ Consent Law. Available on-line:
http://www.guttmacher.org/statecenter/spibs/spib_OMCL.pdf
Bergren, Martha Dewey (JOSN articles, chapters in school nursing texts; *
computerized records)
Schwab, N.C., Rubin, M. Maire, J.A., Gelfman, M.H.B, Bergren, M.D., Mazyck,
D. & Hine, B. (2005). Protecting and sharing student health information:
Guidelines for developing school district policies and procedures. Kent, OH:
American School Health Association.
Schwab, N. & Gelfman, M. (2001). Confidentiality: principles and practice
issues. In Schwab, N.C.& Gelfman, M.H.B., Eds. Legal issues in school
health services. North Branch, MN: Sunrise River Press.
Selekman, J., Ed. , 2nd Editionn(2012). School nursing: A comprehensive text.42
Philadelphia: F.A Davis.
U.S. Department of Education (USDE). (2009).
Family Educational and Privacy Act (FERPA)
and H1N1. Retrieved from
 http://www2.ed.gov/policy/gen/guid/fpco/pdf/ferpah1n1.pdf
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Nadine Schwab 3/13/2010
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Q&A