PSY 613 Assessment/Facilitation

Week 4 Assignment

Record Keeping

In 500-750 words, do the following:

Define an ethical dilemma in coaching based on communication and an ethical dilemma in coaching based on storage of coaching records.

Identify best practices for storage of records and client communication.

Discuss how you will implement those best practices into your coaching practice.

Identify challenges you might face in implementing those best practices.

Prepare this assignment according to the guidelines found in the APA Style Guide, located in the Student Success Center. An abstract is not required.

This assignment uses a rubric. Please review the rubric prior to beginning the assignment to become familiar with the expectations for successful completion.

You are required to submit this assignment to LopesWrite. Please refer to the directions in the Student Success Center.

 

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Best practices for storage of records and client communication

Introduction

If you’re in the business of handling disputes, be sure to keep your client’s acoustical records on hand. You’ll need these for anything from testimony to recanting statements. There are also times when clients may want copies of their own medical records—and that’s entirely reasonable! Clients might practice self-examination in advance of an exam, or they might want a copy of their X-rays just in case they need them later. The point is: if you’re responsible for sorting through documents related to litigation, make sure that any documentation gets stored properly so that it’s still available when needed.

Make sure that the retention policy is in place and followed by everyone.

Make sure that the retention policy is in place and followed by everyone. Make sure it’s followed, too!

• Make sure that whoever is responsible for storing records knows what to do with them after they’ve been stored, so they can make sure that people follow this rule as well.

• If you’re using a system like Evernote or OneNote, make sure your team members understand how their information is being used—and what happens if something goes wrong (like an employee loses his computer).

Be aware of special rules for medical records, HIPAA and JCAHO requirements.

When it comes to medical records, there are a few things that should be considered. First and foremost: HIPAA (Health Insurance Portability and Accountability Act). This law requires that doctors keep their patient’s records secure in a location separate from the doctor’s office or hospital, as well as maintain them for at least seven years after they’ve been given.

What does this mean for you? Your client has a right to view the contents of their own file if they so choose—but they also have an obligation not only under HIPAA but also under state laws such as JCAHO (Joint Commission on Accreditation of Healthcare Organizations) standards. In order for your organization to remain accredited by these agencies, you’ll need to meet certain requirements about how long your clients’ files will be kept accessible and what kind of format is used for storing them.

Always keep a copy for yourself and your client.

It is important to keep a copy of the records for yourself. This can be done by either printing them on paper, or making an electronic file that you can access at any time. If you are using a cloud-based storage system like Dropbox, Google Drive, OneDrive or iCloud then all you need to do is save the files into your account and then download them onto your computer.

Keep original documents with you until the case has settled or been tried.

Keep original documents with you until the case has settled or been tried.

Keep original documents in a safe place.

Original documents are needed for appeal, if necessary. If you lose an original, it may be difficult to replace it with a copy (unless there is another copy). A new document will cost more than an old one—and if that’s not enough of an expense, consider having your lawyer make photocopies of all relevant documents before going through them with clients and/or witnesses who aren’t familiar with their content or layout (for example, some people don’t realize that their signature needs to be printed on every page).

Keep correspondence in its own file, separate from documents.

• Keep correspondence in its own file, separate from documents.

• Keep a copy for yourself and your client.

• Keep original documents with you until the case has settled or been tried (if possible). This will help you keep track of what’s going on in case there are any issues later on, such as making sure that all parties were present when certain things happened or ensuring that everyone signed off on something before it was recorded properly.

Keep a list of all experts, defense counsel and other parties on the case.

Keep a list of all experts, defense counsel and other parties on the case. This will help you to keep track of who is working on your case, as well as when they are available to meet with you.

Remember to date each entry as you make it.

It is important to date each entry as you make it. This can be done by adding a date stamp or other method, or simply writing the date on the top of your file. If you don’t date an entry, it could be difficult to reproduce your records later.

If a question comes up regarding testimony or documents, be able to reproduce these records without fail!

If a question comes up regarding testimony or documents, be able to reproduce these records without fail!

• Keep a copy of all documents with you.

• Keep all correspondence in its own file and date each entry as you make it.

Conclusion

These are just a few of the many things that you can do to help avoid storage issues. As we have seen, there are many ways to keep records secure and protected. If you need more information or advice on how to solve your own records issues, please contact us today!