Children’s Records – FERPA, HIPAA & Confidentiality

POLICY:

NOCAC Child Development will follow Health Insurance Portability and Availability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA) standards and procedures for keeping child and family information private and secure.

PROCEDURES:

1. Confidentiality of any personally identifiable information in a child’s record must be maintained to protect the Head start children and families.
2. All correspondence, discussions, staffing and records are to remain confidential.
3. Children’s records must be stored under lock and key and kept away from public access to prevent unauthorized review.
4. Information may not be shared with unauthorized persons without the specific written consent of the parent.
5. Telephone requests for information are not acceptable unless the parent has previously authorized the release of this information by signing a Release of Information (ROI).
6. Information collected by others and forwarded to NOCAC Child Development with parental consent becomes part of the child’s record and thus becomes the burden of confidentiality for NOCAC.
7. All ROI Forms requesting a child’s record shall be properly logged in Child Plus by the Data Entry Specialist and kept in the child’s file.
8. Parents/Legal Guardians have the right to inspect their child’s record at any time when a NOCAC Staff member is available to assist the parent/legal guardian.
9. Information regarding child abuse/neglect concerns/reports is not considered part of the child’s public record.

Forms and Additional Guidance:

• Release of Information