109-3 DOCUMENTING SENSITIVE INFORMATION
Staff must not document sensitive information in the eligibility system case note. Although discussing sensitive information with the client may be very important in building a relationship of trust, and may be helpful to the client in gaining perspective, recording information about these issues is not necessary if they do not affect eligibility.
A few examples of sensitive information include, but are not limited to: domestic violence, sexual abuse (including incest, rape, and past abuse), substance abuse (including alcohol, illegal drugs, and addictions to prescription drugs), mental illness, and medical needs. If the client brings up a sensitive issue to the staff, determine if the sensitive issue clearly affects eligibility (for example, claiming good cause for non-cooperation with CSSD ). If the sensitive issue does not relate to eligibility, do not document the issue. If the sensitive issue relates to eligibility, follow the guidelines below.
How to Document Sensitive Information that Affects Eligibility:
Carefully document sensitive information. A document containing sensitive information must be included with the case file. Sensitive information must be shred after it has been uploaded to ILINX.
The sensitive information document must include:
the date of the interaction,
client name,
case number(s),
PI 's client ID number, and
first and last name of the DPA caseworker who documented the report.
The sensitive information document will be uploaded to ILINX and categorized as a Confidential Case Note. Alternatively, the information may be recorded on a Report of Contact form (GEN 56A ).
Do not input sensitive information in eligibility system (EIS , ARIES , ECOS ) case notes.
If the file is requested by another party, staff must redact the sensitive information from the case file before releasing it.
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