109-3 DOCUMENTING SENSITIVE INFORMATION

Staff must not document sensitive information in CANO Case Notes . 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 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 Child Support Services Division). 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:

1. •     Carefully document sensitive information on a separate sheet; preferably on a Report of Contact form (Gen 56A) which is available as an e-form on the DPA website: http://dpaweb.hss.state.ak.us/e-forms/pdf/gen56a.pdf.
      

   • The issue must be documented as it was stated by the client. Include only factual information. Do not document staff’s assumptions about the client and their situation. Observations may also be noted, but staff must be thorough and specify exactly what was observed without expressing any assumptions.
     
     

   • If necessary, make note of the application date or CANO Case Notes entry that relates to the document. For example, if the sensitive information is for a good cause claim on an application dated 4/9/12, include this information in the document. Staff may also print the CANO Case Notes entry and attach it to the document.
     
     

   • File the document in section III of the six-part folder under Confidential Reports of Contact. Staff may opt to use a manila folder to keep all documents in one place for ease of removal.   
     
     

   • If the file is requested by another party, staff must retract the sensitive information from the casefile before releasing it.