Departmental - Documentation

DOCUMENTATION
Accounting for Disclosure

POLICY

Generally, Pierce County Department of Human Services does not release private client information without written authorization by the client unless it is to carry out treatment, payment or operational activities of the Department. However, state and/or federal laws do allow for the release of private information, often for the health and safety of the client or others, without client authorization or notification. The Department records, or keeps an accounting, of these disclosures.The Department recognizes that each client has the right to request the accounting of disclosures of their private information. The Department will provide them with the accounting of disclosures of their private information on an annual basis, without charge. Clients requesting an accounting on a more frequent basis will be charged for photocopying and mailing costs. The accounting will not include disclosures made:

• to carry out the treatment, payment and operations of the Department;with the client’s authorization;
• directly to the client;
• for national security or intelligence purposes; and
• to correctional institutions or law enforcement agencies in custodial situations.

DOCUMENTATION
Client Request to Amend Record

POLICY

It is the policy of Pierce County Department of Human Services to honor a client’s right to request an amendment to their written case record, if they believe the case record contains incomplete or inaccurate information. The Department will review requests in a timely manner. The Department will notify a client of the decision and, if a request has been denied, the client will be allowed to place a statement of disagreement in the case record.

The Department’s authority to amend records only pertains to documentation created by the Department.

DOCUMENTATION
E-mail from Clients and Electronic Signatures

POLICY 

E-mail from Clients
It is the policy of Pierce County Department of Human Services to accept e-mail communications from a client, provided the client has agreed in writing to abide by the Agreement on the Use of Electronic Mail for Client Communications and the e-mail received is in compliance with the Agreement.

Electronic Signatures
We will not accept e-mail communications or digital signatures in lieu of an ink signature for any form, consent or authorization that requires a signature. The Department does not consider a photocopy or facsimile copy of a signature to be an electronic signature.

AGREEMENT ON USE OF ELECTRONIC MAIL FOR CLIENT COMMUNICATIONS
This Agreement on the Use of Electronic Mail (E-mail) for Client Communications is between Pierce County Department of Human Services (the "Department") and an individual client

The Department has guidelines about the use of e-mail communications.

1. Use of E-mail Communications. You may use e-mail about your care, treatment or administrative matters with the Department. If you are experiencing an emergency or need an immediate response, call the Department by telephone or come to our offices. E-mail should not be used for emergencies or when you need a quick response.
   • The Department will generally return an e-mail message within two (2) business days. If you do not receive a response by five o’clock on the second day, then call or visit us the next day. We will use our professional judgment to decide when a response by e-mail is appropriate or practical. We may reply to your e-mail by mail. We may also request that you either speak with us by telephone or make an appointment for an in-person visit.
2. Composing E-mail Messages. E-mail messages should include your full name, date of birth, and a description of why your are sending us an e-mail message and how we can help you.
3. Access to Client's E-mail Communications. It may be necessary for Department staff, other than the staff to whom the message is sent, to access e-mail messages, in order to provide a timely response. This agreement allows any PCDHS staff to access your e-mail messages.
4. No Liability. You agree that e-mail communications with the Department is offered as a convenience to yourself. You shall not hold us responsible for any expense, loss, or damage caused by, or resulting from: (i) a delay in the our response to your e-mail, or any damage to you resulting from such delay, due to technical failures, including, but not limited to, technical failures caused by an internet service provider, power outages, failure of the electronic messaging software, failure by our staff or yourself to properly address e-mail messages, failure of our computers or computer network, or faulty telephone or cable data transmission; (ii) any interception of e-mail communications by a third party; or (iii) your failure to comply with these guidelines.
5. Confidentiality. The Department will exercise reasonable efforts to ensure the confidentiality of your e-mail. However, e-mail communications are not secure, and there is some possibility that another party may gain illegal access to your e-mail messages. Communication about highly confidential matters should not be discussed in your e-mail messages. You should telephone, write a letter, or personally visit us about highly confidential matters.
6. Archiving. The Department may keep copies of e-mail messages you send.
7. Termination. This Agreement may be terminated by either the Department or you at any time or for any reason.

This Agreement has been fully explained to me, and I have received a copy of this Agreement.

ORGANIZATION:                                                           CLIENT:By __________________________                                 ______________________________
    Department Signature                                              Client Signature*
    __________________________                                 ______________________________
    Date                                                                        Date
    ______________________________
    Print: Client's Name and Date of Birth