How do you keep case management confidential?

1 Understand the legal and ethical framework

Confidentiality is not only a moral duty, but also a legal obligation for case managers. You should be familiar with the relevant laws and regulations that govern the collection, use, disclosure, and storage of personal information in your jurisdiction and your organization. These may include federal, state, or local laws, such as the Health Insurance Portability and Accountability Act (HIPAA), the Family Educational Rights and Privacy Act (FERPA), or the Children's Online Privacy Protection Act (COPPA). You should also adhere to the ethical codes and guidelines of your profession, such as the Code of Professional Conduct for Case Managers, the National Association of Social Workers (NASW) Code of Ethics, or the American Nurses Association (ANA) Code of Ethics.

2 Obtain informed consent and authorization

Before you collect, use, or share any personal information from your clients, you should obtain their informed consent and authorization. Informed consent means that your clients understand the purpose, benefits, risks, and alternatives of the case management services you provide, and agree to participate voluntarily. Authorization means that your clients give you permission to disclose their information to specific parties for specific purposes. You should document the consent and authorization in writing, and review and update them regularly. You should also respect your clients' right to withdraw or limit their consent or authorization at any time.

3 Limit access and disclosure

You should only access and disclose the personal information of your clients on a need-to-know basis. This means that you should only access and disclose the information that is necessary to provide quality case management services, and only to the parties that are involved or authorized in the care plan. You should avoid sharing or discussing the information with anyone who is not relevant or authorized, such as coworkers, friends, family, or media. You should also use secure and appropriate methods of communication and transmission, such as encrypted emails, password-protected files, or confidential fax lines.

4 Protect and dispose

You should protect the personal information of your clients from unauthorized access, use, modification, loss, or theft. You should use physical and electronic safeguards, such as locks, alarms, firewalls, antivirus software, or encryption, to prevent breaches or accidents. You should also follow the retention and disposal policies of your organization and your jurisdiction, and ensure that the information is destroyed or erased when it is no longer needed or required. You should also report any incidents or suspicions of breach or misuse to your supervisor, your organization, or the relevant authorities.

5 Educate and train

You should educate and train yourself and your staff on the importance and principles of confidentiality in case management. You should stay updated on the current laws, regulations, standards, and best practices of confidentiality in your field. You should also provide regular and ongoing training and supervision to your staff, and monitor and evaluate their compliance and performance. You should also educate and inform your clients and their families about their rights and responsibilities regarding confidentiality, and address any questions or concerns they may have.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?