Monitor on Psychology - February 2012 - (Page 75)

practitioners to consider maintaining separate records on each service recipient (Moline et al., 1998). When treating multiple clients, it is important to inform each party at the outset of treatment how the record will be maintained, who will have access to the information and when the record could be disclosed to others (Ethics Code 10.02, 10.03). For example, couples should be informed that releasing any records may require written permission from both parties (Gottlieb et al., 2008). In family therapy, psychologists may identify one individual (such as a minor child) as the client, but the treatment or evaluation record may also contain information provided by or about parents, guardians or other family members. Collateral information should be identified as such and these contacts informed if they are not “clients,” and therefore do not have the same rights regarding control over or access to the record. Group therapy records that summarize group themes, process patterns and general information about all group members may be preserved in individual files, as long as other members of the group are not identified (Moline et al., 1998). Financial records Psychologists are ethically required to clarify financial arrangements and payment responsibilities at the beginning of treatment or service (Ethics Code 6.04). Giving clients a written policy at the outset of treatment facilitates client understanding of professional fees, their responsibility for payment, issues relevant to third-party billing and any limits to coverage. The fee agreement should be included in the treatment record to show that the psychologist provided this information to the client as a part of the informed consent process. Accurate and detailed billing records are an important aspect of risk management, considering that client dissatisfaction about payment and collection issues may precipitate an ethical complaint (Bennett et al., 2007). Psychologists should also be sure they clarify who is responsible for payment when more than one client is being treated in a session, particularly since third-party payers may differ in their coverage for these types of services. Clients often assume their insurance will cover marital or group therapy, though these services are not consistently covered. It is wise for psychologists to remember that third-party payers can audit the psychologist’s financial records for accuracy, and encourage their subscribers to review billing statements with a critical eye to potential fraud. Disposition of records It is important for all psychology practitioners to establish a record disposition plan as part of their office policies, due to the potential for unanticipated circumstances to disrupt the continuity of treatment and access to records if the psychologist becomes unavailable. Professional transitions may include leaving an employment setting; closing a practice due to moving or retirement, or sudden illness, disability or death. F e b ru a ry 2 0 1 2 • M o n i t o r o n p s y c h o l o g y Psychologists may designate a records custodian who understands the unique ethical issues involved in maintaining, transferring and disposing of psychological records. The custodian will need to continue to protect client confidentiality and security, while at the same time providing appropriate records access to clients and their own designees for the full period of record retention. Some state licensing laws specify that clients must be notified how to contact psychologists after retirement for the purpose of obtaining records. APA has provided a comprehensive checklist for closing a professional practice that includes suggestions about management of client records (APA, 2005). Various models of “professional wills” include instructions for designating professional executors who are available to respond to immediate client needs for transfer or referral, and assume other professional responsibilities involved in closing a practice (Halloway, 2003; Pope & Vasquez, 2005). When planning for the eventual disposal or destruction of paper and electronic records, the psychologist must be sure that clients’ confidentiality is protected. In the case of electronic records, psychologists may want to consult with technical experts to prevent the unwanted recovery of client data. n This article is based on the Professional Psychology: Research and Practice article “The American Psychological Association’s Revised Record Keeping Guidelines: Implications for the Practitioner” by Drogin, E.Y., Connell, M., Foote, W.E. & Sturm, C.A. (2010). Click here to read the full article, which includes all references. To earn CE credit for this article, purchase the online test at www.apa.org/education/ce/1360310.aspx. The perspectives in this and the journal article do not represent those of APA’s Board of Professional Affairs, Committee on Professional Practice and Standards or Ethics Committee. Cynthia Sturm, PhD, is a clinical psychologist in independent practice in Portland, Ore., and a member of APA’s Ethics Committee. In her practice, she treats adults and couples, and she teaches and consults in areas of ethics and professional issues. Sturm was involved in the Record Keeping Guidelines revision while serving Sturm on APA’s Committee on Professional Practice and Standards (2002–04), and later served on the Board of Professional Affairs (2007–09). 75 http://www.apa.org/education/ce/1360310.aspx

Table of Contents for the Digital Edition of Monitor on Psychology - February 2012

Monitor on Psychology - February 2012
Letters
President’s column
Contents
From the CEO
APA files two briefs in support of same-sex couples
New registry seeks to understand addiction recovery through ‘crowdsourcing’
APA launches a database of tests and measures
Watch for new member benefit: “APA Access”
Apply now for APA’s Advanced Training Institutes
PsycTHERAPY, APA’s new database, brings therapy demos to life
In Brief
APA scientists help guide tobacco regulation
A-mazing research
‘A machine for jumping to conclusions’
Judicial Notebook
Random Sample
Righting the imbalance
The beginnings of mental illness
Science Directions
Improving disorder classification, worldwide
Protesting proposed changes to the DSM
Interventions for at-risk students
Harnessing the wisdom of the ages
Anti-bullying efforts ramp up
Hostile hallways
R U friends 4 real?
Support for teachers
Speaking of Education
Record keeping for practitioners
Going green
At the intersection of law and psychology
Division Spotlight
Grants help solve society’s problems
Personalities

Monitor on Psychology - February 2012