Self disclosed medical informaiton

Diane Tiffany

If a constituent discloses that he/she has a serious medical condition, such as terminal cancer, do you put this in Actions?  All employees who use RE sign our confidentiality statement.

Is there a pop up dialog box avaialable that says "confidential" like the one for "address not valid" or "solicitor assigned"?  I'm referring to self disclosed information that is sensitive and confidential. Thanks!


Diane Tiffany

Donor Relations Manager

Plymouth State University

Heather MacKenzie

We don't track that, but either Notes or Actions, depending on how you use them, would be exactly where I would put that if we did.  Even if there's not a pre-defined rule for something like that, I'm sure you (or your database admin) could create a user defined rule for it.  They are based off of queries, so you would probably also need a specific note or action type to be able to query upon.

Barbara Schlichter

Diane Tiffany:

If a constituent discloses that he/she has a serious medical condition, such as terminal cancer, do you put this in Actions?  All employees who use RE sign our confidentiality statement.

Is there a pop up dialog box avaialable that says "confidential" like the one for "address not valid" or "solicitor assigned"?  I'm referring to self disclosed information that is sensitive and confidential. Thanks!


Diane Tiffany

Donor Relations Manager

Plymouth State University

That would be a violation of HIPAA.  I would strongly vote against entering it into RE.  Did the person sign a HIPAA form for the Development Office?  An excerpt from https://www.hhs.gov/hipaa/for-professionals/privacy/index.html "The Rule requires appropriate safeguards to protect the privacy of personal health information, and sets limits and conditions on the uses and disclosures that may be made of such information without patient authorization. Also read https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/index.html.  Such information isn't pertinent in RE.




 

Melissa S Graves

Barbara Schlichter:

Diane Tiffany:

If a constituent discloses that he/she has a serious medical condition, such as terminal cancer, do you put this in Actions?  All employees who use RE sign our confidentiality statement.

Is there a pop up dialog box avaialable that says "confidential" like the one for "address not valid" or "solicitor assigned"?  I'm referring to self disclosed information that is sensitive and confidential. Thanks!


Diane Tiffany

Donor Relations Manager

Plymouth State University

That would be a violation of HIPAA.  I would strongly vote against entering it into RE.  Did the person sign a HIPAA form for the Development Office?  An excerpt from https://www.hhs.gov/hipaa/for-professionals/privacy/index.html "The Rule requires appropriate safeguards to protect the privacy of personal health information, and sets limits and conditions on the uses and disclosures that may be made of such information without patient authorization. Also read https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/index.html.  Such information isn't pertinent in RE.

 

I am no HIPAA expert but how would this apply in a university setting and not a medical one? I think it would be appropriate to note in the database that "the donor disclosed they are working through a cancer diagnosis and there fore may... (not give this year, not come to the annual event, not be able to talk long on the phone, may be slow to respond to emails, etc.)."  This person is not a patient of the university - just a donor. I do not think HIPAA aplies.

JoAnn Strommen

We've been having similar discussions about what data we can keep on member records and the immunization records we are required to maintain for children's medical/immunization records of as a licensed child care facility.  We don't have all the answers yet.


One type of info is self-disclosed. Example used was what I put on my membership form for a med I take due to the need for EMS to know this should something happen to me here in facility. If I disclose it, I expect it to be accessible on my membership account. To most of us this seemed allowable.


Other forms are official medical records we receive from Dr.'s office and how that information can be securely stored. We've just begun working with an expert in that field on how we can meet state licensing requirements to have copy of current immunizations and maintain privacy.  As we have hundreds of such records, they may be an exception as the medical offices have never refused to send them when requested by the parent.  Will see what comes about.

Claudia Sauers

Diane Tiffany:

If a constituent discloses that he/she has a serious medical condition, such as terminal cancer, do you put this in Actions?  All employees who use RE sign our confidentiality statement.

Is there a pop up dialog box avaialable that says "confidential" like the one for "address not valid" or "solicitor assigned"?  I'm referring to self disclosed information that is sensitive and confidential. Thanks!


Diane Tiffany

Donor Relations Manager

Plymouth State University

I am no hippa expert so you may want to consult your institutions legal counsel. However because you are not a medical facility and this information was obtained during a meeting and not from medical documents I would think you could note something in the record. Personally I wouldn't go in to detail but for example with terminal cancer, you may be suspending soliciations, my note might read "Solicitations Suspended-Terminal Illness"

Leslie McGeady

I do not believe that a development office of a university is considered a covered entity.........you are not a medical provider, health plan or clearinghouse.  That said, if you were a part of a research component of the university, the regulations would apply.


The question is more of an ethical one for your office.  I agree with the other suggestions.  Details are not necessary, a simple comment "giving suspended due to health concerns" would suffice.

Debra Holcomb

I would use an Annotation and select the box to have 'Annotation display automatically' so it pops up each time the record is opened.  If you are concerned about privacy, the annotation could read see XXX Note Type (since who can view notepad types can be set under the Admin Security levels).  I would also create an action task reminder for myself for the future to remove the annotation and update the record as appropriate.  

Rachel Slager 2

We use an annotation and an attribute and sometimes also a note type from categories we defined for 'contact restrictions'.  Though the annotation is useful when viewing the record, the attributes are more useful when creating mail lists.  You really should try to capture this info:  we have people temporarily pulled from solicitations, but included in Holiday Cards, some excluded from event invites if they are unable to travel, and (law school) a few alumni who are temporarily disbarred and therefore, temporarily excluded from certain events.  The attribute is dated, because we need to know that someone in the "recent widower" category will eventually be put back into appeals.  We have had to address this too when it comes to those with alzheimers or dimentia who are also planned gift donors or should receive endowment reports.  Our solicitors need to know which family members to stay in contact with.  However, in security, we limit the kinds of staff who are able to view the detailed notes.  Even though this is not a HIPPA issue since we don't serve patients, and though staff sign non-disclosures, these sensitive details aren't relevant to all of our staff.

Diane Tiffany

Heather MacKenzie:

We don't track that, but either Notes or Actions, depending on how you use them, would be exactly where I would put that if we did.  Even if there's not a pre-defined rule for something like that, I'm sure you (or your database admin) could create a user defined rule for it.  They are based off of queries, so you would probably also need a specific note or action type to be able to query upon.


Thank you, Heather, for your response! -- Diane

 

Diane Tiffany

Debra Holcomb:

I would use an Annotation and select the box to have 'Annotation display automatically' so it pops up each time the record is opened.  If you are concerned about privacy, the annotation could read see XXX Note Type (since who can view notepad types can be set under the Admin Security levels).  I would also create an action task reminder for myself for the future to remove the annotation and update the record as appropriate.  

Thank you, Debra. I appreciate your feedback. -- DIane

 

Melissa S Graves

We do also use a prospect status for this. We have several temporarily inactive codes that we use for different scenarios:


temp inactive - medical

temp inactive - financial

temp inactive - student concerns


financial is if one lost a job or is divorcincg, etc.

student concerns is if the student is not doing well - soliciting these parents never goes well.


But there will also often be a note explaining more.