• DSHS HIV/STD Program

    Post Office Box 149347, MC 1873
    Austin, Texas 78714

    Phone: (737) 255-4300

    Email the HIV/STD Program

    Email data requests to HIV/STD Program - This email can be used to request data and statistics on HIV, TB, and STDs in Texas. It cannot be used to get treatment or infection history for individuals, or to request information on programs and services. Please do not include any personal, identifying health information in your email such as HIV status, Date of Birth, Social Security Number, etc.

    For treatment/testing history, please contact your local Health Department.

    For information on HIV testing and services available to Persons Living with HIV and AIDS, please contact your local HIV services organization.

POPS Chapter 14 - Client File Organization, Content and Security Standards


Note: Contractors should continue to follow all relevant standards for documentation of client services contained in the Chapter 19, HIV Clinical and Case Management Services Standards.

 

14.1 Client File Organization

The agency uses an organized system for arranging materials in client files that is consistent throughout all files.

The following documents/information are easily accessible in each client file:

  • Signed client intake/application for services

  • Intake/eligibility forms and documents

  • Authorization for release of confidential client information (when appropriate)

  • Consent for disclosure on receipt of confidential client information (when appropriate)

  • Signed consent to receive services and emergency notification

  • Client assessment and service plan

  • Signed confidentiality form

  • Proof of HIV positivity and Western Blot laboratory record, including client name or verification from a physician containing the client’s name)

  • Proof of income (where necessary to decide eligibility of client)

  • Proof of Texas residency

  • Information about health care providers

  • Information about health care coverage (e.g., insurance, Medicaid, Medicare, etc ...)

  • Signed Client Bill of Rights or signed acknowledgment of receipt of document

  • Signed acknowledgment of receipt of grievance rights

  • Systematic documentation of case management activity and services provided

  • Documentation of referrals made or received and tracking of those referrals

HOPWA documents, if applicable:

  • Application for Housing Assistance

  • Client Statistics Form

  • Emergency Assistance Program-Allowable Assistance Worksheet

  • Rental Assistance Program-Allowable Assistance Worksheet

  • Gross Income Worksheet

  • Adjusted Income Worksheet

  • Gross Income Exclusions

  • Termination Form

  • Lease and information about where to send rent payments

  • Documentation of utility bills

  • Regular updates of the above information as changes occur or as needed

 

14.2 Client File Security

Client files are kept in locked file cabinets and stored in a secure area of the agency’s building

  • Files that are not in use or are left unattended should be locked. All files should be locked during non-working hours and the program manager should designate persons responsible for securing records at closing time

  • When client files are removed from file cabinets for work purposes, they are handled in a manner to ensure that only authorized personnel have access to them

  • There are policies/procedures that limit access to client files to authorized personnel

  • Access to computers containing confidential records should be restricted in a manner identical to that described for files

  • Electronic records which contain information that includes client identity (e.g., case management records) have adequate safe-guards to prevent unauthorized access to this information

 


 

 

Subchapters

14.1 Client File Organization

14.2 Client File Security

Last updated April 29, 2020