September 2019 Resources of the Month - Updated
Dear UCCCN members,

Here are your September 2019 resources and meeting summary with some additional edits from the Jordan District presenter about that part of the meeting.
Announcements :

The November 20th UCCCN meeting may be cancelled in order to allow (and encourage) UCCCN members to attend the Adolescent and Young Adult Transition Summit that same day, from 7:30 am – 3:00 pm, at the Eccles Outpatient Services building. Patience White from gottransition.org is facilitating. More information will be sent out on this soon.

Dora Requena, Shriners Hospitals for Children - SLC, Professional Relations. Schools aren’t required to screen for scoliosis anymore, so they are working on outreach to let parents know that Shriners does screening and treatment, regardless of ability to pay. Shriners also has a free app screener.

Service Category Pediatric Orthopedics


Brainstorming:

Case #1 from Walt Torres. Helped a young girl to replace a stolen bike, to aid her in getting to school as a strategy to manage obesity.

Service Category Financial Assistance, Other
  • Bicycle Collective Bicycles are available for sale at reasonable rates or otherwise provided at little or no cost when the person is referred by another agency. The Collective provides refurbished bicycles, do-it-yourself tools & workshops, educational programs, and collects donated bikes for the community, focusing on children and lower income households. Locations in Salt Lake, Ogden, Provo, St. George. SP 12560

Case #2 from Pat Rowe – fielded a call from a parent whose child had died very recently, wanting help dealing with insurance claims. She contacted every provider to advise them of the recent death, within guidelines for privacy and release of information; arranged for all claims to come to one insurance processor. An opportunity to be more collaborative with pediatrician’s office and behavioral health.

Case #3 from Gina Pola-Money, a new service provider offering an uplifting visit.

Service Category Wish Foundations

 
Disclaimer: These resources come from our members as part of the meeting brainstorming session; please check with your providers to make sure they are appropriate for your patient/families.

You can find a custom list of these service providers that can be printed, emailed, and more, here :
Presentation:

Confidentiality of Information Related to Special Education and Clinical Services, Travis Hamblin and Dr. Fulvia Franco, Jordan School District

Travis Hamblin , Director of Student Services - oversees FERPA for Jordan District

From the handout, “ FERPA: What Faculty and Staff Need to Know
Family Educational Rights and Privacy Act (FERPA) protects the privacy of student educational records; a federal regulation.
Never disclose: SS#, student ID #, race, ethnicity, nationality, gender, GPA, religion.
Educational records defined as: personal information, enrollment records, exams or papers, grades, schedules, anything in the student’s cumulative folder, can include email, text messages, printouts, notes, databases, etc. Educational records are not : medical records, law enforcement records, sole possession notes, memory-jogger notes .

“Authorization for Release of Health Information” form. Jordan SD’s is HIPAA and FERPA compliant per Utah State Board of Education. Usually a parent or legal guardian requests and must fill out; “split families” create a challenge.

FERPA allows more flexibility than HIPAA, allowing counselors to confidentially share information only with the individual (the exceptions, suicide and abuse require disclosure). Only the student’s teachers have a right to know about that student.

People don’t have a “right” to a copy of their record, they can “access their records” from the school in a private room. Will make a copy if a parent asks.


Fulvia Franco , PhD, Guidance Department Program Specialist, Child Psychologist   for Jordan SD

The school gets records from the medical side all the time. Must have a HIPAA-compliant release. State Board of Ed has developed a form that complies to HIPAA and FERPA. The copy provided to us is the Jordan District’s version. Only good for 6 months. Don’t know what other school districts do.

The following are responses to questions provided ahead of time to Dr. Franco.

  1. When is it okay to share care plans (asthma action plans, seizure plans, school health plans – things developed on either “side” of the child’s care (school vs. medical setting)? If a child has a medical condition, the school nurse can do a health care plan. The parents have to sign a release for that plan, for two-way communication with the school nurse and the primary care office, and parents. Teachers get a copy of the health care plan
  2. How can school personnel provide test results from a Special Education evaluation and IEP to healthcare providers? With parental consent, Jordan SD provides access. A copy may be purchased. Eval questions are copyrighted, so a complete copy of the test protocol cannot be shared.
  3. How can teachers give information about behavior and developmental concerns that would affect the diagnosis or ongoing treatment of a child? School needs a HIPAA release, nurse can talk to teachers, teachers to nurse. Teachers and admin (on a need to know basis) can discuss with the school nurse at any time.
  4. How can teachers complete Vanderbilt forms to evaluate and monitor ADHD symptoms and share those confidentially? Is there an on-line way to do this that people are using? Vanderbilt (ADHD), BASC-3 scales (behavior approach / behavior avoidance or inhibition), Conners-3 (ADHD for acting out, difficulty with peer relationships) used for evaluation by teachers, with a release. Jordan SD uses MoveIt, an encrypted email system.
  5. When is it okay to give a school nurse information about a student’s medications and allergies or diagnoses? Consider this in the event that a parent is not available/ able/ willing to serve as a go-between. The primary care office (if they have a signed release) can provide any/all information, and they should. School side has to have the FERPA-HIPAA; school cannot share unless there’s a release for two-way communication. Betty Sue Hinkson, nurse consultant at the Utah State Board of Education, said that parents should not be asked to be the go-between between health care providers and the school. School nurse should be able to communicate directly with the medical providers.

The Jordan School District has contracted insulin nurses in addition to a school nurse who is responsible to a number of schools, and responds to need.

504 Plans are also utilized more often now, to equalize the playing field: allergies, transportation, exemption for a required class, etc. 504 accommodations can follow a student to higher education via the college’s Student Disability Center. Keep your own documentation in case the secondary school’s 504 record is unavailable.

“Documentation of Medical History” form is for the following conditions: autism (no diagnosis required), MD, OHI, OI, TBI. District is required by State Special Education to ask; parent may decline to sign.

Gwen Anderson with Integrated Services Program in Price, question/comment: When collecting IEP request from a charter school, a psych report was attached, which made her uncomfortable. Jordan SD has an “Other (please specify)” section on that form. This allows a health care provider to specify additional information that they need. Information that has not been asked for should not be provided without parental consent.

Here are the 3 forms provided by the presenters; all are Jordan School District-specific.
Other:
Our next meeting will be October 16th at the SLC (Taylorsville) USU Campus and upon request, at additional USU extension campuses. The topic will be Project ECHO.

Here is our UCCCN YouTube playlist o f recorded archived meeting recordings. We did not record the Sept 2019 meeting.

Best,
Mindy & Tay
Mindy Tueller, MS
Manager, Medical Home Portal
Facilitator, Utah Children’s Care Coordination Network
Department of Pediatrics
University of Utah
801-213-3920


Tay Haines
Portal Services and Resources Coordinator
Medical Home Portal
Department of Pediatrics
University of Utah
801-587-1464
Medical Home Portal | UCCCN | 801-213-3920 | mindy.tueller@utah.edu | Medical Home Portal