All information regarding clients, including medical, financial, and treatment information, is to be kept strictly confidential and released only upon written consent of the client. Client information (even acknowledging a client is a client in the Center) is never given over the phone or in person to anyone without written, signed consent from the client being discussed.
Cases are not to be discussed in open, public areas. Conversations about specific clients should occur in supervision or only with those who should have information about the case (team members, for example). Any case discussions or debriefing should occur in a private area. Cases or the nature of your clinical work should NEVER be the subject of online posts.
Student therapists only have access to cases that they are assigned to as observation or reflecting team members, therapists, or supervision group members. Watching sessions, reading case notes, or viewing videos in which you do not have a clear role is a violation of client confidentiality. Such egregious acts may result in immediate dismissal from the program.
The student therapists in the Center provide therapy. Student therapists do not provide psychological assessments, substance abuse assessments, Child Sexual Abuse, or Custody assessments, Emotional Support Animal evaluations, or work accommodation assessments. All of these assessments are outside of the domain of this Center. Consult with a supervisor to make referrals to the appropriate professionals for these services.
Any children under the age of 13 are to be supervised by an adult while in the Center. Neither the Clinic Administrative Assistant nor the evening receptionist should be directly or indirectly used for the supervision of children in the waiting area. For minors ages 13-17, if they are able to self-regulate and keep themselves and others safe while left unattended in the waiting room, that is permissible. If you are unsure about the appropriateness of a minor being left alone in the waiting room, seek supervisory support.
Talk with your supervisor about responding to children entering teletherapy sessions. There may be times when children can be incorporated into sessions and others when arrangements should be made for children to remain out of the room.
At times, a client may need a referral to an outside resource. There is an online Human Services directory on the 211 CNY website. In addition, the Mental Health Association (315-445-5606) has an information and referral service.
If you and your supervisor determine your client needs a psychiatric referral, there are a few facilities that clients have used: the Liberty Resources (315-472-4471), SUNY Outpatient Clinic (adults 315-464-3165 or children 315-464-3145) and St. Joseph’s Outpatient (adults 315-703-2773 or children 315-703-2800).
There is also a list of referral sources available at the front desk of the Center. Please consult with your supervisor about what may be most appropriate.
Students cannot agree to accept subpoenas. If a student is contacted about a subpoena, refer the person to the Clinic Administrative Assistant for directions about how to serve it. The University is not obligated to comply with a subpoena sent via mail or fax; consequently, subpoenas should not be accepted by mail or fax. If a subpoena is served on you by personal delivery of a process server, direct the server to our Clinic Administrative Assistant. If a subpoena is received by mail, fax, or in person give it immediately to the Clinic Director
Specific client authorization must be obtained to fax any confidential client information. Prior to faxing confidential information, the recipient of the fax should be contacted to determine their procedures for assuring confidentiality. All faxes should be accompanied by a fax cover sheet and any fax that includes confidential information should indicate this on the fax cover sheet.
Incoming faxes: You will receive an email notice from the Clinic Administrative Assistant that you have received a fax. Your supervisor will be copied. Please review with your supervisor before responding.
Outgoing faxes: Copies of all outgoing faxes are to be placed in the file & copies uploaded to Titanium. You will need to fill out a clinic fax form before sending. Be sure you have consulted with your supervisor and have a signed release before sending any client information.