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If I know the role but not the name of the UCSF provider, how do I navigate through the clinic?
If I know the role but not the name of the UCSF provider, how do I navigate through the clinic?
The main number for a clinic will take you to the front desk staff, from whom you can obtain the direct contact of the appropriate provider.
Suggested script:
"Hi, my name is [insert name]. I am a [provider role] with San Francisco Unified School District, and I am requesting to speak to [insert UCSF provider role] in order to gain more information on a student that we serve together. May I please be transferred to speak to them, or can you provide direct contact information for them?"
Do I need a Release of Information (ROI) signed by the parent/legal guardian?
Do I need a Release of Information (ROI) signed by the parent/legal guardian?
According to FERPA, school providers always need an ROI to exchange information with other health care providers outside their own institution. Therefore, any SFUSD provider must have a signed ROI to share information with UCSF providers.
Example: SFUSD RN requires clarification about an asthma plan with a UCSF pulmonologist. SFUSD RN must have a signed ROI on file to contact the UCSF pulmonologist.
However, according to HIPAA, healthcare providers do NOT need an ROI to exchange information about active treatment with other healthcare providers, even outside their own institution. This means that a UCSF provider may share information about mutual patients with SFUSD clinical providers (RN, PT, OT, SLP, Audiologist, or physician) without a signed ROI. An ROI is needed if the SFUSD provider is not a clinical provider (i.e., a teacher or administrator).
Example: UCSF audiologist wishes to send an updated audiogram to SFUSD SLP. A UCSF audiologist may send that audiogram without having a signed ROI.
An ROI form governing bi-directional transfer of information between SFUSD and UCSF can be found here.
See the following references for details:
Concise guidance on HIPAA and FERPA from American Academy of Pediatrics: https://www.aap.org/en/patient-care/school-health/hipaa-and-ferpa-basics/?srsltid=AfmBOoqA5C3zvWfSdQQ-Pc0zmuj78TMlBHgJnkBh1Qafl-iALtmnfJss
In-depth guidance on HIPAA and FERPA from California state: https://courts.ca.gov/sites/default/files/courts/default/2024-12/btb25-2o-01.pdf
Basic guidance on HIPAA from US Department of Health and Human Services: https://www.hhs.gov/hipaa/for-professionals/faq/517/does-hipaa-allow-a-health-care-provider-to-disclose-information-to-a-school-nurse/index.html
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