When Client Notes Are Requested (starts at 2.05 mins)
Do you know how to respond if you receive a phone call from the police requesting that you release a set of client notes?
Rory describes the three situations in which you have to release notes:
- when a client consents to this
- in response to a court order
- when required by a coroner
It’s important to be cautious if you receive such a phone call, checking out carefully that the person calling is who they say they are and really does have the authority to request the release of notes.
Make sure you take a note of the caller’s name, position and organisation – together with a landline number; if the caller claims only to have a mobile number, this is a sign that the call may not be authentic.
Ken and Rory explain the steps you need to take when client notes are requested, and who to involve in this process – in particular, your insurance company, your supervisor and your agency (if applicable).
They also talk about the importance of ensuring that the possible release of notes is covered in the initial contract you make with clients, so that they are already prepared for this eventuality – and about the General Data Protection Regulation (GDPR) and who owns client notes.
Do you have experience of this situation, or questions about how you would respond?
If so, why not start a discussion (giving no client details, of course: client confidentiality is vital) on the Counselling Tutor Facebook page? There, you’ll find tens of thousands of counselling and psychotherapy students ready to support each other.