Digital Communication and Records in Service Provision and Supervision: Regulation and Practice

Abstract

While the use of computer-based communication, video recordings, and other "electronic" records is commonplace in clinical service settings and research, management of digital records can become a great burden from both practical and regulatory perspectives. Three types of challenges commonly present themselves: regulatory requirements; storage, transmission, and access; and analysis for clinical and research decision-making. Unfortunately, few practitioners and organizations are well enough informed to set necessary policies and procedures in an effective, comprehensive manner. The three challenges are addressed using a demonstrative example of policies and procedural guidelines from an applied perspective, maintaining the unique emphasis behavior analysts place upon quantitative analysis. Specifically, we provide a brief review of federal requirements relevant to the use of video and electronic records in the USA; non-jargon pragmatic solutions to managing and storing video and electronic records; and last, specific methodologies to facilitate extraction of quantitative information in a cost-effective manner.

Acceptability and Feasibility of Virtual Behavior Analysis Supervision

“…During telehealth sessions, major HIPAA-compliant platforms (e.g., Zoom, WebEx) allow for session recording. Prior to using virtual platforms, BCBAs should first review best-practice recommendations for virtual communication and delivery of services (e.g., Cavalari et al, 2015;Rios et al, 2018). However, a HIPAA business associate agreement (BAA) that details each party's responsibilities with the recording is necessary prior to internal use to minimize potential security concerns (Britton & Cicoria, 2019).…”

Towards a Competency-Based, Ethical, and Socially Valid Approach to the Supervision of Applied Behavior Analytic Trainees

“…Supervision conducted via videoconferencing must ensure client confidentiality by facilitating sessions through HIPAA and FERPA compliant videoconferencing software (e.g., Adobe Connect, Vidyo, VSee); however, due to perpetual changes to videoconferencing software, supervisors should thoroughly scrutinize potential software before using it during remote supervision. Readers are also encouraged to review Cavalari, Gillis, Kruser, and Romanczyk (2015) for an extended discussion regarding digital sharing and storage of audio-visual recordings.…”

How to Identify Ethical Practices in Organizations Prior to Employment

“…He or she may then ask questions specific to supervision and professional development during an interview. In another example, a behavior analyst may learn from a colleague that individuals within an organization may not adequately manage its health records and digital communication (see Cavalari, Gillis, Kruser, & Romanczyk, 2015). This information may set the occasion for the behavior analyst to pay attention to these practices while on an interview.…”

“…1.05 behavior analyst may want to inquire about how electronic health records are managed in order to understand how organizational practices align with state and federal laws and the BACB® Code. Cavalari et al (2015) offer suggestions for appropriate maintenance of digital health records and further describe the importance of such actions.…”