D.C. Mun. Regs. tit. 22, r. 22-A6322
A program shall create and maintain an organized record for each client receiving services. Providers shall utilize an EHR system certified by the Department of Health and Human Services Office of the National Coordinator for Health Information Technology to document all phases of the client's treatment and care.
All records must be secured in a manner that provides protection from unauthorized disclosure, access, use, or damage in accordance with both Federal and District laws and regulations.
All client records shall be kept confidential and shall be handled in compliance with 42 CFR Part 2, and Federal and District laws and regulations regarding the confidentiality of client records.
Each provider shall have a designated privacy officer responsible for ensuring compliance with privacy requirements.
A program shall ensure that all staff and clients, as part of their orientation, are informed of the privacy requirements.
A decision to disclose protected health information ("PHI"), under any provisions of Federal or District laws or regulations that permit such disclosure, shall be made only by the Privacy Officer or his/her designee with appropriately administered consent procedures.
A program shall implement policies and procedures for the release of identifying information consistent with Federal and District laws and regulations regarding the confidentiality of client records including 42 CFR Part 2, the District of Columbia Mental Health Information Act, and the Health Insurance Portability and Accountability Act ("HIPAA").
In order to facilitate treatment and care coordination, the program shall encourage all enrolled clients to authorize the release of information to other certified providers, primary health care providers, and other health care organizations engaged in treating the client.
The program director shall designate a staff member to be responsible for the maintenance and administration of records.
A program shall arrange and store records according to a uniform system approved by the Department.
A program shall maintain records such that they are readily accessible for use and review by authorized staff and other authorized parties.
A program shall organize the content of records so that information can be located easily and so that Department surveys and audits can be conducted with reasonable efficiency.
D.C. Mun. Regs. tit. 22, r. 22-A6322