___________________________________ Code of Ethics for Counselors and Marriage and Family Therapists
16. HIPAA Security, Web Maintenance, and Encryption Requirements a. Videoconferencing applications must have appropri- ate verification, confidentiality, and security param- eters necessary to be properly utilized for this purpose. b. Video software platforms must not be used when they include social media functions that notify users when anyone in contact list logs on skype or g-chat. c. Capability to create a video chat room must be dis- abled so others cannot enter at will. d. Personal computers used must have up-to-date antivi- rus software and a personal firewall installed. e. All efforts must be taken to make audio and video transmission secure by using point-to- point encryp- tion that meets recognized standards. f. Videoconferencing software must not allow multiple concurrent sessions to be opened by a single user. g. Session logs stored by third party locations must be secure. h. Therapists must conduct analysis of the risks to their practice setting, telecommunication technologies, and administrative staff, to ensure that client data and information is accessible only to appropriate and authorized individuals. i. Therapists must encrypt confidential client informa- tion for storage or transmission and utilize such other secure methods as safe hardware and software and robust passwords to protect electronically stored or transmitted data and information. j. When documenting the security measures utilized, therapists must clearly address what types of telecom- munication technologies are used, such as email, telephone, videoconferencing, or text, how they are used, and whether teletherapy services used are the primary method of contact or to augment in-person contact. 17. Archiving/Backup Systems a. Therapists must retain copies of all written communi- cations with clients. Examples of written communica- tions include email/text messages, instant messages, and histories of chat-based discussions even if they are related to housekeeping issues such as change of contact information or scheduling appointments. b. PHI and other confidential data must be backed up to or stored on secure data storage location. c. Therapists must have a plan for the professional reten- tion of records and availability to clients in the event of the therapist’s incapacitation or death. 18. Standardized and Non-standardized Testing for Assessment
a. Therapists must familiarize themselves with the tests’ psychometric properties, construction, and norms in accordance with current research. Potential limita- tions of conclusions and recommendations that can be made from online assessment procedures should be clarified with the client prior to administering online assessments. b. Therapists must consider the unique issues that may arise with test instruments and assessment approaches designed for in-person implementation when providing services. c. Therapists must maintain the integrity of the applica- tion of the testing and assessment process and proce- dures when using telecommunication technologies. When a test is conducted via teletherapy, therapists must ensure that the integrity of the psychometric properties of the test or assessment procedure, including reliability and validity, and the conditions of administration indicated in the test manual are pre- served when adapted for use with such technologies. d. Therapists must be cognizant of the specific issues that may arise with diverse populations when admin- istering assessment measures and make appropriate arrangements to address those concerns, such as lan- guage or cultural issues; cognitive, physical, or sensory skills or impairments; or age may impact assessment. In addition, therapists must consider the use of a trained assistant, or proctor, to be on premise at the remote location in an effort to help verify the identity of the client(s), provide needed on-site support to administer certain tests or subtests, and protect the security of the testing and/or assessment process. e. Therapists must use test norms derived from telecom- munication technologies administration if such are available. Therapists must recognize the potential limitations of all assessment processes conducted via teletherapy and be ready to address the limitations and potential impact of those procedures. f. Therapists must be aware of the potential for unsu- pervised online testing, which may compromise the standardization of administration procedures and take steps to minimize the associated risks. When data are collected online, security should be protected by the provision of usernames and passwords. Thera- pists must inform their clients of how test data will be stored and the electronic database that is backed up. Regarding data storage, ideally secure test envi- ronments use a three-tier server model consisting of an internet server, a test application server, and a database server. Therapists should confirm with the test publisher that the testing site is secure and that it cannot be entered without authorization.
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