New Jersey Administrative Code
Title 13 - LAW AND PUBLIC SAFETY
Chapter 34 - BOARD OF MARRIAGE AND FAMILY THERAPY EXAMINERS
Subchapter 8 - CLIENT RECORDS; CONFIDENTIALITY
Section 13:34-8.2 - Use of personal or other computer to prepare client records

Universal Citation: NJ Admin Code 13:34-8.2

Current through Register Vol. 56, No. 18, September 16, 2024

(a) A licensee who prepares a client record maintained solely on a personal or other computer shall use a write-protected program which:

1. Contains an internal permanently activated date and time recordation for all entries;

2. Automatically prepares a back-up copy of the file; and

3. Is designed in such manner that, after the licensee signs by means of a confidential personal code ("CPC"), the entry cannot be changed in any manner.

(b) The licensee shall include in the client record at least two forms of identification; for example, name and record number, or any other specific identifying information.

(c) The licensee shall finalize or sign the entry by means of a CPC. Where more than one individual is authorized to make entries into the computer file of any client record, the licensee responsible for the practice shall assure that each such person obtains a CPC and uses the program in the same manner.

(d) A licensee wishing to continue a system of computerized client records that does not meet the requirements of this section shall promptly initiate arrangements for modification of the system. In the interim, the following will apply:

1. On the date of the first treatment, evaluation, or consultation subsequent to effective date of rule, and after each visit continuing to the date of the changeover, the licensee shall:
i. Print out a hard copy of the entire computer recorded client record; and

ii. Date and initial each page of the printout.

2. The licensee shall retain all hard copies as a permanent part of the client record.

(e) A licensee shall document any addenda or corrections to a client's record in a separately dated, signed, and timed note.

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