4. Shall be appropriately authenticated in the electronic system for organizations that maintain electronic records. (d) When client records are corrected or amendments are completed using the mark through method, amendments or marked through changes must be executed as follows: 1. The information to be amended is struck out with a single line that allows the stricken information to be read. 2. The amended entry is initialed and dated. (e) At the completion of assessment for treatment, the following information, if available, shall be recorded in the client record: a description of how linguistic support services will be provided to clients who are deaf or have limited English proficiency including a signed waiver of free language assistance if the client who is deaf has limited English proficiency has refused interpreting or translating services. If a family member is used to interpret, such should be documented in the consumer record. No one under the age of eighteen can be used as interpreters. (f) The provider organization shall establish a formal system to control and manage access to client records that shall include, at a minimum: 1. Procedures for control and management of access to paper and electronic records. 2. A designated staff member responsible for the storage and protection of client records at each location where records are stored. 3. A process in which the location of a record can be tracked and documented at all times. 4. Identification of program personnel with access to client records.
4. Shall be appropriately authenticated in the electronic system for organizations that maintain electronic records. (d) When client records are corrected or amendments are completed using the mark through method, amendments or marked through changes must be executed as follows: 1. The information to be amended is struck out with a single line that allows the stricken information to be read. 2. The amended entry is initialed and dated. (e) At the completion of assessment for treatment, the following information, if available, shall be recorded in the client record: a description of how linguistic support services will be provided to clients who are deaf or have limited English proficiency including a signed waiver of free language assistance if the client who is deaf has limited English proficiency has refused interpreting or translating services. If a family member is used to interpret, such should be documented in the consumer record. No one under the age of eighteen can be used as interpreters. (f) The provider organization shall establish a formal system to control and manage access to client records that shall include, at a minimum: 1. Procedures for control and management of access to paper and electronic records. 2. A designated staff member responsible for the storage and protection of client records at each location where records are stored. 3. A process in which the location of a record can be tracked and documented at all times. 4. Identification of program personnel with access to client records.