How to access a past student’s client case notes

As this process must take place on-site (not via screen share) and with supervision by a Board Approved Supervisor, accessing client case notes must be discussed and scheduled with either your CMI Supervisor or Placement Coordinator.

The below process is only for client case notes that are stored at CMI. If you are needing access to client case notes that have been stored at the placement, you need to speak to your Supervisor or Placement Coordinator to assist in contacting the relevant representative of the agency/school about their accessing of case notes process as each agency/school may differ. There may be instances where an agency/school will not release this information at all.

NOTE: CMI clinic notes are classed as ‘stored at Placement’ not via the school (CMI). Please speak to your Supervisor or PC as per above.

Accessing a Past Student’s client case notes

If you’re on placement and find you need to access a past student’s client case notes for a client you are working with, please follow the steps below:

You will need to obtain consent from the relevant client by completing a ‘Release of Information’ form. If your client is under 18 years of age, you will need the consent of a parent or guardian. If you’re unsure of what form you require, please speak to your Supervisor or Agency Rep (Release of Information forms can be found here – https://my.cairnmillar.edu.au/knowledgebase/general-placement-forms-guides/)
Advise your Supervisor that you are requesting access to another student’s client case notes because if access is granted, you need to arrange a time with your Supervisor to view the case notes on campus with your Supervisor present.

NOTE: If your Supervisor if off-site and not a Cairnmillar Institute staff member, please speak to your Placement Coordinator for an alternative on-site staff member to supervise while you view the case notes.

Once you have a completed and signed Release of Information form and have a date and time arranged with your Supervisor (or alternative on-site Cairnmillar staff member as arranged by your Placement Coordinator) you will need to then submit a Request to Access Client Case Notes form –https://my.cairnmillar.edu.au/request-to-access-client-case-notes-form/
Your Supervisor (or alternative on-site Cairnmillar staff member as arranged by your Placement Coordinator) will receive this request and arrange for the client case notes to be accessible for you to view during the time you have arranged.

Note: You are prohibited from taking any sort of images/copies of the client case notes. You can only make your own individual notes and observations.

Requesting access to client case notes a student created themselves

If you submitted client case notes that you created while on placement and now need access to them for writing a case report:

Advise your Supervisor that you need to access client case notes you created while on placement because if access is granted, you need to arrange a time with your Supervisor to view the case notes on campus with your Supervisor present before submitting your request via the form.

Once you have date arranged and approval from your Supervisor (or alternative on-site Cairnmillar staff member as arranged by your Placement Coordinator) you will need to then submit a Request to Access Client Case Notes form –https://my.cairnmillar.edu.au/request-to-access-client-case-notes-form/
Your Supervisor (or alternative on-site Cairnmillar staff member as arranged by your Placement Coordinator) will receive this request and arrange for the client case notes to be accessible for you to view during the time you have arranged.

Note: You are prohibited from taking any sort of images/copies of the client case notes. You can only make your own individual notes and observations.

Any questions or concerns, please email placements@cairnmillar.edu.au