CAA Documentation & Record Management 2 — Questions and Answers
Question 1: A CAA coach is switching from paper to digital records. Which factor is MOST important when selecting a digital platform for client documentation?
- Cost of the subscription
- HIPAA-compliant encryption and access controls (Correct answer)
- Availability of mobile apps
- Integration with social media
Correct answer: HIPAA-compliant encryption and access controls
HIPAA-compliant encryption and access controls protect confidential client information and are the top priority when selecting a digital documentation platform.
Question 2: Which element should always appear on a coaching session note to ensure clarity and accountability?
- Client's insurance information
- Date of session, goals discussed, and action steps agreed upon (Correct answer)
- Coach's personal reflections on the client
- A transcript of the full conversation
Correct answer: Date of session, goals discussed, and action steps agreed upon
Session notes should at minimum capture the date, goals addressed, and action steps to create a clear record of progress and commitments.
Question 3: A client requests their complete coaching file. Under ethical best practices, the coach should:
- Deny the request to protect proprietary methods
- Provide records only if a court orders them
- Share the records in a timely manner as the client owns their own data (Correct answer)
- Redact all goal-setting information before sharing
Correct answer: Share the records in a timely manner as the client owns their own data
Clients have the right to access their own records, and ethical coaching practice requires timely provision of that information upon request.
Question 4: How long should a certified ADHD coach typically retain client records after the coaching relationship ends?
- 6 months
- 1 year
- At least 7 years, or longer if state law requires (Correct answer)
- Records can be deleted immediately upon termination
Correct answer: At least 7 years, or longer if state law requires
A minimum of 7 years is a widely recommended retention period, though coaches must also comply with applicable state laws that may require longer retention.
Question 5: Which practice BEST protects against unauthorized access to electronic client records?
- Saving files with the client's first name only
- Using unique strong passwords and two-factor authentication (Correct answer)
- Storing records in a shared team folder
- Emailing records to yourself as a backup
Correct answer: Using unique strong passwords and two-factor authentication
Strong, unique passwords combined with two-factor authentication significantly reduce the risk of unauthorized access to sensitive electronic records.
Question 6: A coach notices a discrepancy between what a client said in session and what was documented in a previous note. The BEST course of action is to:
- Ignore the discrepancy to avoid conflict
- Delete the old note and rewrite it
- Add a dated correction note while preserving the original entry
- Discuss the discrepancy with the client and document the clarification (Correct answer)
Correct answer: Discuss the discrepancy with the client and document the clarification
Discussing the discrepancy with the client and documenting the outcome preserves accuracy and transparency without altering the original record.
Question 7: Which of the following is an example of a breach of documentation confidentiality?
- Storing encrypted client files on a secured server
- Discussing a client's progress in a supervision session without identifying information
- Leaving printed session notes visible on a shared office desk (Correct answer)
- Shredding outdated paper records
Correct answer: Leaving printed session notes visible on a shared office desk
Leaving identifying client notes visible in a shared space violates confidentiality by exposing private information to unauthorized individuals.
CAA Documentation & Record Management 2
A CAA coach is switching from paper to digital records.
Which factor is MOST important when selecting a digital platform for client documentation?