Information-sharing approach

Clear status.
Defined information boundaries.

Give school and provider teams a shared understanding of what information is visible, to whom and for what purpose.

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VISIBILITY WITH BOUNDARIES
School portalAppropriate operational status
Provider EHRFull clinical records
Role-limited access · Authorized staff
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At a glance

SchoolSpan is designed for role-limited operational coordination. Authorized school staff receive appropriate referral status, while full clinical records remain in the provider’s EHR. Specific access, security and information-sharing requirements must be reviewed for each implementation.

01

Separate operational coordination from clinical documentation

A school may need appropriate context about whether a referral has been received or whether an operational step is pending. That does not mean it needs a therapy note or the provider’s full clinical record.

Information areaIntended coordination roleBoundary to confirm
Referral progressUnderstand the current operational stepWhich roles can see each status and field
Consent and intake progressIdentify whether a required step is pendingWhich completion indicators are appropriate to share
Assignments and waitlistsCoordinate the next handoff within the provider teamWhat, if any, assignment or waiting status a school should see
Clinical notes and full treatment recordsRemain in the provider EHRKeep the clinical record outside the school status experience
Program reportsReview school or district operationsWhich report detail is appropriate for each audience

Even a limited status can reveal sensitive information. The distinction between operational and clinical information helps define purpose; it does not by itself determine whether sharing is permitted.

02

Define access by role, school and purpose

Before rollout, provider and school teams should identify the people who need access, the schools they support and the information necessary for their responsibilities. Confirm how more granular permissions fit the implementation scope.

  • Name the provider roles handling referrals, family follow-up, assignments and reporting.
  • Identify authorized school contacts and their school relationships.
  • Agree on visible fields and the meaning of each status.
  • Plan how access is reviewed when a person’s role changes.

These are implementation questions to resolve, not a statement that every possible access control is currently available.

03

What should a provider review before implementation?

  • Required agreements, authorizations and organizational policies for information sharing.
  • Security documentation and the controls your organization requires.
  • Contractual requirements, including any agreement your review identifies as necessary.
  • What information belongs in SchoolSpan and what remains in the EHR.
  • The EHR handoff or integration scope and responsibility for each step.
  • Access review and the handling of changes in school relationships.

Discuss specific security controls and contractual terms during diligence. This page does not claim a certification, establish HIPAA or FERPA compliance, or substitute for your organization’s legal and privacy review.

04

Start with a concrete visibility conversation

Choose one typical referral journey and ask what each participant needs to do at each stage. For every proposed school-visible field, identify the intended purpose, the audience and the applicable sharing basis.

This produces a more useful discussion than a broad promise that schools can “see everything” or that “status is always safe to share.” It also helps keep a simple portal aligned with the program’s actual boundaries.

Use the school status planning guide →
Security roadmap

A clear commitment.
A transparent roadmap.

Security is a product priority for SchoolSpan. Planned work includes HIPAA-related safeguards, SOC 2 readiness and ISO certification planning.

Prepare your security questions ↗
HIPAA-related safeguardsPlanned
SOC 2 readinessPlanned
ISO certification planningScope to confirm

These are planned initiatives, not claims of completed compliance, attestation or certification. Specific controls, standards and timelines need to be confirmed.

Questions, answered

Frequently asked questions

Is operational referral status always safe to share with schools?

No. Operational status can be sensitive. Appropriate sharing depends on the roles, purpose, authorizations, agreements and requirements applicable to the program.

Does this page confirm HIPAA or FERPA compliance?

No. It describes the intended information-sharing approach. Specific legal requirements, contracts and technical controls must be reviewed for the implementation.

Where are clinical records intended to stay?

The provider’s existing EHR remains the system for clinical documentation and billing. SchoolSpan focuses on operational coordination around the referral journey.

Can we review security requirements before committing?

Security documentation, required controls and contractual terms should be discussed during diligence. Availability and implementation details must be confirmed directly.

Let’s map your program’s next step.

Start with your schools, your current workflow and the coordination gaps you want to close.

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SchoolSpan works alongside your existing EHR.