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Policy 5140 Implementation Procedures - Student Participation in Telehealth Appointments

Policy Document

Implementation Procedures

I. Telehealth Procedures Manual

The Telehealth Procedures Manual will include procedures that must be followed for telehealth appointments and will be made available to HCPSS students, parents, and employees.

  1. Parent Participation

    The parent must be present at the school and monitor their child for the duration of any telehealth appointment.

  2. Release of Records

    The parent is required to provide permission for HCPSS school-based employees to communicate with outside providers who are engaging in telehealth with a student during the school day.

  3. Communication with HCPSS School-based Employees

    1. School-based employees will be made aware of the recommendations of the telehealth providers on an as-needed basis.

    2. Health Services employees may consider integrating telehealth into a student health plan to enhance access to care and improve health outcomes.

  4. The Telehealth Procedures Manual will be reviewed by the Department of Student Well-Being, at least annually.

II. Informed Consent

  1. Parents must provide written informed consent for student participation in telehealth appointments at school.

  2. Parents should consider the need for telehealth versus missing instructional time to have their child’s needs met.

  3. Parents must agree to collaborate with HCPSS school-based employees to help ensure that students keep up with missed instruction.

  4. The consent form will be included in the students’ cumulative record.

III. Confidentiality

  1. HCPSS school-based administrators will choose a location that ensures privacy of telehealth appointments.

  2. HCPSS school-based employees supporting telehealth appointments will ensure confidentiality and that students’ information is kept private.

  3. Students and their parents who participate in telehealth appointments in schools will be made aware of the limits of privacy. Private information may be disclosed in order for HCPSS school-based employees to facilitate a student’s participation in a telehealth appointment and ensure student safety.

  4. Schools will ensure records from telehealth appointments, including schedule of appointments, consent forms, and HCPSS Release of Information Document, are confidential, in accordance with Policy 9050 Student Records.

  5. HCPSS school-based employees will ensure that appropriate records are sent to providers during care coordination activities.

IV. Access to Telehealth Appointments

  1. Evaluating Fit

    1. Schools will assess the student’s condition, the context and environment in which the student interacts, the student’s comfort using technology, and the nature and complexity of the service and/or intervention required and/or being requested by the school.

    2. Schools will develop plans to address students' reasons for telehealth, specifically students who may have chronic needs and/or disabilities. The school must offer the same access to telehealth appointments for all students regardless of disability status.

    3. Schools will ensure that telehealth services support both the health and educational outcomes of students with special needs (e.g., Individualized Education Program (IEP) or Section 504 Plan), will be provided telehealth services to complement their accommodations or services, if appropriate.

    4. Reasonable modifications may be required to ensure students with disabilities have the same access to telehealth appointments.

  2. Scheduling

    1. Each school-based administrator will identify a HCPSS school-based employee as the point of contact for facilitating telehealth appointment scheduling procedures.

    2. Appointments must be scheduled in advance. Middle and high schools will determine designated periods of time weekly to provide access to telehealth appointments. Once established, the schedule will be shared with families proactively to inform them of their telehealth access. Appointments will take place within a private location in the building for parent/student-initiated telehealth appointments.

      1. A school will offer up to five (5) appointment slots per week as available based on student’s needs, school schedules, and space. Schools may determine a weekly schedule with specific time slots to accommodate telehealth appointments.

      2. The telehealth appointment schedule will allow for transition time and/or align with a natural transition during the school day.

    3. Telehealth appointments will be available to families at a maximum of one (1) per quarter, per child. School-based administrators in collaboration with the principal/designee will monitor the scheduling of appointments to ensure equity.

    4. Each middle and high school will establish a protocol for scheduling and canceling appointments, including who is managing the telehealth appointment schedule.

V. In-Person Support Protocols

  1. Parent Participation

    The parent is responsible for ensuring student safety during the telehealth appointment. HCPSS school-based employees will provide resources (e.g. hotline numbers, referral to Grassroots Crisis Intervention Center) as needed, in the event of a crisis during the telehealth appointment.

  2. Transition from Telehealth Appointment

    1. School-based administrators will develop clear expectations and parameters for transitions to and from telehealth appointments during the school day to support student safety in navigating the school building and/or limiting missed instructional time.

    2. Designated HCPSS school-based employees will monitor the start and end times of telehealth appointments to ensure that the student transitions back to class at the conclusion of the appointment.

    3. If transitions are challenging for a student, school staff will discuss with parents the feasibility and appropriateness of telehealth for students who are unable to transition independently.

  3. Missed Instruction

    Missed instruction due to a telehealth appointment will be made up in accordance with Policy 9010 Attendance. Missing class instruction due to a telehealth appointment would be considered a lawful absence for that portion of the day.

VI. Provision of Services

  1. Location for Telehealth Appointments

    1. The school-based administrator will identify a private space that includes:

      1. Internet access

      2. Seating option(s)

      3. Flat surface to hold device (laptop, tablet)

      4. A nearby electrical outlet to accommodate the placement of the device

      5. Is not a bathroom or a closet

    2. Other considerations for the selected location include:

      1. Quiet and private for a confidential telehealth appointment

      2. Accessible to all students, including those with disabilities

      3. Elements that help create a calm and welcoming environment

  2. Technology for Telehealth Appointments:

    1. Parents may provide a personal device upon arrival for the telehealth appointment.

    2. In the event that the parent does not have a personal device, the student should utilize their HCPSS-issued Chromebook. HCPSS school-based employees will ensure that a charger is available for the students’ device.

    3. HCPSS school-based employees should have another HCPSS Chromebook available as a back-up for the telehealth appointment.

    4. Students will comply with established policies regarding the use of computers, tablets, or other devices equipped with high-resolution cameras and microphones for clear communication. (Policy 8080 Responsible Use of Technology, Digital Tools, and Social Media)

VII. Monitoring

Policy 5140 implementation procedures will be overseen by the Department of Student Well-Being.

VIII. History

ADOPTED: July 17, 2025

REVIEWED:

MODIFIED:

REVISED:

EFFECTIVE: July 17, 2025

Policy History Key

  • Adopted-Original date the Board took action to approve a policy
  • Reviewed-The date the status of a policy was assessed by the Superintendent’s Standing Policy Group
  • Modified-The date the Board took action to alter a policy that based on the recommendation of the Superintendent/designee did not require a comprehensive examination
  • Revised-The date the Board took action on a that policy based on the recommendation of the Superintendent/designee needed a comprehensive examination
  • Effective-The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.