Documentation & Record Management Flashcards
7 cards from real CAA practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Documentation & Record Management flashcards as text
A coaching contract should include a section on record-keeping that specifies:
Answer: How records are stored, who can access them, and the retention period
Contracts should clearly outline record storage methods, access policies, and retention periods so clients understand how their information is managed.
A client wants to add their own notes and reflections to their coaching file. The MOST ethical response is to:
Answer: Allow client-authored entries that are clearly labeled and dated
Allowing clearly labeled client entries honors client autonomy and enriches the record, while maintaining the integrity of existing documentation.
Which of the following BEST describes the difference between process notes and progress notes in coaching?
Answer: Process notes capture the coach's reflective observations; progress notes record client outcomes and actions
Process notes are the coach's private reflective tool, while progress notes document client-facing outcomes, goals, and action steps.
When co-coaching with another professional, documentation responsibilities should be:
Answer: Clarified in advance, with both parties knowing their roles and confidentiality obligations
Clarifying documentation roles and confidentiality expectations in advance prevents gaps, duplication, and ethical breaches in collaborative coaching arrangements.
An ADHD coach inadvertently sends a client's progress note to the wrong email address. The FIRST action the coach should take is:
Answer: Immediately notify the affected client and take steps to mitigate the breach
Prompt notification to the affected client and active steps to contain the breach are required ethical responses to any confidentiality incident.
Why is it important to use consistent terminology and formatting in ADHD coaching records?
Answer: To allow for accurate pattern recognition, continuity, and efficient record retrieval
Consistent terminology and formatting enable coaches to identify patterns, maintain continuity across sessions, and locate information quickly when needed.
A coach is updating a record management policy for their practice. Which element is MOST critical to include?
Answer: Procedures for responding to data breaches, including client notification steps
A breach response protocol, including client notification procedures, is a legally and ethically essential component of any robust record management policy.