Confidentiality & Documentation

Doula Confidentiality & Documentation

Purpose

Community Perinatal Doulas are non-medical, but they still provide a structured professional service. Documentation supports continuity across visits and protects both the client and the doula when it remains non-clinical and action-focused. We use a HIPAA-style privacy model because many doulas are not "covered entities," but HIPAA standards still provide an excellent privacy model, and clients deserve privacy, dignity, and control over their information regardless of whether HIPAA legally applies.

Core Confidentiality Expectations

• Minimum necessary sharing — only share the smallest amount of information needed for the purpose.
• No public discussion — do not discuss client details in public or with anyone not authorized by the client.
• Secure storage — keep client information secure, including locked paper files and password-protected digital files on private devices when possible.
• Texting and email boundaries — do not text sensitive details unless the client has explicitly consented to that type of communication.

When Written Permission Is Required

Authorization to Release or Exchange Information (ROI): written permission is required before coordinating with providers, clinics, case managers, WIC, home visiting, lactation support, pediatric offices, or other services. The ROI should identify the recipient, what may be shared, the purpose, expiration, and the client's ability to revoke permission.

Consent for electronic communication: defines how you may communicate and what topics are okay by text or email; completed at intake and updated as preferences change.

Consent for appointment preparation and accompaniment: clarifies the doula's role at appointments and protects boundaries and privacy in clinical spaces.

Documentation Must Stay in Scope

Documentation should record what support was provided, what was reported (labeled as reported), what referrals or escalation steps were taken, and what next steps were planned, without clinical interpretation.

Applicability

This policy applies to all certified Community Perinatal Doulas and is a condition of certification and recertification.