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FCFC adopts procedure to limit Ohio CANS portal entries to residential referrals
Summary
Citing privacy concerns about statewide access to Ohio CANS assessments, the Fayette County FCFC voted to keep most CANS assessments in the local system and only place records in the statewide portal when a residential referral is involved.
Council members discussed concerns that a statewide assessor could access Ohio CANS assessment information and that sensitive family details might be seen or shared across systems. Megan Gruber proposed a restriction: "do not put in portal unless applying for residential," and members debated keeping CANS assessments in the local FCFC system unless a residential need required statewide sharing.
Sharon Gibbs noted that some families sign a Release of Information to remain local, and members cited a case that prompted the conversation when Ohio RISE assigned a care coordinator and county staff found duplicate coordination and potential double billing. The council moved to adopt a procedure limiting portal entries to residential applications (mover: Faye Williamson; second: Harmony Gay); the motion passed unanimously.
The adopted approach is procedural: the minutes state the recommendation to keep CANS assessments locally accessible unless the record must be moved for residential services. The council did not record specific language for the portal policy in the minutes beyond the motion to approve a procedure and the rationale of protecting sensitive family information.
