BEST PRACTICES REGARDING PATIENT INFORMATION

The process of collecting, storing, using, and keeping confidential information regarding sexual orientation and gender identity is evolving at most healthcare institutions. In 2011, the Institute of Medicine recommended that all healthcare institutions integrate data related to sexual orientation and gender identity into medical records. Appropriate data collection and privacy policies can lead to improved access, quality of care, and outcomes (Medina & Mahowald, 2022; GLMA, n.d.).

Inclusive Data Collection

Data collection on intake and other forms should allow for appropriate responses that are inclusive of LGBTQ+ patients. Best practices when collecting data include asking questions about gender first, then sexual orientation, followed by relationship status. Examples of inclusive data collection are indicated below.

Name

• Legal name:_________________________
• Name you use:_________________________

Gender Identity

• What was your assigned sex at birth (ASAB)?
  [  ] Male
  [  ] Female
  [  ] Other ASAB not listed here
  [  ] Do not wish to disclose

• What is your gender identity? (check all that apply)
  [  ] Male
  [  ] Female
  [  ] Transgender Male
  [  ] Transgender Female
  [  ] Queer
  [  ] Nonbinary
  [  ] Cis-male
  [  ] Cis-female
  [  ] Gender identity not listed above_________________
  [  ] Do not wish to disclose

• What are your pronouns (check all that apply)?
  [  ] He/him
  [  ] She/her
  [  ] They/them
  [  ] Your name
  [  ] Pronouns not listed above________________

Sexual Identity

• [  ] Straight
  [  ] Gay
  [  ] Lesbian
  [  ] Bisexual
  [  ] Queer
  [  ] Questioning
  [  ] Don’t know
  [  ] Sexual identity not listed above_________________
  [  ] Do not wish to disclose

Relationship Status

• [  ] Single
  [  ] Married
  [  ] Partnered/long-term or domestic partnership
  [  ] Divorced/separated
  [  ] Widowed
  [  ] Do not wish to disclose

(Grasso et al., 2021; National LGBT HEC, 2022)

Privacy Policies

It is important to assure all patients that any information collected is considered confidential. Confidential information may include patient-provider conversations and any data collected and stored in the medical record. Assurance of patient privacy may help LGBTQ+ patients feel more comfortable disclosing information within a healthcare setting knowing that it is protected. A confidentiality and privacy policy should be available in written format and readily available for patients to read and understand.

Elements to include in a privacy policy include:

• What information is covered by the policy
• Who has access to the medical record
• How test results remain confidential
• How information is shared with their insurance provider
• Any instances when maintaining confidentially is not possible
  (GLMA, n.d.)