Data Guidelines

Last updated on: October 12, 2022

Data Transfers

The Relay team is dedicated to streamlining data transfer from the current district platform(s) into the Relay system. To achieve this effectively during your implementation your district agrees to:  

  • Best effort to provide data matching the file format (template) provided by the implementation team.  
  • Using the file templates provided, provide data export samples of student, IEP (Individualized Education Plan) data, provider, and any other data the district will be sending at or within two weeks of technical kickoff.  
  • Deliver data into the designated shared folder on agreed upon schedule.  
  • Make technical resources and system export capabilities available in accordance with the implementation schedule.  
  • Make reasonable data entry process changes at the district level for standardization of data provided to Relay. For Example: Upon reviewing your districts data set, we may see the same data being inputted inconsistently (I.e., 90 minutes being inputted as 1.5 hours), we would ask that the district input data consistently going forward and complete a one-time data cleanup)  

Delays by the district to provide this information and resources will result in a delay in the implementation of a fully functioning solution until the district can effectively address and resolve data discrepancies.

AI Tools and Data Usage

 At Relay, we’re always looking for ways to make our services more accurate, efficient, and responsive for your team. That includes how we work behind the scenes to support your Medicaid billing and documentation programs.

Relay incorporates AI tools into select internal workflows to support the Services we provide your district. This means AI may assist our team with tasks like claims triage and remediation, compliance gap analyses, reporting, and records reconciliation.

We want to be clear about what this means for your data:

  • Your data will be contained in environments that share our data and security standards.
  • Your data will never be used to train AI models.
  • Your data will never be shared with other customers.
  • AI will never be used to make student-facing decisions about educational or health services, eligibility, placements, or benefits.
  • We work only with AI providers under Business Associate Agreements (BAAs) and security standards that match our own contractual obligations to you.
  • Human review remains part of every workflow — AI supports our team, it does not replace judgment.

If you prefer that Relay not use AI tools to process your district’s data, you may opt out by contacting us at help@relayhub.com. We will honor all opt-out requests. Please be aware that opting out may require additional manual processing time on our end, which could affect turnaround on certain service activities.

Current AI Subprocessors

  • Claude
  • OpenAI ChatGPT
  • Otter AI
  • botDojo
  • LIDO
  • ZenDESK (AI Chatbot)
  • Gong