Confidentiality Policy

All employees, Board members and volunteers are bound by the rule of total confidentiality regarding any information pertaining to a client, written or verbal.

"I will protect the privacy of clients and hold in confidence all professionally acquired information concerning them. I will disclose such information only when authorized or when obligated legally or professionally to do so."

PROCEDURE:

1.) Clients must provide a written consent before any information can be released to, or obtained from, another individual, agency or institution. Each authorization for the release of information must bear the name of one specific individual, agency or institution, the client(s) signature(s), the date and the signature of the witness. If the information needed pertains to a couple or a family, each individual over the age of 16 must sign the consent form. If the client is under 16 years of age, authorization for release of information must be signed by a parent or guardian. An authorization for release of information is valid for six months from the date it is signed. The original consent form is retained in the client's file at the Agency or institution releasing client information. A copy of the consent form is retained in the file at the Agency or organization that is requesting the release of client information.

2.) No confidentiality can be promised where the worker has suspicion or proof of child abuse.

3.) A worker may be legally required to provide confidential information, including files and recordings by court order. This fact must be made clear to all clients at the time they engage the Agency.

4.) If the worker has reason to believe that a client may be a danger to himself or others, or may be in violation of the law, he/she must consult the Executive Director or his/her designate to determine an appropriate course of action.

5.) Client information may be shared with Family Service Windsor - Essex County staff and in-service students for the purpose of case supervision, case consultation and continuing education.

6.) Interviews may be audio or video recorded for the purpose of case consultation and continuing education providing the client fully understands that such equipment is being used and gives written consent.

7.) All client files, audio and video recordings are to be kept under security lock on the Agency premises and are the property of Family Service Windsor - Essex County.

8.) All client files either hard copy or computerized may be removed from the Agency ONLY with express permission of the Executive Director. While such files are off the premises, the assigned worker is fully responsible for ensuring the safety and security of such files in accordance with agency policies and practices. In the absence of the Executive Director, the board president may give permission.

9.) Computer systems including disks will be secured after hours. Confidential records held in the computer will be safeguarded by the use of passwords.

10.) Electronic client records will be backed up and retained in a secure off-site location.