Client Confidentiality

Employees will, to the best of their ability, ensure confidentiality and privacy in regard to history, records, and all discussions about the people we serve.  The very fact than an individual is served by Open Door Community House, Inc. must be kept private or confidential; disclosure can be made only under specified conditions, which are described below, for reasons relating to law enforcement and fulfillment of our mission.  This means that employees shall not disclose any information about a person, including the fact that the person is or is not served by our organization, to anyone outside of this organization unless authorized by the Executive Director or other authorized personnel.  The principle of confidentiality must be maintained in all programs, department, functions and activities.

• No information requested by someone outside Open Door Community House, Inc. will be given over the telephone.  Employees are instructed to respond with the statement:  “Open Door Community House, Inc. policy does not permit me to give out this information.”  That includes whether or not a person is or has been served by Open Door Community House, Inc.

• Release of information forms will be explained and completed in the presence of the person about whom any information may be released, before it is released.

• No information about individuals or records will be released to state, federal or other agencies that enable the identification of any person by name, address, social security number of other coding procedures, unless required by law.  (Examples of when information would be released:  records have been subpoenaed, required by Department of Homeland Security.  Before any information is released, a release of information form will be signed by the client.)

• If records are inspected by an outside agency, the individual(s) who inspect the records must be specifically authorized to do so by the Executive Director.  The taking of notes, copying of records or removal of records is specifically prohibited in such cases.

• Employees will not discuss any individual’s record with unauthorized individuals, whether on or off duty.  All employees are required to sign a confidentiality acknowledgement stating their responsibility and commitment in regard to client information.