A. CONFIDENTIALITY OF CLIENT RECORDS

All client information is confidential. No information, whether written or verbal, will be transferred to a third party without a written release of information signed by the client or legal guardian or by a lawful court order.

All client information is confidential. No information, whether written or verbal, will be transferred to a third party without a written release of information signed by the client or legal guardian or by a lawful court order.

  1. Current releases of information shall be kept in the client records available at the client’s home. Copies of current releases should be kept in the client’s master file in the office.
  2. At hire, all employees must read and sign a confidentiality statement acknowledging the expectation of strict confidentiality as regards to client information.
  3. Any printed material containing client information must be shredded before disposal.
  4. Client information in electronic format may only be stored on secured Kokua computers.  Employees are not permitted to have any Kokua documentation, client photographs or client information on personal devices including, but not limited to, flash drives, lap tops, smart phones or tablets.

Breaching client confidentiality is a serious policy violation and may be cause for disciplinary action up to or including termination.

B. CONFIDENTIALITY OF EMPLOYEE RECORDS

Employee personnel records are confidential. Access to personnel records is limited to the Executive Director, the Director of Client Services, the Human Resources Coordinator, the Administrative Assistant, and the Business Operations Coordinator.

No information from employee records will be shared with a third party without a written release of information from the employee or by a lawful court order.

Employees may have access to copies of their personnel file upon written request. Names of third parties or identifying circumstances should be redacted before disclosure. Any printed material containing employee information must be shredded before disposal.

C. CONFIDENTIALITY

All office personnel should sign a copy of the Administrative Confidentiality Statement at the time of hire.

REVISED 5/13