order for BBBS of Northeast Alabama to provide a responsible and professional
service to clients, it is necessary for volunteers, clients, and parents/guardians
of clients to be asked to divulge extensive personal information about
themselves and their families. The
agency respects the confidentiality of client and volunteer records and, with
the exception of situation listed below, shares information about clients and
volunteers only among the agency professional staff. The right to confidentiality applies not only
to written records, but also to video, film, pictures or the use of client or
volunteer’s name in agency publications.
records are considered the property of the agency, and not of agency workers,
or clients, or the volunteers themselves.
In order to provide a service, which is in the best interest of the
children served in the program, information from outside sources, including
confidential references, must be assessed along with information gained from
the clients or volunteers themselves.
Records are not available for review by the clients or volunteers. Clients and volunteers shall provide at the
time of application, a copy of this statement on confidentiality, along with
the exceptions which define the limits of confidentiality. Clients and volunteers shall sign a statement
that they have read and understand the agency policy on confidentiality, and
that they agree to program participation under the guidelines it sets forth.
will be released to other individuals or organizations only upon presentation
of an authorized Consent to Release Information Form, appropriately filled out
and signed by client or volunteer.
information regarding clients and volunteers may be used in agency publications
of promotional materials if the client or volunteer has given written permission.
purposes of program evaluation, audit, or accreditation, and with the prior
approval of the Board of Directors, certain outside bodies, such as BBBS of
America, may have access to client and volunteer records. The outside organization shall be required to
respect the agency policy on confidentiality.
Outside parties shall be required to use information only for the
purpose(s) stated in the approval action Board of Directors. Known violations of agency confidentiality
policy will be reported to the supervisor of the individual involved and
appropriate disciplinary action shall be requested.
of the Board of Directors have access to client files only upon authorization
by formal motion of the Board of Directors.
The motion shall state who shall be authorized to review the records,
the specific purpose for such review and the period of time during which access
shall be granted. Members shall be
required to comply with the agency policies on confidentiality and may use the
information only for the purpose stated by the approved action of the Board of
Directors. Know violation shall be
reported to the Board President. A
violation of the agency’s confidentiality policy by a Board Member shall
constitute an adequate cause for removal from office.
shall only be provided to law enforcement officials for the courts, pursuant to
a valid and enforceable subpoena.
shall be provided to any agency’s legal counsel in the event of litigation of
potential litigation involving the agency.
Such information is considered privileged information, and its
confidentiality is protected by law.
law mandates that suspected child abuse be reported to the Department of Human
Resources. All workers are responsible
for staying abreast of such reporting requirements in their respective
jurisdictions, and shall always comply with mandated procedures.
an agency worker received information indicating that a client or volunteer may
be dangerous to himself, herself or to others, necessary steps may be taken to
protect the appropriate party. This may
include a medical referral or a report to the local law enforcement