In order to provide our professional
service to our clients, a professional staff member will ask prospective
clients to divulge extensive personal information about themselves and their
families. The agency respects the
confidentiality of client and volunteer records, and shares information about
clients and volunteers only among agency
professional staff. The right to confidentiality
applies not only to written records, but also to the publication of clients’ or
volunteers’ names, pictures, or other identifying information.
All records are considered the property
of the agency and not the agency workers, clients, or volunteers
themselves. Information received 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
client, parent/guardian, or volunteer.
1. Information will be released to other
individuals or organizations only upon presentation of an authorized consent to
release information form appropriately signed by the client or volunteer.
2. Information regarding volunteers or
clients will be used in agency publication or promotional materials if the client or volunteer has given
3. For purposes of agency evaluation,
audit, or accreditation, and with approval of our Board of Directors, certain
designated persons may review client and volunteer records. These persons are required to respect the
agency policy on confidentiality.
4. Members of the Board of Directors have
access to client files only upon authorization by formal action of the Board of
Directors and only in crisis situations, event of litigation, or possible
litigation, or for periodic program evaluation…the Board is required to make a
motion that names the authorized person who will review the information and
name the specific reason for the review.
The designated person(s) shall be required to comply with the agency
policies on confidentiality. Violation
will require removal from the Board.
5. Information contained in client and volunteer
files shall only be provided to law enforcement officials or the courts,
pursuant to a valid and enforceable subpoena.
6. Law protects confidential information
that would be provided to agency’s legal counsel in the event of litigation or
7. State law mandates that Big Brothers
Big Sisters agencies must report any suspected child abuse to the Missouri
Division of Family Services.
8. If an agency worker receives
information indicating that a client or volunteer may be dangerous to himself
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.
9. To make a match, profile information is
shared between the prospective match parties. Full names are shared with the
match mates only after both of the involved
parties agree to the match.