Client Confidentiality Policy

Paid and volunteer personnel, to the best of their ability, will ensure confidentiality and privacy in regard to the history, records, and discussions obtained, disclosured and/or held from and with the people we are dedicated to serving.  

When an individual is served by our organization, you become our client. As such clients, Have The Right To: 

  • Receive professional, courteous, and caring assistance that respects and appreciates differences related to race, ethnicity, national origin, gender, sexual orientation, religion, personal values, age, disability, and economic or veteran status. 

  • Fair Treatment
    Clients have the right to expect us to apply eligibility criteria fairly and impartially. 

  • Courtesy and Consideration
    Clients have the right to be treated with courtesy, respect, and consideration. 

  • Privacy and Confidentiality
    Clients have the right to expect that personal and financial information is protected against unauthorized use or disclosure. We do not release information without obtaining a written consent/permission from the client, except upon a court order, such as required by law (as in the case of certain communicable diseases and/or reports of child abuse).  Additionally,  or as required, in our judgment, to protect the client or others from physical danger. 

  • Information
    You have the right to get complete, accurate, and clear information about client rights, entitlements, and/or obligations that the client may need to participate in regarding decisions about your care, as well as to give consent before any information or referrals are completed. 

  • Entitlements
    Clients have the right to every service they are eligible for.   

  • Formal Review
    If any client believes they have not received fair treatment or inadequate services, said client has the right to appeal their case. If any client feels their rights have not been respected, we encourage you to speak with a supervisor.

Client Responsibilities  

  

  • To provide accurate and complete information about your current situation and provide documentation.

  • To ask questions to make sure you understand the services you will receive and any instructions.

  • To follow through on pending documentation to obtain services.

  • To keep your appointment, or change or cancel it in a timely manner, to allow others in need to have access to services.

  • To use services wisely, be aware of costs of services and not waste resources.

  • To be respectful of others, including staff, volunteers and clients.

  • To communicate with volunteers or a staff member if you have concerns or suggestions about the care you receive here, so we can work together to provide you with the best possible service in the future.

 

The very fact that an individual is served by this nonprofit 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 the organizational mission and/or purposes.

 

This means that staff shall not disclose any information about a person, including the fact that the person is or is not served by The William James & Rosa Lee Little Foundation, Inc. #rosaswill, to anyone outside of this organization unless authorized by the executive director, other authorized personnel or for law enforcement purposes.  The principle of confidentiality must be maintained in all programs, departments, functions and activities.

  • No information requested by someone outside the nonprofit will be given over the telephone. All personnel are instructed to respond with the following statement:Nonprofit policy does not permit me to give out this information."  That includes whether or not a person is or has been served by this nonprofit unless authorized in writing by the client.  

 

  • Before information is released, release-of-information forms will be explained and completed in the presence of the person about whom any information may be released. 

  • No information about individuals or records will be released to state, federal, or other agencies that enables the identification of any person by name, address, Social Security number, or other coding procedure. 

  • 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. 

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