CLIENTRECORDS POLICY

DATE OF INTERNAL MANAGEMENT COMMITTEE (IMC) ENDORSEMENT / 24th March 2018
ORIGINAL ISSUE DATE
DATE TO BE REVIEWED / 24th March 2019
CONTACT / Internal Management Committee
POLICY NUMBER / VERSION / Draft

POLICY STATEMENT

This policy outlines ORGANISATIONS NAMEapproach to the recording, release and retention of information in relation to its clients. We recognise and respect each client's right to privacy, dignity and confidentiality in all aspects of his or her life. Recognition is given to the fact that client records are legal documents and are an integral component of service delivery.

PURPOSE

It is the ORGANISATIONS NAME‘s duty to provide quality services to its clients. The acquisition and retention of relevant client information is essential to fulfilling this commitment.

It is the right of the clients to have their confidentiality and privacy respected. The purpose of this policy is to ensure that a high standard of information acquisition and recording is achieved.

Client confidentiality and privacy are respected and that written and spoken information is protected from access and use by any unauthorised persons.

SCOPE

This policy applies to the Manager, all staff of PM ORGANISATIONS NAMEand agency workers.

PROCEDURES

  1. Information about an individual that is required for service delivery will be sought with the individual's written consent (or the written consent of person responsible or guardian).
  2. For each client, the organisation will:
  3. Create individual records, and
  4. Accurately record all relevant personal, medical and service provision information.
  5. Purpose of client records
  6. To ensure the existence of an adequate information base to facilitate the identification, implementation and delivery of quality services.
  7. To maintain documentation of a legally acceptable standard.
  8. To maintain records about each client and service provision.
  9. To provide information for reporting purposes.
  10. Access to client records
  11. As all client information is confidential, all client records will be stored in a secure environment at all times.
  12. Only authorised staff will have controlled access to client information/records.
  • Client records are the property of the organisation, but clients may have supervised access to their own records following written a request, either by mail or electronically, and authorisation by the general manager, independent living services.
  1. Disclosure of client Information
  2. Information contained in a client's record will only be disclosed with the written consent of the client, parent or legal guardian specifying the information that is to be released, except for non-identifying data required by funding bodies and by government departments for planning purposes.
  3. The organisation is obliged to disclose information about a client, with or without the client's consent, where it is deemed as a legal requirement.
  4. Record retention period

The retention period of the organisation's client records is as follows:

  • Adult records will be retained for 10 years after last contact.
  • The records of a deceased adult clients will be retained, in accordance with legislative requirements, for 7 years after death.
  • Service records will be retained for as long as a client is active, and then records will be electronically archived.
  1. Client record disposal
  2. Following the expiration of the appropriate record retention period, the paper file will be shredded under secure conditions.
  3. The organisation's computer record detailing basic information about the client and relevant details of service delivery will be retained in a secure environment as a permanent service record.

CONFIDENTIALITY POLICY relates to:
HSQF Standards / Standard 5:Feedback, complaints and appeals
Standard Indicators:5.1
Legislation orother requirements / -Privacy Act 1988
-Privacy Amendments (Private Sector) Act 2000
-Disability Services Act 2006
-Freedom of Information Act 1982
-Privacy Amendment (Enhancing Privacy Protection) Act 2012
-Privacy Act 1988
-Australian Privacy Principles 2014
References / -Code of Conduct Policy
-Privacy Policy
-Confidentiality Policy
-Regulatory Compliance Policy
-Internet, Intranet and Email Policy
-Social Media Policy
Templates / -Consent to Release/Request Information Form
-Consent to release information Form
-Privacy Fact Sheet 17: Australian Privacy Principles

Clients Records Policy Organisation Name

Version Draft _ March 2018

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