Privacy Policy

The cornerstone of Lethbridge Family Services is confidentiality; protecting the privacy and dignity of all clients using our services.



CLIENT CONFIDENTIALITY POLICY

Client Confidentiality Policy

A. Clients have a right to privacy and protection of personal and confidential information. As such, recognition of this right requires adherence to the following confidentiality practices:

• LFS personnel shall sign and adhere to an Oath of Confidentiality.

• Client information shall be revealed only to those personnel who “need to know” in order to provide a service. In addition, only those LFS personnel who have reason to place or obtain individual client information may access individual client files.

• At intake or first meeting and annually thereafter, clients and/or legal guardians shall be informed of the Client Confidentiality Policy, the Personal Information Protection Policy, and the exceptions to which information may be disclosed without client and/or legal guardian consent.

• In situations where LFS receives a request for confidential client information or the release of information is necessary for the provision of service, the client and/or legal guardian shall sign a release form which shall also identify the reason for the request. This consent will be time limited and valid for not more than 1 year.

• Consent shall be obtained from a client and/or legal guardian prior to recording, photographing or filming the client. A consent form must be signed at minimum on an annual basis. Consent may be retracted by the client/legal guardian at any time.

• A copy of all client confidentiality consent forms shall be offered to the client and/or legal guardian and a signed copy shall be placed in the client file.

• Other agencies and individuals shall be consulted about a client only when client and/or legal guardian consent has been obtained and only within the limits of that consent.

• The use of records shall be determined by LFS department function and need, the +this policy.

• Information obtained about a client shall be limited to that which is essential to provide service.

• All discussions regarding confidential client information shall occur in a private location.

• All client files shall be secured in a locked filing cabinet when not in use. If removal of a client file and/or documentation from LFS’ premises is deemed necessary, the file and/or documents must be secured in a briefcase/ backpack /binder, as established by the department. Approval to remove files from the premises shall be granted by the Department Director.

• Client files shall not be left in a vehicle unless locked in the trunk or similar out-of-view area of the vehicle. Files should only be left if a vehicle if no other method of securing the documents exists, and only for a very

• All electronic files, including those on devices such as memory devices, must be password protected and accessibility restricted as per the terms of this policy.

• Accreditation personnel will have access to client files for purposes of conducting an audit/review.

B. Client information may be released without the informed, written consent of the client and/or legal guardian when:

• If the client is at imminent risk of harming themselves or others

• If a child, dependent adult or person in care is deemed to be at risk for harm

• If the client file is subpoenaed to a court of law.

 C. Further to B. above, client information may be released without the informed, written consent of the client and/or legal guardian to the following legal bodies:

• The Office of the Information and Privacy Commission – In compliance with request for information under the Freedom of Information and Protection of Privacy Act.

• Officers of the Court or Law Enforcement Bodies – after consultation with legal counsel, in response to a subpoena.

• Government Bodies or Law Enforcement Bodies – in compliance with mandatory reporting laws (eg. Child, Youth and Family Enhancement Act, Protection for Persons in Care Act.).

• Police Enforcement Agencies – in those cases where the client poses a grave danger to themselves or others (eg. suicidal client).

 D. Violations under this policy is grounds for disciplinary action up to and including dismissal.

Client Confidentiality Policy

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