Privacy Code of Conduct (Confidentiality) Policy

Purpose

This policy statement outlines the Company’s Code of Conduct for Privacy, which applies equally to all employees.

The Policy details the rights of clients and staff relating to confidentiality and issues that staff need to be aware of when processing confidentiality information within 4Health Home Care Agency.

It outlines the principles relating to confidentiality and supports staff in applying the principles in practice.

Compliance with this code by all employees is mandatory.Employees must sign the privacy code of conduct on employment.

If an employee is in doubt about the application of the code, the employee should discuss the matter with a person at management level.

In the regular course of business, the company accumulates a considerable amount of “sensitive” clients and other information. The following principles are to be observed in relation to all personal information collected and retained by 4Health Home Care Agency.

Sharing Information with other health care professionals

All information regarding staff and clients will be treated with confidentiality, respect and integrity.
Sharing of Information directly between the partners involved in the provision of care is essential for good practice for providing that care. Consent by the client or designated other will be obtained under the Client Agreement Document and Service Schedule.

Obtaining and Safeguarding Information

Only such information as is necessary to 4Health Home Care Agency business should be collected, used and retained. When personal information is needed, wherever possible it should be obtained directly from the person concerned. Employees should take reasonable steps to ensure only reputable and reliable sources are used to supplement this information. Confidentiality must be upheld.

4Health will follow the Caldicott Principles and staff need to be aware that the Data Protection (Jersey) Law 2018 is not a barrier to sharing but is a framework to ensure the information is shared appropriately.
Information should only be retained as long as it is needed or as required by law, and such information should be physically secured and protected.

Information with respect to personal information regarding employees or clients and contained in 4Health Home Care Agency files, must not be disclosed to any individual by any employee unless and until proper authorisation for such disclosure has been obtained from the relevant party.

Personal and sensitive information should never be sent over public networks by e-mail unless secured by encryption.

 

Access to Information

Conversations relating to confidentiality must not take place where they can be overheard by people outside the organisation such as public places- supermarkets, public transport. Information disclosed during the course of staff working should be treated as confidential and not disclosed to people outside 4Health and any concern should be reported to management. Internal access to any personal information should be limited to those with a legitimate business reason to seek the information. All personal information should only be used for the purposes for which it was originally obtained. The consent of the person concerned should be obtained before there is external disclosure of personal information unless provided otherwise by legal process or contractual arrangement.

4Health Home Care Agency recognises that all persons have the right to review and have access to their personal records retained by the Company. This right is subject to a corresponding right to privacy of the source of such information, recognizing that some information is not to be disclosed due to legal and ethical prohibition or privilege.

Staff must ensure that their rota is kept confidential and the password to access their iCare app is not shared by others either inside or outside the organisaton and work environment. Staff should read and sign receipt of their Staff Handbook, the Safeguarding Adults Policy and read the policies relating to confidentiality held electronically on their Quality Compliance System within their work mobile phones.

4Health Home Care has a strict Confidentiality Code that includes the use of Social media whilst in the employment of 4Health. The following is deemed to be ‘unacceptable actions’ and may result in disciplinary action being taken.

Entering into a conversation with a client that undermines the management of 4Heath Home Care Agency or its Employees.

Discussing with a colleague or friends any disquiet that you might have about the management of 4Health Home Care Agency or its Employees.

Posting on Facebook/email/ or any other social platforms any such comments that could bring the reputation of the company into disrepute.

Pictures that show yourself in the uniform of 4Health Home Care Agency.

Any pictures that could associate you with 4Health Home Care Agency that may cause alarm or upset to any clients.

Your Employment Status’ should not refer to the fact that you are in the employment of 4Health Home Care, but that your employment is within the ‘Care Industry.’

Every effort should be made to exclude the clients of 4Health Home Care Agency as a ‘Friend’ on Social Media Platforms.

Further information on Confidentiality is obtainable in the staff Quality Compliance System on the 4health Home Care App (CR33 )and in the Staff handbook.

Reviewed January 2021 / 2022. Next Review January 2024.