All information regarding past, present, and future clients of Community Based Care (CBC) and/or their relatives is confidential. We must safeguard this information at all times and release information to others on a need-to-know basis only, in accordance with HIPAA laws and Florida Statute 39.205(3). This Florida Statute states that any person who knowingly and willfully makes public or discloses any confidential information contained in the central abuse hotline or in the records of any child abuse, abandonment, or neglect case, except as provided in this chapter, is guilty of a misdemeanor of the second degree.

Client health and identifying information is privileged and must not be disclosed to anyone other than authorized people. The media is not permitted to use the name, picture, or any identifying information of a child being served by our organizations. A child in care may be photographed or interviewed for awards, sports, or other normalcy situations as long as protected health information (PHI) and Personal Identifiable Information (PII) components remain confidential. All of us can do our part in ensuring our client’s rights are respected by adhering to the laws and protective measures for confidentiality.

General Measures

• Share and discuss client information only in secure staff areas on a need-to-know basis. For example, when a parent comes to the front desk, take them to a private area to discuss case details. The lobby is not a confidential or secure area.
• Consult with management and/or Child Legal Services (CLS) prior to allowing access to case records.
• Obtain a signed Authorization for Release of Records and Receipt of Information form or Court Order prior to the release of any child identifying information.
• Remove child identifying information from documents that are released (names, social security number, address, etc).
• Questions about confidentiality and release of records should be sent to management.
• Redirect any media contacts or calls to CEO, COO, or VP of Communication of the Lead Agency.
• Report any breaches in security IMMEDIATELY to SCC/CBC management and complete an Incident Report.

Case Files

• Ensure case information is secure before leaving your desk so visitors to the building, vendors, etc. cannot view confidential information.
• Ensure all documents being disposed of that have case specific confidential information are placed in the secure shredding bins, not in the trash.
• Safeguard case documents at all times.
• Make sure all documents, which are part of a case file, are uploaded to FSFN or sent to the records room for scanning in a timely manner.
• Ensure case documents remain in the building except under strict protocol.

Computer/Email Access

• Log off secure databases and the network when you are not working in them.
• Never share your passwords with anyone or post them where others can find them.
• Use secure WIFI only.
• Supervisors must IMMEDIATELY complete SCC User Management Request Form when staff employment has terminated to ensure access to secure systems is deactivated.
• When sending email, never include confidential information because it may not be secure. (i.e. children/case names, social security numbers, addresses etc) If necessary, send an encrypted email with the information in an attached word document that is password protected.

To password protect a word document: Go to File > Info > Protect Document > Encrypt with Password (Box will appear & allow you to enter password for opening/modifying the document) > Type in a name for the document > Ok > Save.