A Statement of Confidentiality Template is used by companies and organizations to protect their confidential information. The material provided here should be used as a guide for the understanding of what is covered by a Statement of Confidentiality.
Clients are constantly asking for health care providers to provide them with confidential health information, including patients’ medical records. Most clients simply do not know what kind of information is kept confidential. This can present problems in terms of privacy and security, especially in the case of a court proceeding.
The most important thing is to understand the context of a document such as a Request for Client Files. It must be clear that the documents are not private. If a company were to say that it is required to keep the client’s files confidential, but documents are shared without the client’s knowledge, it would be considered misleading. That may constitute a violation of the client’s right to privacy.
Usually, it is only the company that has access to the client’s information. Information that is private between two private parties should remain private. It should never be revealed to third parties.
Confidential information in a file is available to the owner of the information, even in cases when the client can retrieve the information from the file. However, confidential information must not be made available to anyone else. This also applies to employee personnel files, unless the information is otherwise specifically excluded. Only authorized employees can see the information contained in a client file.
Not all common clients may be able to view the documents contained in a file. Unless specific permission is given, the company cannot disclose the information. When this occurs, the confidentiality of the information will be breached.
A confidentiality agreement must be signed before the client begins to access their client file. This is not the place to sign away the client’s rights. An agreement must be signed before the use of the information in the file begins. The agreement should detail what the client is allowed to do and not allowed to do, with the information.
An order must be issued to the client if they are allowed to view their confidential information in any way. A company that has granted access to unauthorized third parties may be held liable. The agreement should state exactly what the company will be held accountable for if anything were to happen.