SAMPLE POLICY WORK

• Enhance accountability and transparency through clear definitions, roles, and responsibilities, ensuring that every staff member understands their duty to maintain confidentiality.

Scope

This confidentiality policy applies to all Simpl Care Services LLC employees, contractors, and volunteers across every level of the organization, including executive leadership, clinical personnel, direct support professionals, administrative staff, and IT personnel. It governs all forms of individual information, whether digital, paper – based, or communicated verbally. Furthermore, this policy is applicable to all client records, internal communications, and any documentation generated or handled during service delivery. External stakeholders, such as regulatory agencies, auditors, and TennCare representatives, may reference this section when reviewing our commitment to protecting individual privacy. b. Confidentiality Policies and Procedures Our confidentiality policies have been developed to ensure that every stage of information handling — from collection to storage, access, and transmission — meets strict security standards. The following procedures detail the essential steps every staff member must take to uphold these protocols.

1. Collection of Information

Purpose: The collection phase establishes secure and ethical practices from the outset. Clients’ personal and health information is gathered only when necessary and by following approved procedures that explain the purpose and scope of data collection.

Procedures:

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Informed Consent: Prior to collecting any personal or health information, clients (or their legal guardians) are provided with a clear explanation of what data will be collected, how it will be used, stored, and shared. Written consent is obtained prior to any data collection, ensuring that clients understand their rights. • Minimization Principle: Only essential information required for care delivery and regulatory accountability is collected. Superfluous data collection is avoided to reduce the risk of breaches. • Standardized Data Collection Forms: All data collection tools are standardized with built-in privacy notices. These forms are reviewed and updated periodically to reflect current best practices and regulatory changes.