SAMPLE POLICY WORK

c. Roles and Responsibilities for Confidentiality

Ensuring the protection of confidentiality is the responsibility of every individual within the organization. Clear roles and responsibilities are established as follows:

Executive Leadership • Responsibilities: –

Establish and enforce the overall confidentiality framework. – Allocate resources for IT systems, training, and compliance initiatives. – Lead by example in maintaining a culture of privacy and data security. • Key Actions: – Regularly review and update confidentiality policies in alignment with regulatory changes. – Monitor audit reports and system performance metrics related to data security. Ensure that all staff within their departments adhere strictly to confidentiality standards. – Monitor daily operations to verify that best practices in data handling and secure communications are followed. – Provide immediate corrective feedback and arrange additional training if breaches occur. • Key Actions: – Conduct regular team meetings focused on privacy and confidentiality practices. – Review access logs and document any deviations promptly. Direct Supervisors and Department Heads • Responsibilities: – Direct Support, Clinical, and Administrative Staff • Responsibilities: – Adhere to established protocols for handling PHI, including secure data entry, transmission, and storage. – Report any security breaches, unauthorized access, or deviations from confidentiality protocols immediately. – Maintain consistent use of approved communication methods when handling sensitive information. • Key Actions: – Complete training modules on confidentiality and data privacy. – Participate in daily checks using standardized hand ‑ off communication protocols. – Follow instructions for donning and doffing PPE during data handling as required in clinical environments.