Client Confidentiality

Client Confidentiality A. MDHS and its subgrantees are responsible for protecting the confidentiality of client information. B. Subgrantees must maintain client files under lock and key. C. Client appointments should be conducted in areas where the conversation cannot be overheard by others. D. Subgrantee staff should not discuss confidential client information with other staff unless to coordinate or proceed with client services. E. Even though the Virtual ROMA system has a screen for all users to agree to confidentiality before entering client data, each subgrantee staff member is required to sign a ‘Confidentiality Statement’ and submit to DCS prior to being granted access to the Virtual ROMA system. F. Client information should only be discussed with other service organizations/partners when referring households for additional services. G. The client must sign the ‘Authorization of Release of Information Form’ (Form ARF 001) for the subgrantee to refer the household for other services. The only exception to the confidentiality requirement is if a client or household member discloses potential domestic abuse, child abuse/neglect, elderly abuse/neglect, or disabled abuse/neglect; the information must be reported to the proper authorities, regardless of the consent of the client.