Purpose 
The purpose of this policy is to ensure that WillowGrove Homecare maintains secure, accurate, and confidential client records in accordance with Georgia state regulations. This policy outlines how records are stored, who has access, when they may be released, and how long they are retained after services have ended. 

Policy Statement 

WillowGrove Homecare is committed to protecting the confidentiality and integrity of all client records. Records shall be maintained securely and only accessed or disclosed by authorized individuals for approved purposes. Client records shall be retained for a minimum of five years from the date of the last service, after which they may be securely destroyed unless otherwise required by law. 

Procedures: 

1. Supervision and Custody of Client Records 

• The Administrator, or designee will be responsible for supervising the maintenance, storage, and security of client records. 
• Physical records shall be stored in locked file cabinets or rooms accessible only to authorized personnel. 
• Electronic records shall be stored in secure, password-protected systems with limited access. 

1. Custody and Access Control 

• Custody of client records shall remain with WillowGrove Homecare at all times. 
• Access to client records shall be limited to: 
• Authorized agency staff involved in the client’s care 
• The client or their legally designated responsible party 
• The client’s physician or other healthcare providers involved in treatment 
• The Georgia Department of Community Health or its authorized representatives 
• Any party authorized in writing by the client 
• Legal authorities upon presentation of a valid subpoena 

1. Record Release Procedures 

• Records may only be released upon: 
• Written authorization from the client or responsible party 
• A valid subpoena issued by a court 
• Requests from regulatory or healthcare oversight entities as permitted by law 
• A copy of the authorization or subpoena must be retained in the client’s file, and any released records must be logged, noting: 
• Date of release 
• Recipient 
• Contents released 
• Authorizing party 

1. Retention Period 

• All client records shall be retained for a minimum of five (5) years from the date of the last service provided to the client. 
• Records for minor clients shall be maintained for at least five years after the minor reaches the age of majority, if applicable. 
• Upon expiration of the retention period, records shall be destroyed using a secure method that protects client confidentiality (e.g., shredding for paper, secure digital deletion for electronic files). 

1. Confidentiality Requirements for Employees 

• All employees shall be informed of their obligation to maintain confidentiality of client information. 
• Disclosure of any client record or information without proper authorization is strictly prohibited and may result in disciplinary action, up to and including termination. 
• Employees shall be trained on privacy practices during orientation and as part of ongoing compliance education. 

1. SMS Policy/Mobile Policy 

• Mobile Information and SMS Privacy/Mobile information, including phone numbers and SMS consent data, will not be shared with third parties or affiliates for marketing or promotional purposes. Any sharing of this information is limited to service providers that support business operations only. 
•  No Sale or Transfer of Consumer Data/Consumer data will not be sold, shared, rented, or transferred to external organizations under any circumstances, except as required by law. 
•  SMS Opt-Out and Help: If you receive SMS communications from us, you may opt out of messaging campaigns at any time by replying STOP to any message. For help, reply HELP to any message. 
•  Consumers may contact the message sender regarding this privacy policy or SMS communications by using the contact method provided by the message sender on this website.</p> 

WillowGrove Homecare ensures strict confidentiality and proper maintenance of all client records in accordance with legal and ethical standards. Through secure storage, limited access, and defined retention periods, the agency upholds its responsibility to protect the privacy and rights of all clients served.

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