Confidentiality Policy

POLICY

Heart Healers Group is committed to protecting the confidentiality of information regarding clients and closely monitoring the disclosure of confidential information.

PURPOSE

The purpose of this policy is to guarantee the privacy and confidentiality of client information.

SCOPE OF SERVICES

Heart Healers Group provides life coaching, peer support groups, mentorship, and companionship programs. We do not provide therapy, psychotherapy, counseling, diagnosis, or medical or mental health treatment of any kind, and nothing in our services is a substitute for care from a licensed clinician. Clients who need clinical care are encouraged to consult a licensed provider.

PROCEDURE

Heart Healers Group takes the privacy and security of client information seriously and incorporates several steps to ensure it is protected.

1. All employees, coaches, and volunteers will be trained on this confidentiality policy during New Hire Orientation, annually, and as needed.

2. To ensure clients receive services that meet their needs, staff will discuss and have clients sign an acknowledgment stating that confidentiality pertains to the client and Heart Healers Group as the "Coaching Team." For clients participating in more than one Heart Healers Group program, this means staff may share pertinent information with staff supporting the same client in a different program so that all participating programs have the most current, accurate, and complete information. This also includes communication and review of client information for administrative and management purposes, such as quality assurance and program improvement.

a. To uphold the ethical standards and integrity of the organization, interprogram communication regarding clients will be limited to information considered pertinent to the client's goals, wellbeing, and safety.

3. The use or disclosure of all information pertaining to the client and their family will be restricted to purposes directly connected with the administration of the program.

4. At intake, Heart Healers Group will inform clients of the circumstances in which the organization may be legally or ethically permitted or required to release information without the client's consent. Heart Healers Group may use or disclose client information without authorization only in the following circumstances:

a. Safety: When there is a credible risk of serious harm to the client or another person, or where disclosure is required by law, including suspected abuse or neglect of a child, elder, or dependent adult.

b. Billing: To process payment for services the client has received.

c. Program Coordination: To coordinate services across Heart Healers Group programs so that every coach supporting a client has the information necessary to provide quality, individualized support.

d. Legal Requirement: In response to a valid court order, subpoena, or other lawful request.

5. Client records are stored securely, access is limited to staff with a legitimate need, and records are retained and destroyed in accordance with organizational retention schedules.