PRIVACY AND DIGNITY POLICY AND PROCEDURE

 

Privacy refers to the right of NDIS participants to keep their personal information confidential and protected. It involves respecting their autonomy and ensuring that their personal details are handled securely and in accordance with privacy laws. Dignity, on the other hand, emphasises the importance of treating participants with respect, empathy, and fairness. It means recognising their inherent worth, promoting their self-esteem, and enabling them to make decisions about their own lives. Privacy and dignity are foundational principles in the NDIS, ensuring that participants' personal information is handled confidentially and that they are provided with a supportive and empowering environment that upholds their rights and preserves their sense of self-worth.

Policy

At T&S Community Support Linkup, we are committed to upholding privacy and dignity for all stakeholders, including participants, staff, management, and agencies we work with. Our policy ensures compliance with NDIS (Quality and Safeguards) Commission rules and regulations. We communicate clearly with participants about the collection of personal information and its purpose, using accessible language and materials. We prioritise the protection of privacy and confidentiality during personal or sensitive discussions. All staff, management, and volunteers are aware of their privacy obligations. We make efforts to provide interpreters and accessible materials. Our practices comply with the Federal Privacy Act and Australian Privacy Principles. Our goal is to create a safe and respectful environment that respects the privacy and dignity of all stakeholders at T&S Community Support Linkup.

Procedure

 

• Use language, modes of communication, and terms easily understood by each participant.

• Provide Easy Read documents or alternative formats as necessary.

• Inform participants about the personal information to be collected and the purpose of collection.

• Obtain consent before gathering any information, including recording audio/visual material.

• Obtain a written agreement for any recorded material.

• Ensure participants understand the information being collected and its necessity.

• Provide clear communication and explanations, allowing participants to ask questions and seek clarification.

• Obtain informed consent from participants.

• Take reasonable steps to ensure collected/disclosed personal information is accurate, complete, and up to date.

• Allow participants to review and request corrections to their personal information.

• Provide participants with access to their records.

• Ensure privacy and confidentiality during interviews or discussions involving personal/sensitive matters.

• Handle all personal information with the utmost care and respect.

 

Collection of Staff Information

 

• Collect staff information such as tax declaration forms, contracts, personal details, medical details, police and working with children check records, qualifications, first aid, CPR, medical history, personal resumes, payroll information, and superannuation details.

• Allow staff to request access to their personal information and make corrections within a specified timeframe.

• Disclose staff personal and health information only for medical treatment or emergencies, with written consent, or when required by law.

 

Secure Handling of Participant Records

 

• Only staff directly involved in delivering services will have access to participant information.

• Obtain explicit consent before disclosing any information to other parties.

• Avoid providing participant information over the phone.

• Adhere to guidelines for collecting and releasing participant information, requiring informed consent except in exceptional circumstances mandated by legislation or emergencies.

• Store clinical records securely in locked filing cabinets; if participants prefer home files, store them discreetly and privately according to their wishes.

 

Storage of Records

 

• Securely store hard copy participant records in locked filing cabinets.

• Store electronic records in password-protected systems with appropriate access controls.

 

Management and Oversight

 

• All staff are responsible for managing personal information in accordance with this policy.

• The Director oversees content in T&S Community Support Linkup publications, communications, and the website to ensure privacy compliance.

• The Director handles queries or complaints related to privacy issues.

 

 

Training

This policy and procedure are accessible to all relevant interested parties, including staff members, and it is communicated during the induction process. Staff will gain access to this policy and procedure during the induction process. The staff members and management team must complete the onboarding induction before commencing. The effectiveness of the training will be evaluated during performance reviews of management and staff members.

Monitoring and Review

The monitoring and review of this policy, along with associated procedures, will be conducted on a yearly basis or earlier as needed. This process is designed to identify any potential gaps, ensure compliance with the NDIS and other legislative requirements, enhance the quality of service, and improve participant satisfaction. This review is done through mechanisms such as internal audits, feedback from participants or staff members etc.