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We use personal and health information details to assist us to care for residents.
We only collect information where it is necessary to do so to provide a service to residents, relatives and/or representatives or where we are required by law to do so. Without these details Good Shepherd Aged Services may not be able to provide the high level of care we always strive to achieve.
Residents are entitled to access the information that is kept except if this may pose a threat to their health or safety. Access is facilitated through contacting the Chief Executive Officer / Director of Nursing in writing.
Your personal details are not available to all staff at Good Shepherd Aged Services.
Access to resident information is restricted to Good Shepherd Aged Services employees who require the information to provide a service to a resident, relative and / or representative.
Good Shepherd Aged Services does on occasion provide a brief summary of health information to other health care providers when a resident is transferred to hospital, or to an external medical practitioner. This form is called a Transfer Summary and a copy of the resident’s medication therapy chart is generally attached to the Transfer Summary. The Transfer Summary has a privacy clause at the base of the form.
The pharmacy also has information regarding the resident’s medication therapy and changes are often communicated through faxing the resident’s medication therapy chart. All faxes have a privacy and confidentiality clause attached to them.
Consultant specialist health providers (such as Dietician, Physiotherapist, Occupational Therapist, Pharmacist) also have access to the resident file in order to carry out health assessments and to formulate an individualised resident care plan and are governed by Good Shepherd Aged Services and their own professional registration boards.
All staff at Good Shepherd Aged Services have signed a confidentiality clause in their employment agreement upon appointment within the organisation.
All resident information is kept secured prior to admission, during a resident’s stay and following discharge.
Following discharge the information is kept secured for a seven year period. Then it is destroyed by shredding and/or deleting the electronic file from our file server.
Personal financial information is kept separately secured in Administration as per our policy and destroyed through shredding seven years following discharge.
Computer billing records are protected through a password encryption.
The information we collect and store about residents includes:
- Health assessment data which is used to formulate an individualised resident care plan, progress notes detailing pertinent information regarding a resident’s care
- Contact person details;
- Financial statutory declaration (kept in Administration)
- Medication therapy charts; Good Shepherd Aged Services regards privacy as a right and we will do all we can to respect the trust you have placed in us.
- Digital photograph for electronic file and medication profile and Spreading the Word Newsletter.
- Any other forms of photography are conducted with the consent of the resident/relative/representative
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