Notice of Privacy Practices

Food Outreach is fully committed to compliance with HIPAA (Health Insurance Portability and Accountability Act) guidelines. Food Outreach policy is to provide appropriate security for all client records, protecting the privacy of client medical information and providing clients with proper access to their records. Food Outreach maintains client information in compliance with National HIPAA standards.

1. All clients, employees, volunteers, and vendors with access to client information must sign a confidentiality agreement
2. The only personnel that have access to SCOUT (MO Health Dept. Client Database) at Food Outreach are the Dietitians, Office Manager and Intake Coordinator.
3. All client records are kept in an ‘Authorized Personnel Only’ area of Food Outreach, Inc.
4. Client records are locked up when not in use or at the end of the day.
5. Client records are kept under a double lock system:
   1. Locked office or storage room doors
   2. Locked building entrances
6. All papers with client names or identifying information are kept face down on the desk when not in use. These include, but are not limited to:
   1. Menus
   2. Files
   3. Paperwork
   4. Referrals coming in on the fax (place in folder)
   5. MADCAP client menus (place in folder)
   6. Doorways (place in folder)
7. All computer monitors that contain client information on them are positioned so viewing of the information is restricted.
8. All computers are password protected, and computers are set to time out after 10 minutes, when not in use.
9. When a client presents for an appointment, they first report to the check-in desk. The check-in Volunteer will notify the staff member with whom they have an appointment, and will lead them back to that person, or that staff member will come to the reception area to greet them.  No client names will be announced where others can hear.
10. When a client is getting food, they report to check-in and show their ID to the person performing check in. The client is given a playing card, and the number and suit of that playing card is written on their menu (i.e., 10 of Diamonds, Queen of Hearts).   When the groceries are ready to check out, the person checking out their groceries will call the card, at that point the client will confirm his/her/their name, and hand the playing card to the volunteer.
11. Playing cards are used to protect the client’s privacy and confidentiality. Do not call them by name during any interaction in the building, unless given express permission by the client.
12. All client information that does not need to be maintained in the permanent (7-year) record is shredded.
13. All data is kept secure through password-protected computers, documents, and file drives on the server. There is limited access to this information.
14. When greeting clients in the lobby, do not call them by name. If you need to address them once they are checked in, call them by their playing card.  If you cannot remember their card, get up and walk over to them and discuss the matter in a quiet tone.
15. When greeting clients in public, you may smile or nod to acknowledge them, but do not call out their name or approach them. Let the client approach you to begin any interaction.

For any questions or concerns regarding our policy, please contact:

HIPAA Compliance Officer:
Brittany Rudy
[email protected]
(314) 710-5330