Policy on records of individual service users: arrangements for management and access
Any client wishing to access a copy of their records held by the service may do so on request. Clients who wish to access their notes are encouraged to in the presence of their counsellor/ advocate so that relevant issues can be discussed. Clients who do not wish to do this and wish to take a copy away must make a formal application. (There is an application form for this in the policies and procedures.)
Although, under the General Data Protection Act (GDPR), clients have rights to access any records held about themselves, this does not include sensitive information about a third party or necessarily confidential information obtained from another source, e.g. correspondence from a doctor, if it is thought that it will cause you significant distress.
Beyond its statutory obligations, for reasons of confidentiality, the service does not provide access to records relating to clients who have died. Whilst these records fall outside the provisions of the General Data Protection Act, they remain exempt from disclosure under the provisions of Section 41 of the Freedom of Information Act 2000 (information provided in confidence). Such information may, however, be disclosed to a court or coroner through a formal order.
Physical access to the Adult Learning Centre
The building has a lift and is accessible to clients/staff with wheelchairs. There is a disabled toilet on the ground floor.
For a member of staff working in the building, who is confined to a wheelchair, they have full access to the lift which then gives them access to the the kitchen and staff room as well as counselling rooms.
We also have designated disabled parking spaces close to the building.
Physical access to Evanshome
The offices downstairs are accessible to clients/staff with wheelchairs. There is parking in a side street around the corner from the building. There is a toilet downstairs but there is no wheelchair access.
For a member of staff who is confined to a wheelchair working in the building, they have full access to the ground floor which includes the kitchen and toilet.
The building is, however, a terraced house so space is restricted. The stairs to the second floor are steep.
For services being provided from Evanshome there is the real option of alternative venues in the community as well as at the Adult Learning Centre.
Access policy on language
The organisation will, upon request, provide all literature in Braille.
The organisation will also provide signing for clients. In the case of a client needing signing for counselling they will either be provided with a signer with the counsellor or a specialist counsellor who can sign.
We also will use the translation service provided by the CCG and Adult Services for clients whose first language isn’t English.
Activities to be carried out by Wigan Family Welfare to increase access
The organisation will audit existing facilities and develop ways of making the physical environment more accessible to people with disabilities.
Consider how different impairments have specific requirements and can be best catered for.
To see and follow advice from other similar services, the government and independent bodies to achieve best practice.
Access to information
Audit existing methods of providing information and media utilised and develop these to improve accessibility.
Clients who have difficulty accessing standard size print should be identified and, where at all possible, have their needs met.
Consideration must be given to the text presented to clients, considering the need for simplified/different language versions where appropriate.
The organisation will also provide Braille and Tape copies of any information. We will also provide a volunteer reader and signer where appropriate.
Signers are provided by the RNID.
This policy is to be reviewed annually. January 2024
