Serving our Community

Client Records and Access to Information

The purpose of this policy is to outline the policy of Co.As.It. in relation to it's management of client records.

All Co.As.It. community services staff have access to an electronic client database. The purpose of the database is to document all contacts that a worker has with his/her clients.

New clients are entered into the database via an 'intake' form which is completed at the point of intake. The purpose of the intake form is to document as much biographical information as possible as well as details of the presenting problem. Certain fields of the intake form can later be altered, i.e. address, telephone number, details of next of kin and related services. The intake form is sent electronically (via e-mail) to another internal worker if a referral is required.

To confirm that a referral has been sent/received, all Workers are responsible to verbally refer clients at the weekly community services staff meeting.

Once a client has been allocated a worker, their file is then maintained via progress notes. The notes are used to document any contacts that are made with a client (phone conversation, assessment, counselling, etc.)

The database also allows for mental health and daycare assessments via pro-formas.

The database is managed by an 'Executive Group' which is comprised of the Executive Officer, Community Services Manager (CSM) and the Administration Coordinator.

Restricting Access

The 'Executive' Group has the ability to restrict a worker's access to a particular file. This may be used in cases where a worker knows a client or in cases where a client is known in the community.


As per the Co.As.It. Privacy and Confidentiality Policy and Procedure, all workers at Co.As.It. are bound by a confidentiality agreement which they must sign as a condition of employment.

To further ensure confidentiality, each worker within the community services team has password access to the client database. Members of other teams (education, heritage and administration) are not given access to the database.