Confidentiality and record keeping
Wellbeing Services Confidentiality Statement
We are committed to the highest standards of professional practice and strive to offer you first-class services that meet your particular needs. We hold in high regard the dignity and privacy of every student accessing our support and recognise the importance of confidentiality in all our dealings with you. As a team of counsellors and mental health professionals we also adhere to the professional and ethical frameworks of our various professional bodies.
The following statement explains our approach to confidentiality and related issues. Should you wish to explore further any queries arising from this statement, please email us at wellbeing@exeter.
Confidentiality
Your confidence and trust in our work is of paramount importance to us. We offer a confidential service and will protect any information about your individual circumstances that you choose to share with us.
Wellbeing staff do, however, work closely with each other and as part of a team which includes Student Services line managers and external clinical supervisors. In line with the requirements of the Data Protection Act, your personal information will be treated respectfully and sensitively and only shared with other members of the Wellbeing team on a “need to know” basis.
Reception and enquiry staff working in the Student Services Centre may need to access limited personal information in order to deliver initial services to you (for example, making an appointment on your behalf or responding to your telephone enquiries.) However, they will not have access to the information you share directly with the Wellbeing team. If you do not wish to disclose any personal information at the Student Services Centre you can request an appointment with the Wellbeing team on-line or telephone the Wellbeing Services Reception.
Liaison with others:
Personal information conveyed to us will not be disclosed to other university staff or external organisations without your explicit and informed consent (other than in exceptional circumstances as outlined below.) However, in order to support you in your studies the Wellbeing team work closely with academic and support staff across the university. We may liaise with a range of external professionals (for example, a psychologist or other health practitioner) so that we can provide integrated and effective support for students. You may withhold your permission for us to share information but this may affect the level of support the university is able to offer you.
Limitations to confidentiality:
There are rare instances when we are unable to maintain our commitment to confidentiality. In such circumstances we would aim to discuss with you first our reasons for considering an extension of confidentiality to include relevant others.
Exceptions to confidentiality occur when:
- A member of Wellbeing Services has good reason to believe that you or others may be at risk of serious harm. The Wellbeing practitioner may believe that you are not in a position to take responsibility for your actions.
- A member of the team would be liable to civil or criminal court procedures if information was not disclosed.
In such circumstances information is kept to a minimum and only disclosed to relevant others on a “need to know” basis.
How we manage the information you share with us
Written records:
We keep computer-based records of the information you provide to help us offer you a professional service and to ensure you receive appropriate advice and support. All personal and sensitive data that we hold is processed according to the requirements of the Data Protection Act 1998.
Wellbeing Services also collect routine statistical information about each contact made with the service which is later anonymised and then analysed for audit and evaluation purposes. This information is subsequently summarised and interpreted in the Wellbeing Services Annual Report. The utmost care is taken to ensure no individually identifiable information is disclosed.
