Confidentiality of Hospice Information
Type of Policy: General Volunteer	Policy Number: GV-02
Reviewed by: Executive Director	Approved by: Board of Directors
Review Date: September 10, 2024	Date Approved: January 22, 2019
Revision Date:

Applicable to:

• All Volunteers

Policy:

Volunteers of Hospice Orillia are responsible for protecting the security of all information that is obtained, heard or seen in the course of their work. All printed material and all information divulged verbally or in writing by Hospice staff concerning hospice clients, volunteers or donors is strictly confidential. This includes information relating to an individual’s medical history, disease or treatment, financial situation, home life or family situation, as well as their identity and address. Breaches of confidentiality are to be reported to their direct supervisor who will address as needed.

Note: The term “client” includes the individual and the individual’s caregivers, family and friends.

Procedure:

Onboarding

Volunteers must sign a Statement of Compliance with Confidentiality, Privacy and Security Requirements, which acknowledges agreement to confidentiality of hospice information, prior to being matched with a client. This document is placed in the volunteer record and is updated annually.

Volunteers receive specific training on the Personal Health Information Protection Act (PHIPA) through an online module, or through in-person training.

Client Matches

All client information is provided to volunteers by their direct supervisor. When a new match is made, the direct supervisor phones the volunteer to provide client details including their name, address, and information about their health condition.

Subsequent communication about a client is done by telephone or email. When communicating about a client through email or any other written form of communication, volunteers and staff must refrain from using identifying information, such as the clients name or address. In such cases, the first initial of the client’s first name may be used. The volunteer is responsible for the proper disposal of any written client information by returning information to the Hospice Orillia office to be shredded.

Volunteers will not discuss their client with any Hospice Orillia staff other than their direct supervisor, with the exception of holiday coverage and emergency situations, and will not share information with any volunteers who are not also involved with their client. Should a discussion and/or debrief take place concerning a client, the direct supervisor and volunteer will ensure it takes place in a private space.

Breach of Confidentiality

If a volunteer becomes aware of a breach of confidentiality, they must report it immediately to their direct supervisor. They must explain the nature of the breach, their involvement in the breach, and any other relevant information. The supervisor will then consult with the Privacy Officer to determine the course of action required. The details of the breach and its outcome will be documented in the volunteer and client files.

Social Media & Photography

Volunteers are not permitted to use social media or photography as a part of their volunteer role. Volunteers must not take photos of clients or post any information about a client on social media under any circumstance.

Volunteers may choose to share social media posts made by Hospice Orillia, if desired.

Volunteers are not to befriend any current or former client on any social media platform.

Safe Home Visiting
Type of Policy: Visiting Hospice	Policy Number: VH-09
Reviewed by: Executive Director	Approved by: Board of Directors
Review Date:	Date Approved: September 10, 2024
Revision Date:

 

Applicable to:

• All Hospice Orillia Volunteers

Policy

Hospice Orillia acknowledges the additional risk of Volunteers going into an unknown environment. The safety of all personnel is a high priority for Hospice Orillia. Responsibility for personal safety is everyone’s business. It is expected that volunteers exercise reasonable caution and good judgment to minimize the potential for injury to themselves and others.

Volunteers who are providing in-home volunteer services have to ensure their own safety and are encouraged to maintain a safe arrival contact with a family member, friend, or co-worker. Prior to a home visit, staff will complete a risk assessment and document the results in the clients file. Volunteers will never be ask to go into a high-risk situation.

Procedure

Volunteers have the right to leave a home visit immediately if they feel that their safety is at risk and/or to call 911 for assistance. Volunteers have the right to ask the client/caregiver to:

• Refrain from smoking during the home visit
• Remove pets from the room during visit

 

Risk Assessment

The Registered Social Worker assesses clients and their environments for risk at the time of initial assessment. The risks identified are noted in the client file and expressed to the volunteer before the match is made. The safety assessment includes; chemical/biological/environmental hazards, personal safety hazards, fall hazards, infestations, and emergency response hazards. Volunteers are encouraged to reassess every client for risk on an ongoing basis. All identified risks must be communicated to your supervisor immediately, and will be documented in our client management software.

 

Safe Home Visiting Tips

Stay in touch

• Ensure communication with direct supervisor or Volunteer Coordinator on a regular basis.

Know where you are going

• Once you receive the address to a client’s home, it is encouraged that you know the surroundings prior to meeting with the client.

Know your exits

• Hospice Orillia encourages that the in-home visiting volunteer evaluates the exits at the first visit, and sit closest to the exit for personal safety.

Listen to your gut

• If you feel uncomfortable, you have the right to leave.

Keep to your time

• Based on the agreed time and schedule with your client, make sure you are keeping track of the time you are visiting with a client.

 

After Hours Support for Volunteers

Be aware and knowledgeable of Appendix D: After Hours Support for Volunteers.

Safety in Orillia Common Roof
Type of Policy: General Volunteer	Policy Number: GV-19
Reviewed by: Executive Director	Approved by: Board of Directors
Review Date: January 21, 2025	Date Approved:
Revision Date:

 

Applicable to:

• All Volunteers

Policy:

Hospice Orillia strives to keep their volunteers safe at all times which includes their presence within the Orillia Common Roof (OCR) building. The OCR is a common ground for volunteers and clients; this is a safe place for groups, 1:1 and check in’s, but there are unpredictable emergencies that can occur such as fire, shelter in place or weather. In the event that there is ever an emergency while you are in the OCR, here is an emergency plan:

Procedure:

No matter the reason for being in the OCR while volunteering for Hospice Orillia, please inform the Volunteer Coordinator that you are in the building in case of emergency. While meeting with clients, it is always best practice to sit closest to the exit of the room, in case of risk or emergency.

Fire

WHEN THE FIRE ALARMS SOUND EVERYONE MUST EXIT THE BUILDING. 

 

Evacuation is most commonly a precaution taken in the event of a fire, but may also be employed for other building-related emergencies.

Attached is the blueprint to the OCR, please review and know where the exit routes are. If you are unsure of the exit routes after reviewing, please contact the Program Assistant at 705-325-0505 ext. 208 and they will show you the exit routes in the building. If you are in a meeting room in the building and are unsure of where to go, there is a blueprint of the building in every room showing where you are located, and where the nearest emergency exit is.

• Keep to the right in all hallways, stairways, and corridors. This allows emergency personnel to travel in the opposite
• Do not touch power lines, electrical wiring, or objects that are in contact with power lines or electrical
• Once evacuated, remain in the designated gathering area.

 

Evacuation Plan – Hospice Orillia Office

• There are 2 exit doors in the Hospice Orillia office – 1 leads directly to the outside fenced in area and the other than leads to the hallway – it will be at your discretion at the time of evacuation to determine which is the most appropriate and safest exit

 

Evacuation Route

Determine in advance the nearest emergency exit to your workstation and the route you will follow to reach that exit in the event of an emergency, prior to entering a workspace. Also, identify an alternate route to be used in the event that your primary route is blocked or unsafe to use.

Gathering Areas

As part of the Fire Plan for the common roof, a safe gathering area has been identified by building management and is towards the back of the parking lot near the large garbage bins.  Please ensure you have read the Fire Plan (Appendix F) and are aware of your responsibilities as a volunteer working out of the common roof building – The Fire Marshall for the building is the OCR Receptionist on duty.

 

If you are present when a fire occurs, remember the three C’s:

• CALL – Call the Fire Department at 911. Activate the fire alarm. Call building management to inform them of the
• CLEAR – Clear the area of all persons in the immediate area of danger. Move as far away from the fire as
• CONFINE – Confine the fire if possible by closing doors to contain the spread of the fire. Close all doors as you go. Every closed door between you and the fire provides a barrier against smoke. Do not break or open windows. A broken/open window will provide oxygen to the fire, which in turn will spread the intensity of the

If you hear the fire alarm:

• Immediately follow the designated evacuation route to the designated gathering area for the building.
• If you are unable to get out for any reason, seal the door if possible to prevent smoke from seeping through the crack, stay near a window and close to the floor. If possible, signal for

After a Fire

• After the Fire Department has investigated the alarm and given the “ALL CLEAR”, the building management personnel will ensure that the alarm panel and elevators have been reset and will instruct everyone when it is safe to re-enter the building

 

Shelter in Place

From time to time, there may be situations when it is simply best to stay where you are and avoid any uncertainty outside of the building. These situations may include tornado, contaminants in the air and potentially violent situations. Plan where you will take shelter in this kind of emergency. Choose an interior room or one with as few windows or doors as possible.

 

Types of Emergencies

Storm Emergency and Tornado:

The weather service issues severe weather watches and warnings.

1. A WATCH means that the potential exists for the development of severe thunderstorms or tornadoes, depending upon the specific type of watch issued. While no immediate action is required for the issuance of a watch, it is recommended that a point person from your staff team keep up to date on the current weather situation and be prepared to seek shelter if necessary.
2. A WARNING, on the other hand, requires more immediate action and should be taken seriously. A severe thunderstorm warning indicates that severe weather is imminent in your area or is already occurring. The term severe refers to hail greater than or equal to 2cm in diameter and/or wind gusts that meet or exceed 90 km/h. A tornado warning can be thought of as a very specific severe thunderstorm warning, and means that a tornado has been either spotted by a human observer or indicated by weather radar. Similar to a severe thunderstorm warning, once a tornado warning is issued for your area, you should take cover immediately.

 

In the case of a tornado warning, Hospice Orillia recommends that all volunteers, clients, and guests make their way to the interior hallways of the building. Avoid windows and doorways.

 

Power Outages/Blackouts:

It is possible that your space or building will experience a partial or total power outage. If you experience a loss of power, please contact someone from the Hospice Orillia staff team who are responsible for advising building management.