At times, our work requires us to make very difficult decisions when assisting clients. It is important as public servants, that we outline the difference between appropriate and inappropriate workplace conduct. This is the first of several reminder broadcasts that I will send regarding appropriate business behavior. I would like you to discuss each featured topic during staff meetings to ensure we are demonstrating responsible state stewardship. As much as possible, examples will be provided in the broadcasts.
Remember, it is our job to create a workplace of mutual trust, respect, inclusion, and diversity. In addition, everyone who works for DPA should know what is expected of him or her in his or her job. I will also be calling on our Leadership Group to evaluate DPA’s business practices, and begin developing a plan that further compliments what we are doing well, and addresses areas of improvement.
This week, our focus is on safeguarding confidential information. Everyday, we are trusted with private information about our clients, and that trust comes with responsibility.
Safeguarding confidential information is a priority for our division. Highly confidential information is shared regularly with us in order for clientele to receive appropriate services.
While we often focus on safeguarding hardcopy information by ensuring our desks are cleared during an interview, closing files that could be visible to the general public, or ensuring computer screens are not visible, there are some other ways to ensure an individual’s information is confidential. Many of our offices are an open concept design. Listening to voicemail on a speaker phone may be a breach in confidentiality, especially when sensitive information such as Social Security Numbers, etc., are provided.
Holding conversations with co-workers regarding confidential information in public places is also inappropriate. Keep business talk out of restrooms, elevators, and even restaurants. Our clients are also our neighbors.
Lastly, please be aware that your managers takes seriously all policies intended to prevent staff from becoming complicit in cases involving friends and relatives. For example:
- It is not “OK” for a worker to approve childcare for someone they have a relationship with outside of work.
- It’s not acceptable for a worker to check in EIS to see what the status is on a friend or relative’s case.
- It is not OK for any DPA worker to be officially involved in any way with decisions, processes, or procedures involving the case of a friend, relative, or anyone more than just a very casual acquaintance.
- EIS, other databases, and case files should only be accessed when a worker’s official duties clearly require it, and they have no relationship with the client beyond work.
If you find yourself in one of the above-mentioned situations, simply excuse yourself from the case or at the very least, check with a supervisor to see if their involvement is appropriate. When it comes to the assignment of benefits and payment of public funds, all appearance of impropriety must be avoided by our agency personnel to maintain our credibility.
Again, do not hesitate to contact your supervisor, regional manager or myself if you find yourself in a questionable situation. We can help you take the most appropriate actions to avoid the appearance of unethical or illegal behavior. The State of Alaska also has many resources you and your supervisor can turn to if you find yourself questioning the appropriate course of action in a delicate situation.
Thank you for your attention to this important topic. It takes all of our best efforts to maintain a positive workplace environment. Your role is critical, and I look forward to discussing these important issues with you in the future.
Anthony M. Lombardo, Esq.
Director
Division of Public Assistance