Privacy Best Practices

For Organizations

Privacy is professionalism. Organizations that protect information demonstrate consent, control, and care. This guide provides steps for implementing respectful practices and for using Organizational PAM Cards to reinforce a culture of privacy.

Quick Start

  • Display clearly: Post a privacy pledge at reception or waiting areas.
  • Use PAM cards: Provide cards to staff and patients/clients to normalize privacy requests.
  • Set tone: Model respectful, low-voice, or written confirmations.
  • Close the loop: Thank individuals for raising privacy preferences.

Using PAM Cards in Organizations

PAM offers bulk cards tailored for organizational settings:

  • Organizational PAM Cards: standardized cards, optionally co-branded with your logo, ordered in bulk quantities (500+).
  • General PAM Cards: pre-packaged sets of 2, 7, or 15 for staff giveaways or campaigns.

Distribution ideas

  • Provide PAM cards to new clients at intake.
  • Make cards available at front desk counters or kiosks.
  • Give staff their own cards to reinforce consistent messaging.

Front Desk & Reception

  • Train staff to accept and honor cards without question.
  • Offer clipboards, tablets, or slips instead of voiced data collection.
  • Keep counters clear of overheard conversations—direct sensitive details to a side area.

Clinical & Service Settings

  • Use cards as a non-verbal cue for privacy.
  • Integrate PAM cards into intake paperwork or digital registration flows.
  • Ensure staff know that presenting a PAM card = request for discretion.

Polite, Professional Scripts

Staff can respond with short, consistent lines:

  • “Thank you, we’ll confirm your information quietly.”
  • “We’ll use your card details instead of asking aloud.”
  • “Let’s step aside to review your contact info.”
  • “We respect your preference for discretion.”

Staff Training

  • Include PAM privacy practices in onboarding and annual refreshers.
  • Role-play card presentation and respectful responses.
  • Highlight privacy as part of organizational values and compliance requirements.

Digital & Records

  • Encourage use of secure portals or text/email confirmations instead of voiced phone numbers.
  • Do not display sensitive information on overhead screens or public monitors.
  • Offer silent confirmation via tablets or signature pads when possible.

Compliance & Trust

  • PAM cards complement HIPAA, FERPA, and other privacy regulations.
  • Show clients and patients your commitment to confidentiality.
  • Reduce risk of complaints or breaches by standardizing responses.

FAQ

Do we have to co-brand Organizational PAM Cards?

No. Co-branding is optional. Cards can carry only the PAM shield or include your logo.

Can we order small quantities?

General PAM Cards are available in smaller packs (2, 7, 15). Organizational PAM Cards are designed for bulk orders (500+).

Are PAM cards compliant with HIPAA/FERPA?

PAM cards support compliance by reinforcing confidentiality, but they do not replace regulatory requirements. Your organization remains responsible for compliance.

How should staff be trained?

Provide short scripts, role-play scenarios, and emphasize that card presentation is a request for discretion.