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How can you maintain client confidentiality when outside of your area of expertise?

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As a personal coach, you may encounter situations where your client needs support or guidance that goes beyond your area of expertise. For example, they may have mental health issues, legal problems, or financial challenges that require professional intervention. How can you maintain client confidentiality when outside of your area of expertise? Here are some tips to help you respect your client's privacy and boundaries while referring them to appropriate resources.

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Kat Newport, ACC

Conflict to Growth Architect | HR & People Operations Specialist | Change Navigator | Author

1 Assess your limits

The first step is to recognize your own limits and scope of practice as a personal coach. You are not a therapist, a lawyer, or a financial advisor, and you should not try to act as one. You should also be aware of the ethical codes and standards of your coaching association or certification body, and follow them accordingly. If you are unsure whether a situation is within your area of expertise, consult with a mentor, a supervisor, or a peer coach.

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2 Communicate clearly

The second step is to communicate clearly with your client about what you can and cannot offer as a personal coach. You should explain the nature and purpose of coaching, and how it differs from other forms of professional help. You should also inform your client about your confidentiality policy, and the limits and exceptions to it. For example, you may have to disclose information if there is a risk of harm to your client or others, or if you are required by law. You should also obtain your client's consent before sharing any information with third parties, such as referral sources.

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Kat Newport, ACC

Conflict to Growth Architect | HR & People Operations Specialist | Change Navigator | Author
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It is beneficial to have a list of resources you can recommend your clients to. By providing a comprehensive list of professionals outside of your skill set, you place the ownership of taking the next steps into the hands of your client and do not have to concern yourself with confidentiality as the client is communicating directly with the specialist.

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3 Refer appropriately

The third step is to refer your client to appropriate resources or professionals when outside of your area of expertise. You should do this in a respectful and supportive way, without implying that your client is deficient or incapable of solving their own problems. You should also provide your client with options and choices, and let them decide whether and how to access the referral. You should also follow up with your client to ensure that they are satisfied with the referral, and to continue your coaching relationship if appropriate.

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4 Document carefully

The fourth step is to document your coaching sessions and referrals carefully and securely. You should keep accurate and detailed records of what you discussed with your client, what actions you took, and what referrals you made. You should also store your records in a safe and confidential place, such as a locked cabinet or a password-protected computer. You should also follow the retention and disposal policies of your coaching association or certification body, and comply with any legal or ethical obligations.

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Kat Newport, ACC

Conflict to Growth Architect | HR & People Operations Specialist | Change Navigator | Author
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Documenting sessions and who you have referred clients to is best discussed with your lawyer. Maintaining records may be bound by provincial, state or federal legislation. If you hold certification in another discipline, you may be bound by your license to keep records. There is no "one size fits all" expectation surrounding record keeping but in all cases, you should be following your local or federal expectations for privacy of information.

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5 Seek feedback

The fifth step is to seek feedback from your client and from yourself about how you handled the situation. You should ask your client for their feedback on your coaching service, and whether they felt respected and supported throughout the process. You should also reflect on your own performance, and identify what you did well and what you could improve. You should also seek feedback from a mentor, a supervisor, or a peer coach, and learn from their insights and suggestions.

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6 Learn continuously

The sixth step is to learn continuously from your experience and from other sources of knowledge. You should update your skills and knowledge as a personal coach, and seek opportunities for professional development and education. You should also expand your network and awareness of other resources and professionals that may benefit your clients. You should also maintain your own well-being and self-care, and seek help if you need it.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you maintain client confidentiality when outside of your area of expertise?

1

2

3

4

5

6

7

1 Assess your limits

2 Communicate clearly

3 Refer appropriately

4 Document carefully

5 Seek feedback

6 Learn continuously

7 Here’s what else to consider

Personal Coaching

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How can you maintain client confidentiality when outside of your area of expertise?

1

2

3

4

5

6

7

1 Assess your limits

2 Communicate clearly

3 Refer appropriately

4 Document carefully

5 Seek feedback

6 Learn continuously

7 Here’s what else to consider

Personal Coaching

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