PRIVACY POLICY
Privacy Policy for Management of Personal Information
This document describes the privacy policy of (Lesley Smyth, Clinical Psychologist hereafter “the Psychologist” or “the Practice”) for the management of clients’ personal information. The psychological service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).
Client information
Client files are held in a secure filing cabinet and electronic document management system, currently Healthkit which is accessible only to authorised employees. The information on each file includes personal information such as name, address, contact phone numbers, medical history, and other personal information collected as part of providing the psychological service.
How clients’ personal information is collected
A client’s personal information is collected in a number of ways during psychological consultation with Lesley Smyth, including when the client provides information directly to Lesley Smyth using hardcopy forms, correspondence via email, when the client interacts directly with the Practice employees such as the receptionist, and when other health practitioners provide personal information to Lesley Smyth, via referrals, correspondence and medical reports.
Consequence of not providing personal information
If the client does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, Lesley Smyth may not be in a position to provide the psychological service to the client. Clients may request to be anonymous or to use a pseudonym, unless it is impracticable for Lesley Smyth to deal with the client or if the Practice is required or authorised by law to deal with identified individuals. In most cases it will not be possible for the client to be anonymous or to use a pseudonym, however if Lesley Smyth agrees to the client being anonymous or using a pseudonym, the client must pay consultation fees at the time of the appointment.
Purpose of holding personal information
A client’s personal information is gathered and used for the purpose of providing psychological services, which includes assessing, diagnosing and treating a client’s presenting issue. The personal information is retained in order to document what happens during sessions, and enables the psychologist to provide a relevant and informed psychological service.
Handling of personal information
All client information is handled according to the Australian Privacy Principles. This includes information necessary to support payments, claims, session notes, assessments, recordings, and any other material. Clients have the right to request access to their records in writing. The practice also uses secure AI-powered software for notetaking to enhance accuracy and efficiency. Software used complies with the Australian Privacy Principles and is compliant with AHPRA and HIPAA standards.
Limits to Confidentiality
Psychologists are mandated reporters and must report any concerns about child abuse or neglect to the appropriate authorities, in accordance with legal and ethical obligations.
Your information will remain confidential except where disclosure is required by law:
• If subpoenaed by a court.
• If there is a serious risk of harm to yourself or others.
• If there are concerns regarding child abuse or neglect.
Exchange of Information
We may share relevant information with external professionals (e.g., your GP) to support your care. We will seek your consent before doing so, unless required by law. By signing this form, you agree to allow us to send Medicare-mandated treatment summaries to your Referrer (typically your GP) or agency if applicable.
If you would like the practitioner to communicate with a third party (e.g., your ex-partner, teacher, occupational therapist), written consent is required.
You may withdraw this consent at any time. However, this may affect your access to some services (e.g., Medicare rebates).
Parenting Plans
If a parenting plan is in place, the parent arranging treatment must ensure that plan requirements are met. It is not the responsibility of Smyth Psychology to communicate with other parents or stakeholders unless explicit written consent is provided.
Legal and Court Matters
Your practitioner does not provide reports or documents for medico-legal or family court purposes unless required by law or court order. Referral options can be provided if such services are needed.
Requests for access and correction to client information
At any stage clients may request to see and correct the personal information about them kept on file. The psychologist may discuss the contents with them and/or give them a copy, subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by clients for access to or correction of personal information held about them should be lodged with Lesley Smyth. These requests will be responded to in writing within 30 days, and an appointment will be made if necessary for clarification purposes.
Concerns
If clients have a concern about the management of their personal information, they may inform Lesley Smyth. Upon request they can obtain a copy of the Australian Privacy Principles, which describe their rights and how their personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or by post to: Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.