Our Privacy Policy
Privacy Policy for Management of Personal Information
This document describes the privacy policy of Brain Care 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) and Privacy Amendment (Privacte Sector) Act 2000. This document is available for viewing upon request.
Client Information
Client files are held in a secure filing cabinet and secure electronic database which is password protected and only accessible 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 which is relevant to the psychological service being provided.
Purpose of Holding Information
The information is gathered as part of the assessment, diagnoses, and treatment of the clients’ condition. The information is retained in order to document what happens during sessions, and enables the psychologist to provide a relevant and informed psychological service.
Limits of Confidentiality
In some cases there may be limits to confidentiality and personal information may need to be shared. Exceptions to confidentiality are:
Disclosure by a client of intent causes serious harm to the life, health or safety of themselves or others.
Suspected abuse of a child or a vulnerable adult
Admitted prenatal exposure to controlled substances that are potentially harmful.
Cour order to release records.
The client’s prior approval has been obtained to:
provide a written report to another professional or agency, e.g., a GP or a lawyer; or
discuss the material with another person, e.g., a parent, employer, or health provider; or
disclose the information in another way.
Upon collection of unpaid debt, client details necessary to facilitate recovery of unpaid monies may be released. These details DO NOT include specific content of services provided, such as diagnosis, treatment plan, case notes or testing.
Where insurance companies and other third party payers request information such as dates/ times of services, progress of therapy reports and other relevant information to facilitate payment.
When placing calls to client to confirm or cancel appointments, all care is taken to protect the confidentiality of the client and discretion is our priority.
Digital & Telehealth Services
The laws that protect the privacy of a clients’ personal information also apply to digital and telehealth services. Brain Care provide these services via a Zoom video app which meet HIPAA security requirements. Zoom consultations are 256 bit AES encrypted using TLS 1.2. The platform needs a log in link and a meeting PIN and which will be shared only with you and should not be shared with any other person. Brain Care do not record any tele health sessions and advise that clients cannot record their consultations with their clinician.
Requests for Access
At any stage clients may request to see and correct the personal information about them kept on file. The psychologist, counsellors, or clinician 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 the Practice Manager. 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, please inform us. Ultimately, if you wish to lodge a formal complain about the use of, or access to, your personal information, you may do so with the Office of the Federal Privacy Commissioner on 1300 363 992, or GPO Box 5218, Sydney, NSW 1042.