Please note: The term ‘you’ in the following policy refers to both you as the referring party and your child.
As part of providing an allied health service to you, Okey Dokey Childhood Therapy needs to collect and record personal information from you that is relevant to your situation, such as your name, contact information, your medical history and other relevant information.
Your personal information is gathered as part of your assessment and treatment, is kept securely on site and online and, in the interests of your privacy, used only by your clinician and the authorised personnel of the practice as required. Your personal information is retained in order to document what happens during sessions, and enables the clinician to provide a relevant and informed service to you.
The type of information we may hold includes (but is not limited to):
- Personal contact details
- Medicare information
- Session notes
- Referral letters
- General correspondence and,
- any other information collected throughout your time accessing service at Okey Dokey.
Okey Dokey does not store credit card information.
All staff employed by Okey Dokey Childhood Therapy are bound by stringent confidentiality requirements.
How does Okey Dokey collect my personal information?
Okey Dokey will collect personal information from you in the following ways:
- Initial phone enquiry
- Pre-appointment secure online intake questionnaires
- Information provided by you directly to a member of the clinical or reception team either verbally or in writing (such as emails, SMS and forms).
- When other professionals or associated services (eg. GP, paediatrician or school staff) provide personal information to Okey Dokey via referrals, correspondence, letters and reports.
Okey Dokey may communicate with clients via phone, SMS, Zoom and email.
Why does Okey Dokey collect and hold my personal information?
Okey Dokey gathers your personal information for the purpose of providing high quality and ethical therapeutic supports to you. Your allied health professional will only record the personal information that they determine is relevant to providing you service.
Your information may also be used by Okey Dokey to support your ongoing access to service through practice updates, appointment reminders and general communication. The contact information you provide to Okey Dokey can be changed and updated at any time.
When is Okey Dokey required to disclose my personal information?
All personal information gathered during the provision of service will remain confidential except when:
- it is subpoenaed by a court; or
- failure to disclose the information would, in the reasonable belief of Okey Dokey Childhood Therapy, place you or another person at serious risk to life, health or safety; or
- your prior approval has been obtained to
a) provide a written report to another professional or agency. eg. a GP or a teacher; or
b) discuss the material with another person, eg. a parent, healthcare provider, or third party funder; or
c) disclose the information in another way; or
- you would reasonably expect your personal information to be disclosed to another professional or agency (e.g. your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected; or
- disclosure is otherwise required or authorised by law (such as, but not limited to mandatory reporting).
Your personal information is not disclosed to overseas recipients, unless you consent or such disclosure is otherwise required by law. Your personal information will not be used, sold, rented or disclosed for any other purpose.
To ensure the ongoing development of clinicians, your allied health professional may consult with a supervisor or another registered health practitioner regarding your case solely for the purpose of supervision and professional development. If your case is discussed in this manner, your personal information will be de-identified, unless directly and clinically relevant to the discussion. Such discussions are also bound by privacy and confidentiality policies. In the course of providing service, your clinician may need to disclose identifiable information to Management who are also bound by the privacy and confidentiality policies of the practice.
Are there consequences if i choose not to disclose my personal information?
You are not required to provide personal information to Okey Dokey or your clinician. However, this may mean that Okey Dokey will be unable to provide service to you.
Can I submit a request to release client records?
In the instance that you cease all sessions at Okey Dokey, your clinician will prepare a therapy summary which can be emailed to you upon request. If you, or a health care provider, require the release of further information regarding your sessions at Okey Dokey, a request must be sent to your Okey Dokey clinician or reception via email for review. Costs may apply for these additional record transfers and in most cases the records will only be sent to another treating clinician and not to the client themselves. Please note that Okey Dokey is not responsible for the use of your personal information by a third party.
How does Okey Dokey dispose of client records?
All client files are securely stored either electronically or in our locked filing rooms. Okey Dokey is required to securely hold all client files until the child turns 25 years old, or for a period of at least 7 years. When being destroyed, all physical documents that contain confidential client information are disposed of via our secure shredding bins. These bins are locked at all times and the contents are securely shredded and disposed of regularly.
In the unlikely event of a breach to your privacy or the security of your personal information, Okey Dokey will notify you immediately.
If you have any concern regarding the methods in which Okey Dokey manages your personal information, you can contact your clinician or email Management directly at firstname.lastname@example.org.