Qualia Occupational Therapy for Children is committed to ensuring your personal information is kept secure. We are bound by the Australian Privacy Principles contained in the Privacy Act as well as confidentiality and privacy guidelines from Australian Health Practitioners Regulation Agency (AHPRA) and Occupational Therapy Australia (OTA). We adhere strictly to the following guidelines:
Collection of Information
Qualia collects the information needed to provide you with the highest quality service. This information is collected directly from you and with your permission from third parties such as your paediatrician, class teacher or school counsellor. This permission is requested in the initial intake form and can be revoked at any time by communicating this desire to Qualia via email (firstname.lastname@example.org). Parents may choose to withhold information about their child. However, parents are encouraged to provide any information that they feel could assist Qualia to provide a high quality service. Qualia works to ensure that information collected is accurate and current, by giving parents the opportunity to update any information via an intake form when requested.
Qualia is committed to ensuring that your personal information is kept secure. Only Qualia therapists and administrators can access your clinical records and all staff are bound by strict professional codes of conduct relating to confidentiality.
Qualia holds information about your child in a secure clinical file on a practice management platform called Halaxy. Information held includes intake forms, questionnaires completed by third parties (with your permission as above), clinical notes for each therapy session, letters and / or reports written to you and / or other health professionals with your permission, and work samples. Photos or videos may be held if you have given consent in the intake form.
Halaxy is an Australian company that operates from Melbourne, and data for Australian practitioners is stored within Australia in securely protected data centres with multiple backups in place. This data is protected by 256-bit bank grade security and encryption, meaning patient records, notes, and payment information are protected to the same level required by Australian banks. By law, we hold useful information electronically for 7 years after their final session or until the child is 25 years, whichever is the longer.
Qualia does not hold any paper records. Any information that is received in paper form is immediately scanned and uploaded to Halaxy, before being shredded. Qualia employees are guided by strict confidentiality guidelines and policies provided by Qualia, AHPRA and OT Australia, of which all therapists are members.
Information Use and Disclosure
All information is used solely for the purpose of providing you and your child with the best service possible. Information is used by the therapist to inform and guide intervention. With your permission as per the initial intake form, verbal or written information is shared with third parties including other health professionals, teachers or educators. This is to ensure collaborative service provision and promote outcomes including generalisation and transfer of goal attainment to other environments such as school. This permission can be revoked at any time by communicating this desire to Qualia via email (email@example.com). When a child is using a Medicare Plan, the therapist is required to communicate with the child’s general practitioner about the child’s progress. This is completed with your permission.
There are exceptional circumstances in which we may be required to disclose information about your child. This includes in the event of a court order, child protection matter or a legal matter. For families registered under the National Disability Insurance Scheme, Qualia complies with the mandatory reporting requirements.
Qualia is committed to adhering to these principles for online therapy, and engages in a continual clinic wide risk mitigation process. However, the use of an online video conference platform does open up additional risk in comparison to face to face therapy, and Qualia assumes your consent for therapy via this platform when you agree to online therapy. Qualia is taking additional security measures such as adding security features to online therapy sessions and continuing to exclusively use a secure practice management software platform for all clinical documentation and confidential information (Halaxy). However Qualia cannot guarantee the total prevention of security breaches. Qualia encourages parents to stay in close proximity of their child while engaging in online therapy sessions. In the event you would like to discuss something of a confidential or sensitive matter, you are encouraged to contact the therapist via phone rather than during the online therapy session.
Access, Amendments, and Withdrawal of Information
Parents are welcome to request information about their child or to request a correction to this information. Requests for information and information corrections should be made in writing to one of the directors of the clinic, Avalon Nixon or Sophie-Anna Barling by emailing firstname.lastname@example.org.
Where allowed by law, parents may request to amend or withdraw prior consent for the collection, use, retention or disclosure of information related to their child. All requests should be made in writing to one of the directors of the clinic, Avalon Nixon or Sophie-Anna Barling by emailing email@example.com.
If you have reason to believe that Qualia has breached any of the above guidelines, please advise the Directors, Avalon Nixon and Sophie-Anna Barling, in writing. The information you provide will then be handled through formal complaint procedures. If you are not satisfied with Qualia’s response, you can also contact Occupational Therapy Australia (www.otaus.com.au), Australian Health Practitioners Regulation Agency (AHPRA) (www.ahpra.gov.au) or the Office of the Australian Information Commissioner (www.oaic.gov.au).
If you have any concerns, or require any further information, please contact the clinic on 9555 9776 or via email to firstname.lastname@example.org.