Privacy and Confidentiality Policy

1. Introduction

At Helen Walker Occupational Therapy, we understand and are committed to protecting the privacy and confidentiality of our clients’ personal information. This policy outlines how we collect, use, disclose, and protect this information in accordance with relevant laws and regulations.

2. Collection of Information

We collect personal information that is necessary for providing high-quality allied health services. This may include:

• Personal details (e.g., name, address, date of birth)
• Contact information (e.g., phone number, email address)
• Medical history, disabilities and impairments
• Relevant social and family histories

3. Use of Information

The information we collect is used to:

• Provide and manage allied health services
• Communicate with clients and their guardian/nominee regarding their care
• Comply with legal and regulatory requirements

4. Who will have access to your personal information:

Your personal information may be accessed by those working on behalf of Helen Walker Occupational Therapy as well as providers and funding bodies and may include:

• Our therapists (both employed or contracted);
• Our administrative staff (employed or contracted);
• Health professionals including doctors, education staff who support you with your care.
• Statutory bodies or Government agencies.
• Third party professionals and advisors, service provides, including (without limitation) our bookkeeper, accountant, IT service provider and auditor.
• Medicare, Private health insurance providers, Payment Managers and Funding Bodies. 

5. Disclosure of Information

We will not disclose personal or health information to third parties without the client’s consent, except where required by law, where necessary to provide services or exemptions under the Privacy Act 1988 (Cth).

This may include:

• Sharing information with other healthcare providers involved in the client’s care
• Disclosing information to regulatory bodies as required

6. Access to Information

Clients have the right to access their personal information held by us. Requests for access should be made in writing and will be responded to within a reasonable timeframe.

Under the Australian Privacy Principles (APPs), you have the right to:

• Access personal information we hold about you.
• Correct any personal information that is inaccurate or incomplete
• Withdraw your consent for us to use your personal information, where applicable.

We will not charge a fee for access requests but may charge an administrative fee for providing copies of your information. To protect your personal information, we may require identification before releasing the requested information.

7. Security of Information

We take reasonable steps to protect personal and health information from misuse, loss, unauthorised access, modification, or disclosure. This includes:

• Secure storage of physical and electronic records
• Access controls and encryption of electronic data
• Staff are required to sign a confidentiality Agreement upon appointment with Helen Walker Occupational Therapy.
• Staff are required to adhere to all policies and procedures for Helen Walker Occupational Therapy.
• Secure disposal of data. We dispose of information no longer needed or as required by law, typically after retaining client files for a minimum of 7 years

8. Complaints and Concerns

If clients have any concerns or complaints about how their information is handled, they can contact our Practice Manager on 0493 089 393 or support@helenwalkerot.com . We will investigate and respond to complaints in a timely manner.

9. Resources

Helen Walker Occupational Therapy adheres to the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

More information on the Privacy Act 1988 (Cth) can be found on the website of the Office of the Australian Information Commissioner. You may also contact the Commonwealth Privacy Commissioner on 1300 363 992 or www.privacy.gov.au

10. Policy Review

This policy will be reviewed annually and updated as necessary to ensure it remains compliant with relevant laws and best practices.