1. Privacy and Confidentiality Policy
Purpose: To safeguard the privacy and confidentiality of client information in compliance with Australian privacy laws, including the Privacy Act 1988.
Policy:
- All client information is treated as confidential and is not disclosed to third parties without written consent, unless required by law.
- Records are securely stored and accessible only to authorized personnel.
- Clients have the right to access their records upon written request.
- Breaches of confidentiality are only permissible in cases where there is an immediate risk of harm to the client or others, in accordance with legal obligations.
2. Informed Consent Policy
Purpose: To ensure that clients are fully informed about the therapeutic process, their rights, and the use of their information.
Policy:
- Informed consent must be obtained from clients prior to commencing treatment, assessment, or sharing information.
- Consent is documented and stored in the client’s file.
- Consent forms are required for the use of telehealth services, NDIS assessments, and any external reporting (e.g., VOCAT submissions).
- Clients have the right to withdraw consent at any time.
3. Client Safety and Crisis Management Policy
Purpose: To ensure client safety and manage crises effectively.
Policy:
- All clients are assessed for risk factors related to self-harm, suicide, or harm to others.
- In case of immediate risk, staff will follow the crisis management protocol, which includes contacting emergency services or escalating care to specialized teams.
- A safety plan is developed with high-risk clients, and ongoing risk assessments are conducted throughout treatment.
- All staff members are trained in de-escalation techniques and crisis intervention.
4. Cancellation and No-Show Policy
Purpose: To manage client cancellations and non-attendance fairly, ensuring clinic resources are used effectively.
Policy:
- Clients must provide at least 4 business days' notice to cancel or reschedule appointments.
- For cancellations or rescheduling requests made with less than 4 business days' notice, 50% of the session fee will be charged.
- Full session fees will be charged for non-attendance without prior notice.
- All cancellation fees must be paid before the next scheduled session.
- Exceptions may be made for emergencies or unforeseen circumstances, at the clinician’s discretion.
5. Record Keeping and Documentation Policy
Purpose: To ensure accurate and consistent documentation of client sessions and interactions.
Policy:
- Clinicians are required to document each session, including treatment plans, goals, and any significant interactions with the client or third parties.
- Records must be maintained in a secure, confidential manner and updated promptly after each session.
- All documentation complies with legal and professional standards for mental health records.
- Records are kept for a minimum of seven years or until the client turns 25, whichever is longer, as per regulatory requirements.
6. Billing and Payment Policy
Purpose: To provide transparency and fairness in the clinic’s billing practices.
Policy:
- Payment is due at the time of service unless otherwise agreed upon in advance.
- For Telehealth services, payment must be made via the clinic’s online platform before the session begins.
- A 50% fee applies for late cancellations and rescheduling with less than 4 business days' notice, and the full session fee applies for non-attendance.
- Clients who fail to pay fees within the agreed timeframe may have future appointments withheld until payment is made.
- The clinic accepts Medicare rebates for eligible services and will assist with claim processing where applicable.
7. Professional Boundaries and Ethics Policy
Purpose: To maintain ethical standards and professional boundaries in client-clinician relationships.
Policy:
- Clinicians must maintain professional boundaries at all times, avoiding dual relationships or conflicts of interest.
- Personal information about the clinician should only be shared when it benefits the therapeutic relationship and aligns with professional guidelines.
- Clinicians must avoid any form of exploitation, whether financial, emotional, or relational, of clients.
- Violations of professional boundaries will be addressed through supervision and, where necessary, disciplinary action.
8. Staff Training and Development Policy
Purpose: To ensure all clinicians at Insight Clinic are equipped with the necessary skills and knowledge to deliver high-quality care.
Policy:
- Clinicians are required to participate in ongoing professional development, attending relevant workshops, seminars, or supervision sessions.
- Staff must stay informed of best practices in mental health treatment, ethics, and client care.
- Supervision is required for all staff members working with high-risk clients or managing complex cases, with a focus on reflective practice and skill development.
9. Referral and Termination of Services Policy
Purpose: To ensure appropriate referrals are made when the clinic cannot meet a client’s needs, and to manage the termination of services effectively.
Policy:
- Clients requiring specialized care beyond the clinic’s scope will be referred to external services, such as hospitals or specialized programs.
- When treatment goals are met or the client-clinician relationship is no longer productive, services may be terminated with proper notice and support for transitioning to alternative care if needed.
- Termination of services will be clearly communicated to the client in writing, including any necessary referrals for continued care.
10. Telehealth and Remote Services Policy
Purpose: To ensure effective delivery of remote psychological services while maintaining the same standards of care as face-to-face sessions.
Policy:
- Telehealth services are available to clients upon request, subject to the clinician’s approval of client suitability.
- Clients are required to provide informed consent for telehealth sessions, and all interactions are documented.
- Payment for telehealth sessions must be made via the clinic’s pre-payment system before the session begins.
- Telehealth sessions must be conducted in a private, secure environment to maintain confidentiality.
