Privacy & Confidentiality Policy

Policy statement 

Thrive OT Services collects and stores information so it can provide a safe working environment, high quality services and meet its legal requirements. 

Thrive OT Services manages personal information in accordance with relevant legislation and disposal guidelines.

This policy supports Thrive OT Services to apply National Standards Disability Services: 

• Rights and into the future, 
• National Disability Insurance Scheme Practice Standards
• Rights and Responsibilities (Privacy and Dignity);
• Provision of Supports (Access to Supports)

Scope 

This policy applies to all staff, contractors, volunteers or students/trainees. It includes confidentiality of information about the people Thrive OT Services support and the people who work with Thrive OT Services.

Principles 

• Personal information is collected with consent and is used where the information is needed to provide services and meet compliance requirements. 
• Information is protected from misuse, loss and unauthorised access. 
• Information not needed by Thrive OT Services is destroyed as soon as practicable in a way that complies with all legal and compliance requirements.
• Reasonable steps are taken to ensure information is complete, current and accurate. 
• Personal information is only ever released if required by law, agreed to through the informed consent of the individual or if a person requests to see their own personal file. 
• Personal information will not be disclosed to other parties or used for direct marketing without permission.

Key actions/Procedures

Clients will be directed to this policy when they first use Thrive OT Services and ensure they have understood it. This action is recorded on the person’s file. 

All therapists are required to ensure objective, detailed, accurate and up-to-date records and information are maintained to meet legal, contractual and mandatory reporting requirements. All requests for correction are processed in conjunction with privacy legislation as soon as practicable. 

Information about a person sent or received via email is recorded in their file by the therapist sending or receiving the email.

Therapists who are authorised in their role to access personal information must not share their passwords and logins with others and agree to taking all reasonable steps to ensure information is protected from misuse, loss and unauthorised access. 

If clients have complaints about perceived or suspected breaches of privacy they are instructed to contact the director of Thrive OT Services. 

Definitions

Confidential Information: any information that identifies a person

Informed consent: voluntary agreement and/or action where the person making the decision has appropriate information, understands the consequences of the decision and capacity to make the decision