Privacy & Confidentiality

  • Policy of Note Taking 

    • Progress notes are to be completed within the final 10 minutes of a child's session (50minutes face to face, and 10 minutes note taking). If sessions run overtime, they must be completed within a reasonable timeframe

    • Electronic notes are attached to each appointment within the clinical management system Splose including any photos taken of that session.

  • Privacy & Confidentiality  

    • Protect the Participant’s privacy and confidential information as per the Privacy Act 1988.

    • Store Participant information in a secure electronic management system (SPLOSE), that is password protected and has appropriate firewall protection.  

    • Store paper participant information/forms in that participant's file and secured in a lockable filing cabinet   

    • Inform the participant how to make a complaint and treat them fairly and impartially if they make a complaint. Complaints process found in Feedback and Complaints section

    • Client's information will be kept private and will not be shared, except under the following circumstance: 

      • For the therapists education, such as for the use of clinical supervision. This may involve discussing client's clinical information with another health professional with the aim to improve the Client's clinical outcomes. The use of videos or photos will only be used with the client or client's representative's verbal or written consent.  

      • For therapist education out of NDOT staff (external) will be deidentified. These external staff are still required to keep client information private and confidential and cannot share this with others. The use of videos or photos will only be used with the client or client's representative's verbal or written consent.  

      • During clinical discussions with the client's wider multi-disciplinary team, as consented to through service agreement and/or written or verbal consent prior. Client or their representative will be notified to these meetings before they commence and have the right to attend these meetings.  

      • In cases where it not safe for the participant, or the information required is kept  

      • All clients are entitled to having the privacy, dignity, and health respected and upheld at all times.  

      • For clients with certain disability needs, it may be an expected part of therapy to work on self-care and hygiene goals such as dressing, toileting and bathing. Consent must be obtained prior or during sessions verbally and within the client in the service agreement, if clients require adult assistance or supervision for these tasks and consents to the Provider assisting. If consent is not given to the provider to assist the client in these tasks, a parent/guardian must be present at all times during the sessions to ensure that if continence or accidents as such occur, the client's health and wellbeing is the responsibility of the clients parent/guardian. If there is no consent for providers to assist, and parent/guardian refuse to be present, the session is cancelled and the full cancellation fee applies.

  • Updated: 28/01/2025 

      

    We at NeurodiversOTy do our best to prevent confidential information to be shared accidentally to other parties. We acknowledge the accidents may happen despite the fail safe's we have in place. We ensure that email contacts are uniquely identifiable to prevent wrong emails to be shared or accidentally sent to the wrong email. Physical documents and notes/planning is packed away and not left in common areas where other clients have access to. Electronic data and session notes are kept on a secure clinical management system called 'Splose'.  

     

    Steps when there is a breach of Privacy: 

    1. Notify all parties involved of breach  

    2. Notify supervisor and Director 

    3. Take steps to remediate breach of privacy and notify affected families of such, if applicable.

    4. Fill out Incident Report form including time stamps.

    5. Review and update polcies and procedures as necessary

  • Use of Videos and Pictures 
     

    • For clients under the age of 18, photos and videos may be taken during sessions of the client to send to the clients' parents/guardians to give an update on the session if they were not able to be present. These may also be stored in the clients electronic management file, and deleted from the device used to take the photo within a reasonable timeframe.  

    • The use of videos or photos may be used for clinical education purposes with the clients therapist and their supervisor. Consent will be gained prior to it's use. Purpose of this is to improve a client's therapy care and achievement of goals.  

    • Therapists cannot share these photos externally from NeurodiversOTy without prior written consent from the client or their parent/guardian.  

    • Written consent must be gained by the client or the client's representative if pictures or videos are to be used for marketing purposes. The client's dignity and privacy must always be upheld in these situations.  

    • Clients or their parent/guardians cannot take photos of therapists during or out of sessions without their verbal or written consent beforehand, and must state the intention of these photos ie memories, social media etc. 

    • Clients or their parent/guardians cannot take photos of therapists during or out of sessions, or post these photos on any social media or network without their written consent beforehand  

     

    Management & Disposal of Client Videos and Pictures 

     

    Reasons for Pictures & Videos 

    Therapists may take photos or videos of clients only with written or verbal consent from the child and/or the parent/guardian. Therapist may take videos or pictures for the purposes of: 

     

    • For parent education purposes 

    • To update parents on clients' sessions where they are not present 

    • For creating the clients' home program  

    • For inclusion in the clients' reports, progress notes, or support letters 

    • For uploading to client's Splose profile 

    • For clients' own learning and feedback 

    • For clinical supervision within NeurodiversOTy or the therapists external supervisor 

     

    Disposal of Pictures and videos 

    Once therapists have sent, or used the pictures/videos for the above reasons, they will delete those pictures/videos within a reasonable timeframe from their devices and delete from the ‘Recently Deleted’ folder.

  • Purpose:
    To ensure ethical, secure, and neuroaffirming use of Artificial Intelligence (AI) tools, to support team efficiency, professional reflection, and clinical quality within Neurodiverso OT Practice.

    Guiding Principles

    • Human-first: AI tools will never replace clinical reasoning, therapeutic judgment, or the human connection at the heart of occupational therapy.

    • Neuroaffirming operations: As a neurodivergent-led workplace, we use AI to support executive functioning, reduce administrative burnout, and uphold the same accessible, compassionate principles we encourage in our clients.

    • Transparency and consent: Recording and transcription tools are used, and families are always informed about how their data is handled.

    Data Privacy and Security

    We use paid, private AI tools that store all information on secure servers owned or controlled by the practice.

    No information is shared externally, used for training AI models, or sold to third parties.

    All data is encrypted in transit and at rest (TLS 1.2+ and AES-256).

    Client files remain securely stored in Splose and OneDrive, as per existing policies.Data Privacy and Security

    • We use paid, private AI tools that store all information on secure servers owned or controlled by the practice.

    • No information is shared externally, used for training AI models, or sold to third parties.

    • All data is encrypted in transit and at rest

    • Client files remain securely stored in Splose and OneDrive, as per existing policies.

    AI & Tactiq Use in Practice

    AI tools may be used to:

    • Transcribe telehealth sessions and team meetings to support accurate note-taking.

    • Generate summaries to assist with documentation, reflective practice, and supervision.

    • Support administration, drafting, and internal education in a de-identified and confidential manner.

    • Enhance staff efficiency and reduce executive functioning strain associated with administrative tasks.

    Recording and Transcription

    • All online sessions and team meetings will be recorded and transcribed by default.

    • Recordings assist with note-taking, reflection, and quality assurance.

    • Recordings may be reviewed internally by the NeurodiversOTy team for training and supervision purposes, not for wider use

    • Any use beyond this (e.g., for education or presentations) will require specific written consent.

    If a client or family prefers not to have sessions recorded, they may contact Reception at any time to opt out at reception@neurodiversoty.com.au or contact us via phone 0428 023 736.