Privacy Policy
Privacy Policy
Rony Kayrouz and Steve Hansen of Psychodos are your (“your treating psychologist”) and Changes Psychology (the admin service “provider”) respects the privacy of individuals. Psychodos is committed to complying with all applicable privacy laws including the Privacy Act 1988 (Cth), the Health Records and Information Privacy Act 2001 (NSW) and other laws which protect the privacy of personal information (including health information) in New South Wales. This privacy policy describes in detail how your treating psychologist and provider manages your personal information.
What information do your treating psychologist and provider collect and hold about you?
During the course of your interactions with your treating psychologist and provider we may collect personal information about you. We work like a virtual clinic office, collecting and managing personal (e.g., name, date of birth, contact details, emergency contacts) and medical information (e.g.., details of any health practitioner that refers you to us, your medical history, family medical history, treatment and advice you have been given, and any other information relevant to your participation in our services)provided by you and your psychologist, which naturally includes sensitive health information
How does your treating psychologist and provider collect and hold your personal information?
We will generally collect and record your personal information directly when you contact us by telephone, email or via our website. In some instances, it may be necessary to collect your information from another person such as a health practitioner that refers you to Psychodos. (e.g., your GP).
Giving your information is voluntary but if not provided, Psychodos may be limited in the support we can give. By giving us current, accurate and complete information, we are best placed to assist you.
We collect, use and (where appropriate) share this information, which includes health information, to facilitate appointments with psychologists; manage payments, Medicare and insurance claims; and manage records regarding your appointments. Handling of personal information involves storage and processing of some data overseas via offshore data centres.
Your information will be stored in an electronic record and/or paper records. Each time you interact with a treating psychologist or provider new information may be added to your record. Your treating psychologist will store electronic and/or paper case notes, which will not be accessible by the provider’s admin team. Your information will be kept in a file that will be seen only by the treating psychologist and will be retained as a record of what happens during sessions. The treating psychologist and provider is required by law, to securely store your files for 7 years (or if you are under 18 years old, your file must be kept until you turn 25).
Why and how does the treating psychologist and provider collect, hold, use and disclose your personal information?
We generally collect, hold, use and disclose your personal information the purpose of assisting us to provide the services available at Psychodos. All personal information gathered by your treating psychologist during the provision of services will remain confidential, except in the following circumstances:
1. If your file is subpoenaed by a court; or
2. Failure to disclose the information would place you or another person at risk; or
3. Your prior approval has been obtained to provide a written report to another professional or agency (e.g., GP/lawyer) or discuss the material with another person, e.g. a parent, spouse or employer
4. Required as a routine part of supervision to ensure ethical and quality service or as part of professional development/ training/ accreditation we may be required to write case reports or studies or discuss information. In these instances, all identifying details will be omitted from such reports to protect your confidentiality.
How does the treating psychologist and the provider protect your information?
Your personal information is held in HealthKit and Notability. HealthKit is a pass-word protected online clinic management software. Notability is an application that stores client’s case notes in a password protected folder. Only the treating psychologists will have access to the clinical case notes in notability and HealthKit. We take all reasonable steps to hold information securely in electronic or paper form.
How can you access or seek correction of your personal information?
At any stage, clients may lodge a request with their clinician to see the information about them kept on file. These requests will be responded to within 7 business days and an appointment made for clarification purposes at the cost of a standard consultation.
What should you do if you have a question or complaint about the handling of your personal information?
You may contact Psychodos on 02 9558 5588 during business hours if you have any questions or concerns about this Privacy Policy or how your personal information has been handled. If you have contacted Psychodos and your question or concern has not been able to be resolved to your satisfaction, you make a complaint with us.
We will consider your complaint and determine if there are simple or immediate steps which can be taken to resolve the issue. We will generally respond within a week. If your complaint requires a more detailed consideration or investigation, we will acknowledge receipt of your complaint within a week and endeavour to complete investigation promptly. We will typically gather further information about your complaint and in most cases investigate and respond within 30 days.
If you are not satisfied with our response to a complaint or you consider we have breached privacy laws, you are entitled to make a complaint to the NSW Information and Privacy Commission on 1800 472 679 or online at www.ipc.nsw.gov.au.
How are changes made to this Privacy Policy?
The privacy policy was last updated in 2019 and may be reviewed and amended from time to time.