Privacy and Confidentiality
At Hey Stacey Occupational Therapy, protecting personal information and maintaining confidentiality is taken seriously. This Privacy Policy outlines how personal information is collected, used, stored, and disclosed in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and applicable health records legislation.
This policy applies to individuals accessing occupational therapy, rehabilitation, assessment, consultancy, and related services provided by Hey Stacey Occupational Therapy.
Collection of Personal Information
Hey Stacey Occupational Therapy may collect personal and sensitive information relevant to the provision of occupational therapy and rehabilitation services.
This may include:
- Name, date of birth, address, telephone number, and email address
- Emergency contact and next of kin details
- Medical and health information
- Functional, cognitive, psychosocial, vocational, and rehabilitation information
- Referral information and clinical reports
- Funding, insurer, claim, or scheme-related information
- Information provided by treating teams, support providers, employers, or legal representatives where relevant
- Payment and billing information
- Records of appointments, communications, and correspondence
Information is typically received through referral sources, which may include background medical, rehabilitation, insurer, or support documentation relevant to service delivery. Additional information may then be collected directly through discussions with the individual, their family members, support network, or other relevant stakeholders. Where appropriate and with consent, information may also be obtained from treating health professionals, rehabilitation providers, support coordinators, employers, or other parties involved in the person’s care, rehabilitation, or support arrangements.
Use of Personal Information
Personal information is collected for purposes directly related to the provision of occupational therapy, rehabilitation, assessment, and consultancy services.
This may include:
- Providing assessment, treatment, rehabilitation, and care planning services
- Preparing reports and recommendations
- Coordinating with treating teams and support providers
- Managing appointments and communications
- Processing billing and payments
- Meeting professional, clinical, contractual, and legal obligations
- Practice administration, quality assurance, and risk management
Personal information will only be used for purposes reasonably related to service delivery or as otherwise permitted or required by law.
Disclosure of Personal Information
In the course of providing services, personal information may be disclosed to relevant third parties where necessary for treatment, rehabilitation, funding, service coordination, or legal and administrative purposes.
This may include:
- Medical practitioners and allied health professionals
- Rehabilitation providers and case managers
- Hospitals and community service providers
- Employers or vocational rehabilitation providers where relevant
- Statutory insurance schemes and government agencies
- Insurers and funding bodies
- Legal representatives or medico-legal stakeholders where authorised or required
- Accountants, IT providers, or professional advisors assisting with business operations
This may include organisations such as:
- Lifetime Support Authority
- ReturnToWorkSA
- Icare Lifetime Care
- Motor accident and workers compensation insurers
- National Disability Insurance Scheme (NDIS) stakeholders where applicable
Information will only be disclosed where:
- consent has been provided;
- disclosure is reasonably necessary for service delivery or rehabilitation coordination;
- disclosure is required or authorised by law; or
- there is a serious threat to life, health, or safety.
Consent
By engaging with services provided by Hey Stacey Occupational Therapy, individuals acknowledge and consent to the collection, use, and disclosure of information as outlined in this policy.
Where sensitive health information is collected or shared, informed consent will generally be obtained prior to disclosure unless otherwise permitted or required by law.
Consent may be withdrawn at any time however, this may impact the ability to provide services safely or effectively.
Storage and Security of Information
Reasonable steps are taken to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
Information may be stored electronically and/or in paper form using secure systems and processes appropriate to the nature of the information held.
Safeguards may include:
- password-protected electronic systems
- secure cloud-based practice management systems
- restricted access to records
- secure disposal of information when no longer required.
Technology-Assisted Tools
Technology-assisted tools may be used to support administrative efficiency, documentation, communication, or resource development. Where such tools are used, reasonable steps are taken to protect privacy and minimise identifiable information wherever practical. Professional judgement remains central to all clinical decision-making, assessment, and documentation processes.
While reasonable efforts are made to protect information transmitted electronically, no method of electronic communication or storage can be guaranteed to be completely secure.
Access and Correction
Requests may be made to access personal information held by Hey Stacey Occupational Therapy and to request correction of inaccurate, incomplete, or outdated information.
Requests for access or correction should be made in writing using the contact details below.
In some circumstances, access may be limited where permitted by law.
Website and Electronic Communication
The website may collect limited non-identifiable information through cookies or analytics tools to improve website performance and user experience.
If contact is made via website forms or email, the information provided will be used for the purpose of responding to enquiries and managing service delivery.
Please be aware that email and electronic communication may carry some inherent privacy and cybersecurity risks.
Retention of Records
Health records and related documentation are retained in accordance with applicable legal, professional, and regulatory requirements.
When records are no longer required, they will be securely destroyed or de-identified where appropriate.
Privacy Complaints
If there are concerns regarding the handling of personal information, contact can be made directly with Hey Stacey Occupational Therapy so the matter can be addressed promptly.
If the response is unsatisfactory, a complaint may be lodged with the Office of the Australian Information Commissioner (OAIC).
Contact Information
For questions, concerns, or requests relating to this Privacy Policy or personal information, please contact:
Hey Stacey Occupational Therapy
ABN: 42659636328
Email: stacey@heystacey-ot.com.au
Policy Review
This Privacy Policy may be updated periodically to reflect changes in legislation, professional obligations, technology, or service delivery practices. The most current version will be available on the website.