Recording of personal information

As part of the psychological services provided to you, personal information will be collected and recorded that is relevant to your situation, such as your name, contact details, medical history and other relevant information as part of the provision of psychological services. Written notes are required by law to be kept by your psychologist for no less than 7 years.

As part of your treatment, it is recommended that your sessions are recorded using an AI transcription / summarisation service. The software used for this (NovoNote) is only used by psychologists and meets all regulatory and privacy requirements of the Australian Health Practitioners Regulating Agency (AHPRA) code of conduct guidelines for psychologists and is HIPAA compliant. The information collected through this service is encrypted and kept securely within an Australian server. Audio recordings are never kept as part of this service, with audio being immediately transcribed into a redacted text based transcript. Using this service enables your psychologist to keep more comprehensive records of your treatment which makes it easier to provide you with session notes as well as simplifying reporting to other health professionals such as your doctor. Your consent for AI transcription is recorded as part of the intake process. You may choose to give or decline permission for AI recording. You may ask to cease recording at any point in your session/s and/or cease ongoing permission for recordings.

Privacy and confidentiality

Your privacy is important and your personal information is handled in accordance with the Privacy Act 1988 (Cth) and professional obligations set by the Psychology Board of Australia.

Your personal information is gathered as part of your assessment and treatment. All of this is kept securely and, in the interests of privacy, used only by your psychologist and other authorised staff (as necessary). Your privacy and the information you provide is protected at all times. Your psychologist adheres to the ethics and code of conduct requirements of the Psychology Board of Australia and its regulating body, the Australian Health Practitioner Regulation Agency (AHPRA). Your personal information is retained in order to document what happens during your sessions, and enables your psychologist to provide a relevant and informed psychological service to you. You are entitled to access your personal information kept on file at any time by making a request of your psychologist.

Communication by email, text message or telehealth involves some privacy risks. While reasonable steps are taken to protect your information, absolute confidentiality cannot be guaranteed. These forms of communication should not be used for urgent or crisis matters, or highly sensitive information.

Your information will be kept strictly confidential except when:

1. It is subpoenaed by a court

2. You give permission to release your information to a third party

3. Disclosure is otherwise required by law

4. You disclose a serious risk to life, health or safety to yourself or others

5. Your psychologist is consulting with other psychological supervisors and/or peers to further improve the support and treatment provided to you (whom in turn will maintain strict confidentiality of your information).

Continuity of care

Psychologists have a responsibility for ensuring continuity of psychological care for clients who choose to end the therapeutic relationship and wish to continue psychological treatment, or when the psychologist feels the client’s needs would be better met by another professional, as well as in instances where the psychologist is unable to continue treatment due to circumstances, injury, illness or death. When relevant, your psychologist will attempt to refer you to another treating psychologist and seek your consent to provide your clinical notes. In the event of death or serious illness, the estate or Power of Attorney of your psychologist will have access to your records for the purposes of notification as well as providing information to your next treating psychologist (after consent has been gained). This information will be stored securely and kept confidential.