Neuronirvana Policy
At Neuronirvana Occupational Therapy, we are committed to protecting your privacy and keeping your personal information safe. As a sole trader providing paediatric occupational therapy services, I respect your rights and follow Australian laws, including the Privacy Act 1988, the Australian Privacy Principles (APPs), and Victorian laws such as the Privacy and Data Protection Act 2014 and the Health Records Act 2001. I also aim to comply with updates like the Privacy Amendment Act 2024.
This policy explains how I collect, use, disclose, store, and protect your personal information, and outlines your rights. It applies to all services I provide, including in schools, kindergartens, daycares, and mobile visits.
Purpose
This policy outlines my procedures for protecting the privacy of clients and ensuring compliance with legal obligations under Australian privacy laws. It helps me deliver high-quality, ethical services while respecting your privacy.
Scope
This policy applies to all personal information I handle as a sole trader, including during therapy sessions, communications, and record-keeping.
Definitions
- Personal Information: any information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not and whether it is recorded in a material form or not. This includes details like your name, address, phone number, email, medical history, or health-related data, as defined under the Privacy Act.
- Sensitive Information: A subset of personal information that is more private, such as health records, disability details, cultural beliefs, or information about race, sexual orientation, or religion. I will only collect this with your explicit consent, unless required by law.
How I Collect Personal Information
I only collect the information necessary to provide your healthcare services. This includes:
- Contact Details: Your name, address, phone number, and email.
- Health Information: Details about your medical history, conditions, treatment plans, and session notes.
- Billing Information: Insurance details, payment history, and secure payment data (e.g., via Stripe or Square, excluding Plan Managed participants).
- Participant Records: Service agreements, clinical notes, appointments, reports, and invoices.
I collect this directly from you during appointments, forms, phone calls, or emails, always with your or your guardian’s consent. In some cases, with your permission, I may collect it from others, like healthcare providers, teachers, or NDIS coordinators. If I collect information indirectly (e.g., for NDIS reporting), I’ll notify you as soon as possible.
How I Use Your Information
I use your personal information for:
- Assessing your or your child’s needs and providing relevant services.
- Managing appointments, billing, and communications.
- Meeting legal requirements, such as NDIS reporting or mandatory disclosures.
- Facilitating internal business operations, including invoicing and meeting legal requirements.
- Improving our services through feedback and analysis of customer needs
- Sending optional updates about relevant services (you can opt out anytime).
I only use or disclose your information for the original purpose it was collected, unless you consent or the law requires it (e.g., for child safety concerns). With your consent, I may share it with:
- Other healthcare professionals involved in your care (e.g., for reports or treatment summaries).
- Members of your support team (e.g., educators or NDIS coordinators) that you’ve authorised.
- Trusted third-party providers who assist with my operations, such as IT vendors (e.g., Microsoft OneDrive, Splose) or administrative services.
- External agencies, like the NDIA, Medicare, or health funds, for purposes such as quality assurance, audits, or legal obligations.
How I Share Personal Information
I only share your information when necessary, with your consent, or as required by law. This may include:
- Healthcare providers for your care (e.g., speech therapist, paediatrician, GP, psychologist).
- Government bodies for compliance (e.g., NDIS or child protection).
- Service providers for secure operations (e.g., billing or data storage).
- Insurance companies for claims.
All sharing is done securely, and I ensure recipients follow the same privacy standards. If sharing is for a secondary purpose, I’ll seek your consent first.
Keeping Your Information Safe
I protect your information from loss, misuse, or unauthorized access using:
- Physical security: Storing paper records in locked locations.
- Electronic security: Using encryption, passwords, and secure tools like Microsoft OneDrive and Splose, with automatic logouts on all devices.
- Training: I stay updated on privacy practices through regular professional development.
I retain your information for 7 years after your last session. For children under 18, I keep it until their 25th birthday plus 7 years. When no longer needed, I destroy it securely by shredding physical documents and permanently deleting digital files.
Access and Correction
You have the right to access and correct your personal information. To request this, contact me at [email: admin@neuronirvana.com.au, phone:0455 622 422]. I’ll verify your identity and respond within 30 days. If I can’t fulfill your request (e.g., due to legal reasons), I’ll explain why and suggest alternatives.
Complaints
If you believe your privacy has been breached, contact me at email: admin@neuronirvana.com.au, phone:0455 622 422, provide details of the issue, and I’ll:
- Acknowledge your complaint within 7 days.
- Investigate fairly and respond within 30 days.
If you’re unsatisfied, escalate to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or 1300 363 992, or the Office of the Health Services Commissioner for Victorian matters. I handle complaints confidentially and at no cost.
Date created: 9/07/2025
Review date: 9/07/2026
Version: 1
Updated By: Maryam Karami
Purpose
This policy recognises the value of social media for communication, education, and engagement while ensuring its use aligns with our core values, professional standards, and legal obligations. It aims to:
- Protect the privacy and confidentiality of our clients.
- Prevent the spread of misinformation or inappropriate content.
- Safeguard the clinic’s reputation and ensure compliance with relevant laws and regulations.
Scope
This policy applies to all team members at Neuronirvana, including full-time, part-time, and casual employees, contractors, and volunteers. It covers all forms of social media, including but not limited to Facebook, Instagram, LinkedIn, blogs, Neuronirvana’s website, and any other online platforms where information is shared publicly or professionally.
Guidelines for Social Media Use
All team members must adhere to the following guidelines to ensure ethical and responsible behaviour:
- Confidentiality
- Client Information: Never share client-related details, such as photos, names, or treatment information, on social media without explicit written consent. This includes indirect references that could identify a client.
- Clinic Information: Avoid posting sensitive or proprietary clinic details, such as financial data or internal strategies.
- Compliance with Privacy Standards: Align all activities with the Australian Privacy Principles (APPs) to protect personal information. Breaches could result in legal consequences; always prioritize client privacy.
- Professional Conduct
- Accurate Information: Ensure content about health-related topics or Neuronirvana’s services is accurate and evidence-based. Avoid providing specific medical advice.
- Ethical Engagement: Maintain professionalism in all interactions. Posts should reflect respectful and inclusive communication, avoiding content that could harm the clinic’s reputation.
- Regulatory Compliance: Follow AHPRA guidelines and healthcare advertising regulations by being truthful, avoiding unsubstantiated claims, and adhering to industry standards.
- Legal Compliance and Data Protection
- Regulatory Adherence: Comply with applicable laws, including healthcare advertising rules and the APPs. Avoid false or misleading claims and ensure shared content is appropriate.
- Data Protection Measures: Use secure platforms and obtain consent for interactions involving personal information. Report any potential issues immediately for review.
Enforcement and Monitoring
Neuronirvana reserves the right to monitor social media use related to the clinic and address any violations through appropriate measures, such as training or disciplinary action. Team members should seek clarification from the principal therapist before posting content involving client information or professional matters.
Date created: 9/07/2025
Review date: 9/07/2026
Version: 1
Updated By: Maryam Karami
Purpose
To ensure Neuronirvana delivers occupational therapy services safely during outreach visits by systematically identifying and managing risks in natural environments (e.g., homes, schools). This policy safeguards clients, families, educators, and the practitioner while meeting professional and legal obligations.
Scope
Applies to all outreach services provided by Neuronirvana, including:
- Schools, kindergartens, daycares, and private homes
- Community-based consultations and mobile therapy sessions
Compliance with this policy and the Outreach Code of Conduct is mandatory to uphold safety and ethical standards.
Guiding Principles
Neuronirvana prioritises safety in natural environments by considering:
- Physical environment: Layout, accessibility, and hazards (e.g., uneven surfaces, exposed needles).
- Client/family behaviour: Potential agitation, stress, or communication challenges.
- Behaviour of others: Educators, visitors, or unexpected individuals present.
- Practitioner safety: Proactive risk mitigation as the sole provider.
- Preparation: Adequate briefing and hazard identification.
Roles and Responsibilities
As the sole practitioner, I will:
- Conduct safety checks for all new/unfamiliar locations, including homes.
- Address risks immediately during visits and document actions in the Home Risk assessment form saved in the practice management software (Splose).
- Review this policy annually or after incidents.
Procedures
Phase 1: Pre-Visit Checklist
Before initial visits, complete an offsite check (phone/email) to confirm:
- Access: Secure entry, parking, and bushfire risks on Code Red Days (summer).
- People: Staff, children, or others present.
- Hazards: Animals, smoking areas, or contagious illnesses (e.g., COVID-19).
Phase 2: On-Site Action Plan
- Assess risks:
- Physical: Exposed syringes, weapons, hazardous materials.
- Behavioural: Aggression, intoxication, or unsafe group dynamics.
- Health: Contagious illnesses, allergies, unhygienic conditions.
- Act:
- Reschedule/modify sessions if risks persist.
- Leave immediately if threatened and notify emergency contacts.
- Document: Record findings in the Home Risk assessment form saved in the practice management software (Splose).
Outreach Code of Conduct
Before Visits:
- Parking: I’ll park in a convenient spot that doesn’t block access, ensuring a smooth arrival and departure.
- Preparation: I’ll have my identification and a charged phone with me for any necessary communications.
During Visits:
- Entering Your Home: I’ll wait for your invitation before entering and will always respect your space.
- Safety First: I’ll sit near exits and keep my belongings secure to ensure a safe environment for everyone.
- Communication: I’ll be attentive to everyone present and ensure open dialogue.
- Professionalism: I’m here to support your family, and I’ll always maintain a professional and friendly demeanor.
If Concerns Arise:
- Your Comfort: If you ever feel uncomfortable, please let me know immediately. Your safety and comfort are my top priorities.
- Emergency Situations: In any urgent situations, I’ll ensure we take appropriate steps to keep everyone safe, including contacting emergency services if necessary.
Responding to Challenging Situations:
- Staying Calm: I’ll remain calm and respectful, focusing on finding solutions together.
- Open Communication: I’ll use clear and simple language to address any concerns and ensure we can resolve issues amicably.
Compliance
- Annual review: Update checklists based on incident logs or regulatory changes.
- Zero tolerance: No services in high-risk environments (e.g., active violence).
Date created: 9/07/2025
Review date: 9/07/2026
Version: 1
Updated By: Maryam Karami
This policy outlines Neuronirvana’s proactive approach to identifying, managing, and responding to risks and incidents to ensure the safety, rights, and wellbeing of all clients, families, and staff. As a paediatric allied health provider, we are committed to preventing harm, complying with relevant legislation (such as Victorian child protection laws and NDIS standards), and maintaining high-quality services.
Scope
This policy applies to all occupational therapy services and activities provided by Neuronirvana, including:
- Therapy sessions in clinics, schools, kindergarten, daycare, homes, or the community
- Telehealth consultations
- Travel to or from sessions
- Communication with clients, families, educators, or other service providers
Risk Management
Neuronirvana takes a proactive approach to identifying and managing risks to child safety. This includes:
- Carefully planning mobile and home visits, ensuring a parent or guardian is present whenever possible
- Avoiding situations where a therapist is alone with a child without prior parental supervision, unless it is essential and agreed upon in advance
- Ensuring the physical and emotional safety of all children during sessions and in all communications
- Maintaining secure and confidential records of all services and interactions using tools like Splose
Mandatory Reporting
As a registered occupational therapist in Victoria, Neuronirvana complies with mandatory reporting requirements. We must report to Child Protection Victoria or Victoria Police if there is:
- A reasonable belief that a child is experiencing physical or sexual abuse, or
- A belief that a child is at risk of significant harm, including neglect, emotional harm, or exposure to family violence
Reports will be made in accordance with the Children, Youth and Families Act 2005 (Vic), prioritizing the child’s safety and wellbeing.
Incident Management Policy
This section details how Neuronirvana identifies, records, manages, and responds to incidents to minimize harm and improve services.
Definition
An incident is any event whether accidental or deliberate that:
- Causes or could cause harm to a participant, caregiver, or therapist
- Results in injury, illness, or distress
- Involves inappropriate or unsafe behaviour, abuse, or neglect
- Raises concerns about professional misconduct, privacy breaches, or service quality
- Is a reportable incident under relevant standards, such as NDIS guidelines
Types of Incidents
Examples include (but are not limited to):
- A child being injured during therapy
- Aggressive or inappropriate behaviour from a family member or child
- Loss or unauthorized disclosure of confidential information
- A therapist being injured during a home visit or travel
- Sudden changes in a child’s health, behaviour, or safety
- Concerns about abuse, neglect, or environmental hazards
Reportable Incidents
As a non-registered NDIS provider, Neuronirvana adheres to high standards of care but is not required to report directly to the NDIS Commission. However, we treat the following as reportable:
- Death of a participant
- Serious injury
- Allegations of abuse or neglect (including physical, sexual, or emotional abuse)
- Unlawful or inappropriate use of restrictive practices
- Missing persons
In these cases, we will:
- Take immediate action to ensure safety
- Report to Victoria Police or Child Protection if applicable
- Document the incident thoroughly
- Refer to relevant authorities, such as the Australian Health Practitioner Regulation Agency (AHPRA) or the Department of Health and Human Services (DHHS)
Responding to an Incident
Upon identifying or being notified of an incident, Neuronirvana will:
- Respond immediately to ensure the safety of all involved
- Record the incident in the secure Incident Register within 24 hours
- Notify appropriate parties, such as:
- Parents or caregivers
- Emergency services (if needed)
- Plan managers, support coordinators, or other relevant contacts
- Review the incident to assess risk factors and identify changes to service delivery
- Implement follow-up actions, such as providing first aid, adjusting therapy plans, or making referrals
Incident Documentation
All incidents will be recorded in a secure internal Incident Register, which includes:
- Date, time, and location of the incident
- People involved
- Description of what occurred
- Immediate response actions
- Outcome and follow-up steps
- Person responsible for follow-up
Records will be stored securely in Splose and kept confidential, in line with Neuronirvana’s Privacy Policy.
Child Safety and Mandatory Reporting in Incidents
If an incident involves child abuse, suspected abuse, or harm, Neuronirvana will:
- Follow the Mandatory Reporting Procedure under Victorian law
- Contact Child Protection Victoria or Victoria Police as required
- Inform the parent or guardian if it is appropriate and safe to do so
- Prioritize the safety and wellbeing of the child throughout the process
This policy ensures that Neuronirvana maintains a safe environment, responds effectively to incidents, and upholds our commitment to child protection and quality care.
Date created: 9/07/2025
Review date: 9/07/2026
Version: 1
Updated By: Maryam Karami
Purpose
This policy affirms my commitment as a sole trader at Neuronirvana Occupational Therapy to the safety, wellbeing, and rights of all children I work with. As a paediatric allied health provider, I uphold a zero-tolerance approach to child abuse and am dedicated to creating a safe, inclusive, and supportive environment for every child.
Scope
This policy applies to all occupational therapy services I provide, including:
- School, kindergarten, daycare, and home visits
- Telehealth consultations
- Communication with families, educators, or other service providers
Guiding Principles
Some services require delivery in natural environments like schools or daycares. I take into account:
- The physical environment (e.g., layout and hazards)
- Children’s behaviors and those of others present
- My own safety as the sole provider
- The need for adequate preparation to identify and minimize risks
I recognize that this work involves occupational health and safety (OHS) challenges and will take reasonable care for the safety of everyone involved.
Commitment to Child Safety
I am committed to:
- Promoting the best interests of the child in all decisions
- Supporting children to feel safe, heard, and respected, especially those with disabilities or from culturally diverse backgrounds
- Preventing harm through proactive risk management and education
- Complying with mandatory reporting under Victorian laws like the Child Wellbeing and Safety Act 2005
Child Safe Standards
I align with the 11 Child Safe Standards in Victoria, including:
- Embedding child safety into my service culture
- Empowering children in therapy decisions
- Supporting family and cultural inclusion
- Managing risks in mobile and telehealth services
- Valuing diversity, particularly for children with disabilities, First Nations children, and those from multicultural backgrounds
Roles and Responsibilities
As the sole trader, I am responsible for:
- Conducting safety checklists for each visit
- Monitoring and addressing risks
- Ensuring this policy is followed and reviewed regularly
Procedures
Safety Checklists (Phase 1)
Before my first visit, I’ll conduct a preliminary check (e.g., via phone or email) to ask about:
- Access and potential hazards
- People present and their behaviors
- Any animals or health risks
On-Site Assessment and Action Plan (Phase 2)
During visits, I’ll:
- Scan for risks like hazardous materials or unhygienic conditions
- Observe behaviors and ask questions if needed
- Create an action plan if risks are identified, such as rescheduling or adjusting services
If risks like exposed hazards or threats are present, I’ll leave immediately and reschedule. All checklists and plans will be documented securely.
Compliance with this Policy
I must adhere to this policy at all times, ensuring compliance with relevant laws and standards.
Date created: 9/07/2025
Review date: 9/07/2026
Version: 1
Updated By: Maryam Karami
Purpose
This policy outlines Neuronirvana’s commitment to managing and avoiding conflicts of interest, ensuring that all services are provided fairly, transparently, ethically, and in the best interests of clients and families. We uphold trust and integrity in all professional relationships and clinical decisions.
Scope
This policy applies to:
- All occupational therapy services provided by Neuronirvana, including mobile and telehealth sessions.
- Decisions involving referrals, recommendations, billing, relationships with third parties, and business operations.
- Interactions with clients, families, plan managers, support coordinators, schools, and other service providers.
Definition
A conflict of interest occurs when a therapist’s personal, financial, or professional interests may compromise or appear to compromise their ability to act in a client’s best interest. Conflicts can be:
- Actual: A real conflict is present.
- Perceived: It appears to others that a conflict exists.
- Potential: A situation that could lead to a conflict in the future.
Neuronirvana’s Commitments
Neuronirvana is dedicated to maintaining ethical practices and will:
- Avoid conflicts wherever possible through careful planning and decision-making
- Disclose any actual, perceived, or potential conflicts to clients and affected parties as soon as they arise
- Maintain clinical objectivity in all therapy recommendations, referrals, and goal setting
- Provide full transparency about any business relationships with third parties
- Document conflicts in client records and update care plans as necessary
- Refer clients to an independent service or colleague if a conflict cannot be resolved appropriately
Client and Family Transparency
Clients and their caregivers will be:
- Informed of any actual or potential conflicts of interest in a clear and timely manner
- Given the option to seek a second opinion or choose a different provider if needed
- Encouraged to raise concerns if they believe a conflict may be influencing service delivery
Record-Keeping and Review
- All identified conflicts of interest will be recorded in the client’s file using secure systems like Splose to ensure confidentiality and accuracy.
- This policy will be reviewed annually, or earlier if there are changes in practice, ethical standards, or regulations.
- Any updates will be communicated in writing to relevant families or stakeholders as needed.
Breach of Policy
Failure to identify, declare, or manage a conflict of interest appropriately may result in:
- A clinical review and corrective actions, such as additional training
- Reporting to regulatory authorities, such as the Australian Health Practitioner Regulation Agency (AHPRA), if required
- Discontinuation of services, with a clear referral pathway to another provider to minimize disruption
This policy reinforces Neuronirvana’s dedication to ethical, client-cantered care. By following these guidelines, we ensure that our services remain trustworthy and focused on the wellbeing of children and families.
Date created: 9/07/2025
Review date: 9/07/2026
Version: 1
Updated By: Maryam Karami
Purpose
This policy outlines my commitment as a sole trader at Neuronirvana Occupational Therapy to receiving, responding to, and learning from feedback and complaints from clients, families, and carers. I value all perspectives and see both positive and negative input as opportunities to improve services and build trust. Clients and carers have the right to speak openly without fear of disadvantage.
Scope
This policy applies to:
- All my clients, parents, carers, and families
- Anyone interacting with my services, such as schools, kindergartens, daycares, or NDIS coordinators
It covers all aspects of my occupational therapy services, including sessions, communications, and mobile visits.
Client Feedback
Feedback includes compliments, suggestions, or general comments about your experience. This helps me understand what’s working well and where I can improve.
Principles
- You can share feedback at any time, anonymously or with your details.
- All feedback is reviewed respectfully and treated confidentially.
Methods for Providing Feedback
You can:
- Complete my Client Feedback Form (available digitally via my website or on request).
- Provide verbal feedback directly to me during sessions.
- Contact me via phone (0455 622 422) or email (admin@neuronirvana.com.au).
Responding to Feedback
- I’ll review all feedback personally.
- If needed, I’ll follow up with you to acknowledge it and outline any actions.
- Positive feedback may be noted for my records to celebrate good practices (with your permission).
Client Complaints
A complaint is any expression of dissatisfaction about my services, such as therapy quality, communication, billing, or privacy. I am committed to resolving complaints fairly and promptly.
Principles
- You can raise a complaint without fear of negative impact.
- Complaints are managed confidentially and in line with procedural fairness.
- They can be made verbally, in writing, or through a representative.
Procedures for Complaints
Lodging the Complaint
- Submit via my Feedback and Complaints Form (digital or via email).
- Or contact me directly: Phone (0455 622 422) or Email: admin@neuronirvana.com.au.
Acknowledgement and Initial Review
- I’ll acknowledge your complaint within 3 business days.
- I’ll review it to decide if it needs informal resolution or further investigation.
Investigation and Resolution
- I’ll investigate fairly, which may involve discussing with you or reviewing records.
- You’ll receive a response or outcome within 10 business days, or I’ll let you know if it will take longer.
- Any agreed actions, like service changes, will be documented and implemented.
Follow-up and Monitoring
- I’ll follow up to ensure the issue is resolved.
- Feedback from complaints will be used to improve my services.
Escalation
If you’re not satisfied with my response, you can escalate to:
- The NDIS Quality and Safeguards Commission: Phone: 1800 035 544 or Online: www.ndiscommission.gov.au.
- The Office of the Australian Information Commissioner for privacy issues: www.oaic.gov.au.
- The Office of the Health Services Commissioner for Victorian health matters.
Roles & Responsibilities
As the sole trader:
- I create a safe environment for feedback and complaints.
- I inform families about this policy during initial sessions and communications.
- I handle all reviews, investigations, and responses personally.
Compliance and Confidentiality
- All feedback and complaints are handled under privacy laws, like the Privacy Act 1988.
- You won’t be penalised for complaining, and information will stay confidential.
- Safety issues will be prioritised and escalated as needed (e.g., to child protection services).
Monitoring the Effectiveness of this Policy
- I’ll review feedback and complaint records regularly to identify trends.
- This policy is monitored through response timeframes and outcomes.
- I’ll update it annually or as needed, with the next review on 09/07/2026.
Date created: 09/07/2025
Version: 1
Updated By: Maryam Karami
Purpose
This policy outlines my commitment as a sole trader at Neuronirvana Occupational Therapy to protect the confidentiality of clients’ and my own information. It builds trust, ensures ethical practices in paediatric occupational therapy services, and complies with Australian laws like the Privacy Act 1988, the Australian Privacy Principles (APPs), and the Health Records Act 2001. This policy works alongside my Privacy Policy to safeguard sensitive information.
Scope
This policy applies to all individuals involved in service delivery, including myself as the sole practitioner and any third-party service providers with access to client information. It covers all aspects of my practice, such as sessions in schools, kindergartens, daycares, mobile visits, and communications.
Definitions
- Confidential Information: Any information that is not publicly available and is shared during my business operations. This includes client records, personal details (like health history, contact information, or treatment notes), financial data, and any proprietary business information.
- Sensitive Information: A type of confidential information that is more private, such as health records, disability details, or cultural beliefs, as defined under the Privacy Act. I handle this with extra care, only collecting it with explicit consent unless required by law.
Confidentiality Obligations
As a sole trader, I am responsible for keeping all client information confidential. This includes:
- Limiting access to information on a “need-to-know” basis, solely for providing care or services.
- Managing Medicare-related client information in line with the Health Insurance Act 1973 and My Health Records Act 2012, where applicable.
I will always act in the best interests of clients, ensuring transparency and respecting their rights as outlined in my Privacy Policy.
Handling Confidential Information
I handle confidential information securely at all times to prevent misuse:
- Storage: I store physical documents in locked locations and use encrypted digital tools like Microsoft OneDrive and Splose Practice Management Software, with strong passwords and automatic logouts.
- Sharing: I only share information with authorised parties when necessary (e.g., other healthcare providers for your care), using secure methods like encrypted email. I always seek consent first, unless required by law.
- Disposal: When information is no longer needed, I dispose of it securely by shredding physical documents and permanently deleting digital files.
- Exceptions to Confidentiality: In some cases, I may need to disclose information without consent to protect safety, such as:
- If I have reasonable grounds to believe that you, your child, or another person is at significant risk of harm (e.g., child protection issues).
- If mandated by Australian law (e.g., for mandatory reporting).
In these situations, I’ll only share relevant details with authorities and inform you where appropriate and safe.
Legal and Regulatory Compliance
I comply with:
- Australian Privacy Principles: From the Privacy Act 1988, for handling personal and sensitive information.
- Other Regulations: Laws like the Health Records Act 2001 (Vic), child protection legislation, and any relevant NDIS standards. I regularly review these to ensure ongoing adherence, as detailed in my Privacy Policy.
Breach of Confidentiality
- Reporting: If a breach occurs or is suspected (e.g., unauthorized access), I will report it immediately to the relevant authorities and notify affected parties as required. As a sole trader, contact me directly at [email: admin@neuronirvana.com.au or phone:0455 622 422].
- Response: I will investigate thoroughly, take corrective actions (e.g., enhancing security), and prevent recurrence. This may include notifying the Office of the Australian Information Commissioner (OAIC) if it’s a notifiable breach under the Privacy Act.
Training and Awareness
I commit to ongoing training on confidentiality requirements, at least annually or when laws change, to stay up-to-date. This includes professional development on privacy laws and ethical practices, ensuring I’m always equipped to handle information responsibly.
Monitoring and Review
This policy is reviewed annually or after any significant changes (e.g., new legislation). It integrates with my Privacy Policy for a holistic approach to data protection. If you have questions or concerns, please contact me as outlined above.
Date created: 9/07/2025
Review date: 9/07/2026
Version: 1
Updated By: Maryam Karami
Purpose
To uphold the highest ethical and professional standards in paediatric occupational therapy, prioritising child safety, dignity, and developmental progress in all therapeutic interactions.
Scope
This policy applies to Maryam Karami, sole practitioner of Neuronirvana, and any contractors or students temporarily engaged in service delivery.
Core Principles
- Child-Centred Care
- All interactions must be respectful, age-appropriate, and adapted to the child’s developmental stage, communication style, and cultural background.
- Interventions will focus on strength-based approaches to empower growth and wellbeing.
- Zero Tolerance for Harm
- Prohibition of physical punishment, emotional abuse, ridicule, or any action that compromises a child’s safety.
- Commitment to safeguarding children from discrimination, exploitation, neglect, or bullying.
- Transparency & Collaboration
- Parents/guardians will be present during sessions unless explicitly agreed otherwise in writing.
- Open communication with families and external professionals to ensure shared decision-making.
- Professional Integrity
- Adherence to the NDIS Code of Conduct, Equal Opportunity Act 2010 (Vic), and all relevant laws.
- Declare and avoid conflicts of interest, including gifts or secondary employment.
Responsibilities as Sole Practitioner
I, Maryam Karami, will:
- Act lawfully and ethically, prioritising the child’s best interests in all decisions.
- Maintain confidentiality and respect client/family privacy.
- Deliver evidence-based services with care, skill, and regular professional development.
- Report concerns about child safety or misconduct to relevant authorities (e.g., Victoria’s Child Protection).
- Uphold professionalism in appearance, communication, and environment.
Unacceptable Behaviour
The following will not be tolerated:
- Physical, emotional, or psychological harm to children.
- Discrimination based on age, disability, race, gender, or cultural identity.
- Breaching confidentiality or privacy.
- Misuse of equipment or client funds.
- Attending sessions under the influence of alcohol/non-prescribed drugs.
Compliance
- Annual self-audits will ensure adherence to this policy.
- Breaches will be addressed through corrective action and reporting to regulatory bodies if required.
Monitoring & Review
- Effectiveness assessed via client feedback, complaint records, and peer consultation.
- Reviewed annually (next review: 9/07/2026)
Date created: 9/07/2025
Review date: 9/07/2026
Version: 1
Updated By: Maryam Karami