Privacy Policy

1.1 Purpose

SpeechPlus is committed to protecting the privacy of personal information we collect and hold about individuals. SpeechPlus complies with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), other privacy laws that govern how private sector health service providers like SpeechPlus handle your personal information (including your health information), and Speech Pathology Australia’s Code of Ethics (2010). This Privacy Policy explains how SpeechPlus manages the personal information we collect, use and disclose. SpeechPlus is a private speech pathology practice under the ownership of Jenna French. 

2.1 SpeechPlus’s Legal Obligations 

In order to provide you with the health care services that you have requested, SpeechPlus will need to collect and use your personal information. If you provide incomplete or inaccurate information to us or withhold personal and health information we may not be able to provide you with the services you are seeking. 

2.2 What information does SpeechPlus collect? 

We will only collect the information we need for the particular function or activity we are carrying out. We collect information from you that is necessary to provide you with speech pathology services and to manage our relationship with you. The information we collect includes your name, date of birth, address, health fund details, and information about your health history and family history and social circumstances. We require this information to assist the speech pathologist to diagnose and treat you and to provide individualised services.

2.3 How does SpeechPlus collect health information? 

We will usually collect your health information directly from you. Sometimes, we may need to collect information about you from a third party (such as a relative, representative or another health service provider). This will be discussed with you (client or caregiver acting on behalf of client) and your consent gained. 

2.4 How does SpeechPlus use your information? 

SpeechPlus uses your personal information for the purpose you have given the information to us. We will use your information to provide speech pathology services to you, to manage our relationship with you, and to contact you in relation to matters concerning your care. We may also use your information for other purposes permitted under the Privacy Act 1988. 

Who might we disclose your information to? 

We may disclose your information to the following people: 

(a) Disclosure to other health professionals involved in your treatment. Your personal information will generally only be used by the speech pathologist involved in your care; however, it is common for your care to be provided by a number of health professionals (for example., speech pathologist, occupational therapist and/or psychologist, GP, specialist) working or consulting together. We may disclose your information to these health professionals as part of the process of providing your care and to other health professionals involved in your care. 

(b) SpeechPlus may send or are required to send a report to the referrer or other professionals involved in your care (i.e., your medical practitioner) following discharge from SpeechPlus or at other times, as required for your care. If you do not wish us to provide a copy of your report to the referrer or other professionals involved in your care you must let us know. Also, if the health professional details have changed please let us know so we can communicate to the relevant person/s. 

(c) Where appropriate, we may provide information about your condition to your parent, child, other relatives, close personal friends, guardians, or to a responsible person for you, unless you tell us that you do not wish us to disclose your health information to any such person.

2.5 Other uses and disclosures: 

In order to provide the best possible environment in which to treat you, we may also use or disclose your personal and health information where necessary for:

• activities      such as quality assurance processes, accreditation, audits, risk and      claims management, patient satisfaction surveys and staff education and      training;
• invoicing,      billing and account management;
• to      liaise with your health fund, Medicare or the Department of Veteran's      Affairs, National Disability Insurance Scheme and where required provide      information to them to verify treatment provided to you; 
• the      purpose of sending you standard reminders, for example for appointments      and follow-up care, by text message or email to the number or address      which you have provided to us. 

2.6 How does SpeechPlus store and protect your information?

Your personal information may be stored at our practice in various forms e.g. paper records or electronic record. Paper records, such as letters, paper forms that you complete, assessments and reports are digitally scanned and uploaded to Power Diary, and then the paper records are securely destroyed. 

Practice Management System - Halaxy 

SpeechPlus uses Halaxy (formely HealthKit) as our main client administration and clinical recording system. This cloud-based platform is where we store all client personal details, client files, and session notes encompassing ongoing treatment. Halaxy is recognised as one of the health industry’s leading global platforms and supports over 30,000 practitioners worldwide. Halaxy is protected by 256-bit bank grade security and encryption, which means records, notes and payment information is protected to the same level used in banks. All information is encrypted and stored in a securely protected data centre in Australia with multiple backups in place. To learn more about Halaxy’s privacy and security, click here Halaxy. 

Electronic Communication System

In additional to Halaxy, we use a range of electronic communication systems to support client care, including Microsoft Outlook (email), text messaging (SMS), WhatsApp, and Microsoft Teams. These platforms are used for scheduling, reminders, information sharing, and clinical communication. We take all reasonable steps to ensure that your personal information is handled in accordance with the Privacy Act 1988 (Cth) and relevant health privacy principles, including limiting access to authorised staff and using secure systems. While these platforms are widely used, no system is completely risk-free. If you do not wish for us to communicate with you via any of these methods, please advise us in writing so that we can record your preference and use an alternative method of contact.

Use of AI and Digital Systems

Our clinic may use secure, ethical Artificial Intelligence (AI) tools to support clinical documentation and therapy resource development. These tools comply with the Australian Privacy Principles, NDIS Practice Standards, and relevant health laws. No identifiable client information is entered into AI systems without consent, and all outputs are clinician-reviewed. We use secure cloud-based systems including Halaxy our electronic medical record and Heidi Health to record and transcribe sessions. You can opt out from using AI in your session by informing the clinic and practice.

Using photos, videos and audio recordings

Photos, videos and audio recordings of a client may be taken as a part of the delivery of quality speech pathology services. This will only occur after written consent has been provided by the client or someone who had been authorised to act on their behalf. These may be recorded on a device belonging to SpeechPlus or the client’s own device.

Storing and sharing photos, videos and audio recordings

All photos, videos and audio recordings will be stored securely in the client’s file on password protected devices. They will only be used during a client’s sessions for therapeutic purposes or provided via email or SMS for reference outside of the sessions. All video recordings are the property of SpeechPlus and may not be released to anyone other than the client or someone who is authorised to act on their behalf unless written consent is obtained.

Other uses with your consent

With your consent we may also use your information for other purposes such as including you on a marketing mail list, or relevant research. Please note, however, that unless you provide us with your express consent for this purpose, we will not use your information in this way. We will not disclose your personal information to any individual who is outside Australia. 

2.7 How to access to and amend your health information 

You have a right to access the personal and health information that we hold about you. You can also request an amendment to your personal and health information should you believe that it is inaccurate. If we do not agree to change your medical record/personal information in accordance with your request, we will permit you to make a statement of the requested changes and we will enclose this with your record. Should you wish to obtain access to or request changes to your health record you can ask for our Privacy Officer (see details below) who can give you more detailed information about SpeechPlus's access and correction procedure. Please note that SpeechPlus may recover reasonable costs associated with supplying this information to you. 

2.6 Data Quality 

SpeechPlus will take reasonable steps to ensure that your personal information which we may collect, use, or disclose is accurate, complete and up to date. 

2.7 Data Security 

SpeechPlus will take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure. We use technologies and processes such as access control procedures, network firewalls, encryption and physical security to protect your privacy. SpeechPlus will destroy or permanently de-identify any of your information which is in its possession or control and which is no longer needed for the purpose for which it was collected provided SpeechPlus is not required under an Australian law or court/tribunal or otherwise to retain the information. Adult clients’ records (including health information) are stored for 7 years from the date of the last service provided. Records of clients who have died are kept for at least 7 years after the date of death.After the above time periods, records are destroyed securely by the professional storage facility.

2.8 What to do if you have a complaint about privacy issues  

If:  

(a) you have questions or comments about this Privacy Policy.  

(b) does not agree to provide you with access to your personal information; or  

(c) you have or a complaint about our information handling practices, You can lodge contact us to discuss your concern informally or submit a complaint to the Privacy Officer on the details below. We will promptly review your concern or complaint and provide a response to you. Please request to view The Complaints Management Policy.

2.9 How to contact us if you have a concern or complaint about privacy issues:

By email: speechplusau@outlook.com  Attention: Jenna French

 This section of our Privacy Policy explains how we handle your personal information which is collected from our website:  www.speechplusau.net This Privacy Policy applies to your use of our website and the use of  any of the facilities on our website.  

3.1 Collection  

When you use our website, we do not attempt to identify you as an individual user, and we will not collect personal information about you unless you specifically provide this to us. 

Sometimes, we may collect your personal information if you choose to provide this to us via an online form or by email, for example, if you:  

1. submit a general enquiry via our contact's page.  

2. register to receive eNewsletters; 

3. send a written complaint or enquiry to our Privacy Officer.  

When you use our website, our Internet Service Provider (ISP) may record and log for statistical purposes the following information about your visit:  

1. your computer address.  

2. your top-level name (for example, .com.,gov., .org, .au etc.).  

3. the date and time of your visit.  

4. the pages and documents you access during your visit; and  

5. the browser you are using.  

Our website management agent may use statistical data collected by our ISP to evaluate the effectiveness of our website.  

Cookies  

A "cookie" is a device that allows our server to identify and interact more effectively with your computer. Cookies do not identify individual users, but they do identify your ISP and your browser type.  This website uses temporary cookies. This means that upon closing your browser, the temporary cookie assigned to you will be destroyed and no personal information is maintained that will identify you at a later date. Personal information such as your email address is not collected unless you provide it to us. We do not disclose domain names or aggregate information to third parties other than agents who assist us with this website and who are under obligations of confidentiality. You may be able to configure your browser to accept or reject all cookies and to notify you when a cookie is used. We suggest that you refer to your browser instructions or help screens to learn more about these functions.  However, please note that if you configure your browser so as not to receive any cookies, a certain level of functionality of the SpeechPlus website and other websites may be lost.  

3.3 Links to third party websites  

We may create links to third party websites. We are not responsible for the content or privacy practices employed by websites that are linked from our website.  

3.4 Use and disclosure  

We will use any personal information collected via our website in accordance with our privacy policy.