How your information is cared for.

Occupational Therapy with Tamsyn is committed to protecting the privacy, confidentiality and security of all personal and health information.

This Privacy Policy explains how information is collected, used, stored and disclosed in accordance with:

• The Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs)
• Occupational Therapy Board of Australia Codes and Guidelines

The purpose of this policy is to ensure transparency and protect client rights while enabling safe, effective occupational therapy services.

Personal information refers to information that identifies or could reasonably identify an individual.

Health information includes information about a person's physical, mental or developmental health, disability or the provision of health services.

Sensitive information includes information such as racial or ethnic origin, health information and other personal details that require higher levels of protection.

We may collect:

• Name, date of birth, address, contact details
• Health, developmental and occupational performance information
• NDIS details (participant number, plan, goals, funding information)
• Medicare details (if applicable)
• Private health details (if applicable)
• Pronouns
• School
• Referring practitioner details
• Information provided by parents, caregivers, schools and other professionals
• Therapy notes, assessments and reports

Information may be collected through:

• Intake and consent forms
• Direct communication (in person, phone, email)
• Telehealth sessions via Microsoft Teams
• Assessment and therapy sessions
• Reports or communication from other professionals
• Online forms, contact submissions or email enquiries via otwt.com.au

Information is collected to:

• Provide occupational therapy assessment and intervention
• Develop and review therapy goals
• Communicate with relevant supports
• Provide continuity of care
• Meet legal, professional and NDIS requirements
• Administer billing and service delivery

We take reasonable steps to ensure all information is accurate, up to date, complete and relevant.

Information is stored securely using:

• Practice management software (Splose)
• Microsoft 365 services, including Outlook email, OneDrive and Teams
• Password-protected devices

All systems above are protected by strong passwords and two-factor authentication.

Reasonable steps are taken to protect information from misuse, loss or unauthorised access. Records are retained for a minimum of seven years after the last service, or until a child client turns 25 (whichever is later), in line with health records requirements. When no longer required, information is securely destroyed or de-identified.

If the practice closes or relocates, advance notice will be given and arrangements made for the secure transfer or management of client records in line with privacy and health records law.

Occupational Therapy with Tamsyn uses secure practice management software (Splose) to manage client records. This may include features that assist with:

• Transcription of session audio, with your consent
• Condensing session content into structured clinical notes, reports and therapist summaries

All documentation is:

• Reviewed and finalised by the therapist
• Used only for clinical and administrative purposes
• Managed in accordance with privacy and security obligations

These tools support accuracy and efficiency and do not replace professional clinical judgement.

Information may be shared with:

• Parents or caregivers
• Schools and educators
• Healthcare professionals
• NDIS supports (e.g. support coordinators, plan managers)

Disclosure occurs only with consent, or where required or authorised by law. Consent can be withdrawn at any time.

Information may be disclosed without consent where required or permitted by law, including:

• Risk of serious harm to the client or others
• Child protection obligations
• Court orders or legal requirements

Telehealth services are provided via Microsoft Teams. While reasonable safeguards are in place, electronic communication carries inherent risks.

All pricing and travel charges are consistent with current NDIS Pricing Arrangements and Price Limits.

Clients or their representatives may request access to personal information and request corrections where necessary.

Access may be restricted where:

• There is risk to safety
• It may impact the privacy of others
• It is required or authorised by law

If you have any concerns about how your information is handled or the supports being provided, please contact us and we will do our best to resolve them.

Phone: 0494 679 171
Email: tamsyn@otwt.com.au

If you are not satisfied with the response, you can contact:

• Office of the Australian Information Commissioner (OAIC), 1300 363 992, oaic.gov.au
• Australian Health Practitioner Regulation Agency (AHPRA), 1300 419 495, ahpra.gov.au
• NDIS Quality and Safeguards Commission, 1800 035 544, ndiscommission.gov.au

OTWT respects your right to raise concerns with any of the above bodies at any time.

This policy may be updated periodically to reflect changes in legislation or practice requirements.

This website uses cookies to improve functionality, analyse traffic and enhance user experience. Third-party services, including Google Ads and Meta (Facebook) Pixel, may use cookies, web beacons and other storage technologies to collect or receive information from this website and elsewhere on the internet, using that information to provide measurement services and target ads.

Cookies do not directly identify individuals. Users may disable cookies through their browser settings or opt out of tracking via digital advertising industry opt-out tools, though this may affect website functionality.

This website may contain links to external websites. These are provided for convenience only. OTWT is not responsible for the privacy practices or content of external sites and encourages users to review their privacy policies before providing personal information.