1. Our Commitment to Privacy
Triple L Speech Pathology & Audiology (“Triple L”, “we”, “our” or “us”) is committed to protecting the privacy and confidentiality of our clients and their families.
We recognise that personal and health information is sensitive and confidential. We are committed to collecting, using, storing and disclosing information responsibly in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), applicable AHPRA requirements for registered practitioners, Speech Pathology Australia professional standards, Audiology Australia professional standards and other applicable Australian laws.
This Privacy Policy applies to information collected through our clinics, website, email, telephone, SMS, online enquiry forms, telehealth consultations and social media enquiries.
2. What Information We Collect
We may collect:
- Personal details
- Parent or guardian details
- Emergency contacts
- Medical and developmental history
- Speech pathology and audiology records
- Assessment results
- Therapy notes
- Reports
- Referral information
- Medicare, NDIS and private health insurance information
- Appointment history
- Billing and payment information
3. How We Collect Information
Information may be collected directly from you or, with consent where appropriate, from GPs, specialists, hospitals, schools, childcare centres, allied health professionals, support coordinators and other healthcare providers.
4. Why We Collect Information
We collect information to:
- Provide assessment, diagnosis and therapy services
- Prepare reports
- Coordinate care
- Communicate with healthcare providers and schools (where authorised)
- Manage appointments and billing
- Comply with legal and professional obligations
5. Use and Disclosure of Information
We only use your information for purposes connected with your healthcare or where otherwise permitted or required by law.
Information will only be shared with other healthcare, education or support professionals with the consent of a parent or legal guardian, unless disclosure is required or authorised by law.
6. Sharing Information with Other Professionals
Triple L recognises the importance of collaborative care. With the consent of a parent or legal guardian, we may communicate and share relevant information with professionals involved in your child’s care where necessary to support assessment, therapy or ongoing management.
This may include:
- General Practitioners (GPs)
- Paediatricians
- ENT Specialists
- Audiologists
- Speech Pathologists
- Occupational Therapists
- Physiotherapists
- Psychologists
- Teachers and school staff
- Early childhood educators
- Support Coordinators
- NDIS providers
- Other healthcare or education professionals involved in your child’s care
Information will only be shared with your consent unless required or authorised by law.
7. Reports and Assessment Results
Reports, assessment results and recommendations will only be provided to parents, legal guardians or nominated professionals with appropriate consent, unless disclosure is required or authorised by law.
8. Children’s Privacy
Triple L Speech Pathology & Audiology provides services exclusively to children and adolescents.
Personal and health information is generally collected from a parent or legal guardian for the purpose of providing safe, effective and coordinated assessment and therapy services.
We recognise the importance of protecting children’s privacy and only collect, use and disclose personal and health information that is reasonably necessary to provide our services and meet our legal and professional obligations.
9. Parenting Responsibility, Consent and Court Orders
Unless we are provided with a current court order or other legally binding document limiting parental responsibility or access to information, we will generally assume that each person with parental responsibility is entitled to participate in decisions regarding the child’s healthcare and request access to the child’s health information, as permitted by law.
Parents, guardians or authorised decision-makers are responsible for:
- Informing Triple L of any custody matters, parenting arrangements, guardianship orders or court orders that may affect the child’s healthcare or sharing of information
- Providing copies of relevant legal documents
- Ensuring any required consents have been obtained before services commence
- Notifying us promptly of any changes
Triple L Speech Pathology & Audiology does not become involved in family law disputes and will remain impartial. Our primary responsibility is the wellbeing of the child and compliance with our legal and professional obligations.
10. Attendance at Appointments
The parent, guardian or authorised adult attending an appointment confirms that they have the authority to consent to the services being provided.
Where Triple L becomes aware of any dispute regarding consent or parental responsibility, services may be postponed until appropriate consent or legal authority has been clarified.
11. Website Privacy
Our website may collect limited technical information, including your IP address, browser type, device information, pages visited, and the date and time of your visit.
This information helps us maintain the security and functionality of our website, analyse website usage, and improve the services we provide.
Cookies and website analytics tools may be used to improve website performance, monitor website traffic and understand how visitors use our website. Information collected through these technologies is used to help us maintain and improve our website and user experience.
Information and documents submitted through our website enquiry and intake form are used only to:
- Respond to enquiries
- Gather preliminary information about your child’s needs
- Provide recommendations regarding appropriate services
- Facilitate the assessment or appointment process
Any documents you provide will be managed and stored securely in accordance with this Privacy Policy.
12. Electronic Communication and Telehealth
We may communicate by telephone, SMS and email regarding appointments and clinical matters.
We use reasonable security measures; however, electronic communication cannot be guaranteed to be completely secure.
Telehealth consultations are conducted using appropriate platforms and clients should attend from a private location.
13. Clinical Photography, Audio and Video Recordings
Photographs, audio recordings and video recordings may be taken for clinical purposes, including assessment, treatment planning, monitoring progress and documenting outcomes.
These recordings form part of the client’s confidential health record and are managed and stored securely in accordance with this Privacy Policy.
With your separate written consent, photographs, audio recordings and video recordings may also be used for non-clinical purposes, such as education, training, promotional materials, our website, social media or other practice communications.
Photographs, audio recordings and video recordings taken for clinical purposes will not be used for these purposes without your separate written consent.
Please refer to our Photo, Video and Audio Consent Form for further information about how photographs, audio recordings and video recordings may be collected, used and managed, including your rights to withdraw consent for future use, subject to legal or practical limitations.
14. Practice Management System
Triple L uses a secure electronic practice management system to manage appointments, clinical records, correspondence and billing.
Personal information is stored securely, and access is limited to authorised staff and contractors who require the information to perform their duties.
15. Storage, Security and Retention
Records are stored securely using appropriate electronic systems, secure cloud storage and paper records where required.
Access is restricted to authorised staff and contractors who require access to perform their duties.
In accordance with current legal and professional record-keeping requirements, clinical records relating to children are generally retained until the client reaches at least 25 years of age, or for any longer period required by applicable legislation or legal obligations.
When records are no longer required to be retained, they will be securely destroyed.
If we become aware of a security breach involving your personal or health information, we will investigate the incident promptly and, where required by law, notify you (or your child’s parent or legal guardian) as soon as reasonably practicable.
We will also take appropriate steps to minimise any potential harm.
16. Accuracy of Information
Parents and guardians are responsible for providing accurate and up-to-date information, including contact details, funding information, relevant medical information and any changes to parenting arrangements, guardianship, custody or court orders.
17. Access, Correction and Complaints
You may request access to or correction of your information in accordance with privacy legislation.
Requests for access to a child’s health records may only be provided to a parent, legal guardian or other person authorised by law to receive that information.
Privacy complaints should be directed to Triple L in writing.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).
18. Contact Us
If you have any questions, concerns or complaints regarding this Privacy Policy or our privacy practices, please contact us:
Email: triplelspeech@gmail.com
Phone: 0457 453 931