Compliance, Insurance and Emergency Preparedness
Compliance and Regulatory Policy
Purpose
Golden Thread Therapy is committed to operating in full compliance with all applicable laws, regulations, and professional guidelines. This policy outlines the procedures and principles that ensure the practice adheres to legal and regulatory requirements while providing high-quality and ethical care to clients.
Regulatory Compliance
Golden Thread Therapy ensures compliance with the following key regulatory frameworks:
• Privacy and Confidentiality Laws:
• All client information is handled in accordance with the Australian Privacy Principles (APPs) as outlined in the Privacy Act 1988. This includes ensuring that client data is securely stored, accessed only by authorised personnel, and shared only with informed consent or when legally required.
• Clients are informed about how their personal information is collected, used, and stored, and they are given the option to access their records upon request.
• Health Records Management:
• Golden Thread Therapy complies with state and federal legislation regarding the retention, management, and disposal of client health records.
• Record Retention: Client records are maintained for the legally required minimum period (7 years for adult clients and until age 25 for minors).
• Record Disposal: When the retention period has lapsed, client records are securely destroyed to prevent unauthorised access, in compliance with privacy regulations.
• Mandatory Reporting Obligations:
• As a mental health professional, Ashleigh is required to report any reasonable suspicion of harm or abuse, including child abuse or neglect, to the relevant authorities in line with local and national mandatory reporting laws.
• Clients are informed of the limits of confidentiality, including mandatory reporting requirements, during the initial informed consent process.
• Workplace Health and Safety (WHS) Compliance:
• Golden Thread Therapy follows all relevant WHS laws to ensure a safe working environment for clients, Ashleigh, and Beanie (the therapy dog).
• Regular health and safety audits are conducted to identify and address any potential hazards in the therapy space.
• Telehealth Compliance:
• For clients accessing services via telehealth, Golden Thread Therapy ensures compliance with relevant regulations governing online therapy, including the secure handling of personal data and confidentiality during virtual sessions.
• Telehealth services are conducted on encrypted, secure platforms (e.g., Upheal), with client consent obtained before sessions begin.
Professional Standards Compliance
Golden Thread Therapy is committed to adhering to the ethical and professional guidelines set forth by relevant counselling and mental health organisations, including:
• Australian Counselling Association (ACA) Code of Ethics:
• Ashleigh abides by the ACA’s ethical standards, ensuring that all client interactions are conducted with professionalism, respect, and integrity. This includes maintaining professional boundaries, client confidentiality, and ongoing informed consent throughout the therapeutic process.
• Professional Indemnity and Liability Insurance:
• Golden Thread Therapy maintains professional indemnity and public liability insurance to protect both the practice and clients in the event of legal claims, ensuring compliance with industry requirements for coverage.
• Insurance policies are reviewed annually to ensure they meet legal and professional standards.
• Continued Professional Development (CPD):
• Ashleigh is committed to continuous professional development, as required by ACA and other regulatory bodies, to maintain and enhance therapeutic skills and knowledge.
• Compliance with CPD requirements is documented, ensuring that professional development activities meet the necessary criteria for ongoing accreditation.
Client Rights and Complaints Procedures
• Client Rights:
• Clients are informed of their rights during the intake process, including the right to confidentiality, informed consent, and access to their records.
• Clients have the right to request a change in their treatment plan or discontinue therapy at any time without penalty.
• Complaints and Grievances:
• Golden Thread Therapy has a clear complaints procedure in place. Clients are encouraged to raise any concerns or grievances directly with Ashleigh, who will work to resolve the issue professionally and transparently.
• If a client is unsatisfied with the resolution, they are provided with information on how to lodge a formal complaint with external regulatory bodies such as the Australian Counselling Association (ACA) or the Health Complaints Commissioner.
Compliance Monitoring and Auditing
Golden Thread Therapy implements a structured approach to ensure ongoing compliance with relevant regulations and standards:
• Regular Audits:
• Periodic audits are conducted to assess compliance with regulatory requirements, including privacy protocols, health and safety standards, and data security practices.
• Any identified gaps or issues are promptly addressed, with corrective actions taken to ensure continued compliance.
• Data Protection and Cybersecurity:
• Golden Thread Therapy uses secure platforms (e.g., Halaxy for bookings and payments, Dashlane for password management) to protect client data.
• Regular reviews of cybersecurity measures are conducted to safeguard against data breaches or unauthorised access. These measures include strong password policies, encryption of client records, and multi-factor authentication for system access.
• Risk Management and Incident Reporting:
• A risk management framework is in place to identify, assess, and mitigate potential risks to clients and the practice.
• Any incidents involving client safety, data breaches, or workplace hazards are promptly reported and investigated, with corrective actions implemented as necessary.
Review and Updates
• This Compliance and Regulatory Policy will be reviewed annually, or more frequently if required, to ensure it reflects the most current laws, regulations, and ethical standards.
• Any significant updates to this policy will be communicated to clients, staff, and other relevant stakeholders.
Insurance Policies
Insurance Coverage
• Professional Indemnity Insurance:
• Golden Thread Therapy holds Professional Indemnity Insurance to cover any legal claims that may arise from the services provided. This insurance ensures that both Ashleigh and clients are protected in the event of disputes or claims related to therapy.
• Public Liability Insurance:
• Public Liability Insurance is maintained to cover any accidents, injuries, or property damage that may occur on the premises. This includes coverage for client injuries that occur during in-person sessions and any incidents involving the therapy dog, Beanie.
• Animal Liability Insurance:
• As Beanie is a registered therapy dog, additional liability insurance is in place to cover any potential issues related to her presence in the therapy space, including client injuries or allergic reactions.
Incident Reporting
• Any accidents, injuries, or unsafe conditions that occur on the premises must be reported to Ashleigh immediately. An incident report will be completed, and appropriate steps will be taken to address the issue and prevent recurrence.
• In the event of an incident involving Beanie, Ashleigh will ensure the safety of both the client and the dog, documenting the incident and reviewing the animal welfare policy as needed.
Regular Safety Reviews
• Workplace safety is reviewed regularly to ensure that the physical environment remains safe and compliant with legal and health regulations. Inspections of fire safety equipment, first aid kits, and the therapy space will be conducted periodically.
• Updates to safety protocols will be made as needed to reflect changes in health and safety guidelines or new risks identified.
Insurance Documentation
• Copies of all insurance policies, including Professional Indemnity, Public Liability, and Animal Liability, are kept up to date and available upon request.
• Insurance policies are reviewed annually to ensure adequate coverage is maintained, and adjustments will be made if the scope of services changes.
Review and Updates
• This Workplace Safety and Insurance Policy will be reviewed and updated annually or in response to changes in health and safety laws or insurance requirements. Clients will be informed of any significant changes to the policy.
Emergency Preparedness and Business Continuity
Purpose
Golden Thread Therapy is committed to ensuring that essential services continue during and after emergencies, disruptions, or unforeseen events. This policy outlines the procedures for emergency preparedness and business continuity to safeguard client care, protect sensitive information, and maintain operations in times of crisis.
Emergency Preparedness
Golden Thread Therapy has implemented the following measures to prepare for emergencies and minimise the impact of disruptions:
• Risk Assessment and Prevention:
• A risk assessment has been conducted to identify potential threats to business operations, including natural disasters (e.g., storms, floods, bushfires), medical emergencies, power outages, and cybersecurity threats.
• Preventative measures are in place to mitigate these risks, such as routine safety checks, data backup systems, and cybersecurity protocols.
• Emergency Contact Information:
• Emergency contact information for local authorities, emergency services, and critical utility providers is readily available to ensure swift action in the event of an emergency.
• Clients are encouraged to provide emergency contact details, which may be used if necessary to ensure their safety during a crisis.
• Emergency Supplies and Equipment:
• The therapy office is equipped with basic emergency supplies, including first aid kits, flashlights, and fire extinguishers. These supplies are regularly checked and restocked as needed.
• Backup power sources (e.g., portable chargers) are available for use during power outages to maintain essential communications.
• Therapy Dog Safety:
• A plan is in place to ensure the safety and well-being of Beanie (the therapy dog) in the event of an emergency. This includes ensuring her safe evacuation during natural disasters or other emergencies.
Business Continuity Plan (BCP)
Golden Thread Therapy’s Business Continuity Plan ensures that essential services remain operational or are quickly restored following an emergency or disruption. Key components of the BCP include:
• Telehealth Services During Emergencies:
• In the event that the therapy office is inaccessible due to an emergency, telehealth sessions will be offered via secure platforms (e.g., Upheal). This allows clients to continue receiving care remotely.
• Clients will be informed about how to access telehealth services in advance or as soon as a disruption occurs, and assistance will be provided for those unfamiliar with the platform.
• Data Security and Backup:
• All client records and data are securely stored and regularly backed up using encrypted systems. Halaxy is used for bookings and payments, and Upheal is used for session notes and telehealth.
• In the event of a cybersecurity breach or data loss, Golden Thread Therapy’s backup systems will ensure that client records and essential information can be restored with minimal disruption.
• Communication with Clients:
• Clients will be promptly notified of any service disruptions or office closures due to emergencies. Communications will be sent via email, text, or phone, depending on the client’s preferences.
• Clear information will be provided regarding the status of services, the expected duration of the disruption, and alternative arrangements, such as telehealth options or rescheduling sessions.
• Alternative Office Locations:
• In the event that the therapy office is rendered unusable due to a long-term emergency (e.g., significant damage from natural disasters), Golden Thread Therapy will make arrangements to operate from an alternative location if possible.
• Clients will be notified of the temporary location and any adjustments to session schedules or modalities (e.g., in-person vs. telehealth).
• Client Support During Extended Disruptions:
• For extended disruptions, Golden Thread Therapy will provide clients with referrals to other mental health professionals if it is deemed necessary for their continued care. This ensures that clients have access to support even if Golden Thread Therapy is temporarily unable to provide services.
Recovery and Resumption of Services
• Restoring In-Person Services:
• Once it is safe to resume in-person sessions following an emergency, Golden Thread Therapy will prioritise reopening the office. The office will be inspected for safety, and any necessary repairs will be completed before clients return.
• Clients will be notified as soon as normal operations are restored, and rescheduling of missed or disrupted appointments will be prioritised.
• Post-Emergency Review:
• After an emergency, Golden Thread Therapy will conduct a review of the response and recovery process. This will include an assessment of what worked well, what could be improved, and any additional measures needed to strengthen emergency preparedness and business continuity.
Cybersecurity and Data Protection
• Cybersecurity Measures:
• Golden Thread Therapy uses secure, encrypted platforms such as Halaxy (for bookings and payments) and Upheal (for telehealth and session notes) to protect client data.
• Passwords are securely stored using Dashlane, and multi-factor authentication (MFA) is implemented where possible to further enhance data security.
• Data Breach Response Plan:
• In the event of a data breach, immediate steps will be taken to identify and contain the breach, notify affected clients, and secure the system. The Office of the Australian Information Commissioner (OAIC) will be informed if necessary, as per data protection regulations.
• Affected clients will be informed of the breach and the steps taken to protect their information, with follow-up actions to ensure ongoing security.
Training and Preparedness
• Emergency Drills and Training:
• Regular emergency drills are conducted to ensure that Ashleigh and any support staff are prepared to respond quickly and effectively to emergencies.
• Training is provided on the use of emergency equipment, first aid, and evacuation procedures to ensure the safety of both clients and staff.
• Client Communication and Education:
• Clients will be informed of emergency procedures and alternative service options, such as telehealth, during the intake process or when necessary due to impending emergencies (e.g., forecasted severe weather).
• Clients will be provided with contact information for local emergency services and crisis support lines in case of immediate need during a disruption in therapy services.
Review and Updates
• This Emergency Preparedness and Business Continuity Policy will be reviewed annually to ensure it reflects current best practices and any changes in legal requirements or operational needs.
• Any updates or changes to the policy will be communicated to clients as necessary.
