privacy policy
This document describes the privacy policy of Dr Jodie Mechielsen Psychology for the management of personal information. The psychological service provided is bound by the legal requirements of the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).
Enquiries, Referrals, and Client information
Files are held in:
☐ a secure filing cabinet,
☐ a password protected hard drive in a locked filing cabinet,
☒ an encrypted, cloud-based storage in online booking system with medical grade security
which is only accessible to Dr Jodie Mechielsen. The information on each file includes personal information such as name, address, contact phone numbers, medical history, and other personal information collected as part of providing the psychological service. Personal information will also be collected and held in a secure internet-based appointment scheduling program.
When and how personal information is collected
Personal information is collected in a number of ways, these include times when:
an individual provides information directly to Dr Jodie Mechielsen using hardcopy forms, softcopy forms (e.g., intake forms, website enquiry forms, questionnaires), correspondence via email, telehealth assessment and therapy sessions, phone calls, and other means of communication involved in the provision of services;
other health practitioners provide personal information to Dr Jodie Mechielsen, including but not limited to referrals, correspondence, and medical reports;
other individuals contact myself on your behalf.
I am required to keep your file for a minimum of 7 years, or if you are under the age of 18 at the time of treatment, until you are 25 years of age. If you are Aboriginal or Torres Strait Islander, your information will be held for the duration of your lifetime.
Third-Party Services
As part of providing psychological services, I may use third-party platforms such as NovoPsych, Recovery Record, Google Suite (e.g., Gmail, Google Meet) and Microsoft programs (e.g., Microsoft Word, Microsoft Whiteboard) to support facilitation of sessions, assessment, treatment, and record keeping. Each of these services operates under its own privacy policy and data security framework. While reasonable steps are taken to ensure your information is protected, including the use of paid programs with increased security, the use of third-party systems means data may be stored on servers located outside Australia.
Type of information collected
Dr Jodie Mechielsen will only collect personal information that is appropriate and relevant to the services being provided.
If you enquire about my services via phone, email, or my website, or if your GP (or other medical or health professional) sends me a referral, I may need to store some personal information, this may include but is not limited to:
your name (e.g., legal and preferred name, pronouns);
your contact details (e.g., address, phone number, email);
your medical and psychological history (e.g, mental and physical health concerns, medications).
This information may be securely stored whether you do or do not choose to access services with Dr Jodie Mechielsen.
If you choose to progress and access services from Dr Jodie Mechielsen, additional information that will be securely stored, includes, but is not limited to:
clinical notes that provide a summary of each session;
assessment and outcome measures;
copies or clinical notes that summarise written or verbal correspondence from yourself, others on your behalf, or medical/allied health practitioners (e.g., emails, text messages, phone calls, written reports);
written or verbal reports that I provide to your GP or other relevant medical/allied health practitioners involved in your care;
your financial information (i.e., credit card details [stored securely and encrypted via practice management software], bank account details, Medicare card details) exclusively for the purpose of paying for booked services and providing Medicare rebates (if eligible).
Consequence of not providing personal information
If an individual does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, Dr Jodie Mechielsen may not be in a position to provide the psychological service to the client.
Purpose of holding personal information
Personal information is gathered and used for the purpose of providing psychological services, which includes assessing, diagnosing, and treating a client’s presenting issue. The personal information is retained in order to document what happens during enquiries, contact, and sessions and enables the psychologist to provide a relevant and informed psychological service.
Disclosure of personal information
All personal information gathered during the provision of services will remain confidential except when:
it is subpoenaed by a court, or disclosure is required or authorised by law; or
failure to disclose the information would place you or another person at risk of harm. If during the course of your work with myself, I become aware of a risk to someone’s life, health, or wellbeing, I am required by policy of the state and federal governments to report the matter to the appropriate agencies and or personnel (this may include but is not limited to your emergency contact, GP, and/or emergency services); or
given your prior approval, or consent of a parent or guardian who is legally authorised to act on your behalf, in order to provide a written report to another professional or agency, or discuss information with another person e.g., parent, employer, health professional; or
you would reasonably expect your personal information to be disclosed to another professional or agency and disclosure is directly related to the primary purpose for which it was collected such as to inform your GP of treatment and progress; or
clinical consultation with another professional is required to provide better clinical services. It is mandated that all psychologists engage in regular professional supervision. This involves discussing aspects of their work to gain feedback and ensure high standards. Any information discussed in supervision is de-identified (i.e., names and any identifying details are removed or altered to maintain confidentiality). Supervisors are also bound by confidentiality as per the above; or
in the case of a contingency event, in which Dr Jodie Mechielsen is not able to work due to death or permanent incapacitation, in which case a contingency plan will be activated and your files will be accessible to a nominated person who will inform you and provide referral pathways to facilitate continuity of care. The nominated person is a registered psychologist who is bound by the same strict confidentiality requirements as outlined above.
A client's personal information is not disclosed to overseas recipients unless the client consents or such disclosure is otherwise required by law. Clients' personal information will not be used, sold, rented, or disclosed for any other purpose.
In the event that unauthorised access, disclosure, or loss of a client’s personal information occurs, the psychologist will activate a data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.
Requests for access and correction to client information
At any stage, an individual may request to see and correct the personal information about them kept on file. The psychologist may discuss the contents with them and/or give them a copy, subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that personal information is inaccurate, out of date, or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by clients for access to or correction of personal information held about them should be lodged with Dr Jodie Mechielsen. These requests will be responded to in writing within 21 days, and an appointment will be made if necessary for clarification purposes.
Concerns
If you have a concern about the management of their personal information, you may inform Dr Jodie Mechielsen. Upon request they can obtain a copy of the Australian Privacy Principles, which describe their rights and how their personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or by post to:
Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.
Withdrawal of Consent
Consent can be withdrawn at any time, however this does not apply retrospectively to information or actions already provided, nor does it limit disclosures required by law, professional standards, or duty of care. Client files are legally required to be kept, as per this policy even if consent is withdrawn and/or treatment is ceased. Withdrawal of consent may necessitate cessation of services with Dr Jodie Mechielsen Psychology.