Policy hub

  • 1. Purpose and Scope of Digital Competence 

    In accordance with the 2025 Professional Competencies (Competency 1 & 4), this policy establishes the standards for the professional, competent, and safe use of digital technologies. This policy covers all current and emerging technologies with integrated AI features used for clinical documentation, assessment, or service delivery. 

    2. Clinical Accountability and Oversight 

    • The "Human-in-the-Loop" Standard: David Patrick remains solely legally and ethically responsible for all clinical documentation and outcomes. AI is an administrative assistant, not a replacement for professional judgment. 

    • Mandatory Review: Every AI-generated note or report (e.g., from NovoPsych AI Scribe) must be reviewed and verified by the psychologist for accuracy and "hallucinations" (AI-generated errors) before being finalizedin the client file. 

    • Audit Trail: We maintain a record of AI involvement in clinical documentation, ensuring all final entries reflect the psychologist's deliberate review. 

    3. Informed Consent for AI Use 

    Meaningful consent for AI must be specific and ongoing. 

    • Transparency: Clients will be informed of the specific AI tool being used and its intended purpose. 

    • Tool-Specific Consent: Generic consent for "AI" is insufficient. Clients provide written consent for each specific AI application that handles their personal data. 

    • Right to Opt-Out: In alignment with PsyBA standards, clients have the absolute right to refuse or withdraw consent for AI use at any time without prejudice to their care. 

    4. Data Privacy and Training Restrictions 

    We manage AI in strict compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). 

    • Prohibition on AI Training: David Patrick Psychology strictly prohibits the use of client data (including transcripts and notes) for training third-party Large Language Models (LLMs). 

    • Data Residency: We prioritize vendors that utilize Australian-based servers and medical-grade encryption. 

    • Right to be Forgotten: Clients may request the deletion of data processed by AI tools, subject to the statutory record retention requirements for health information (7 years for adults; until age 25 for minors). 

    5. Risk Appetite and Ethical Standards 

    • Risk Appetite: This practice has a low risk appetite for technologies that compromise client confidentiality or clinical accuracy. 

    • Bias and Equity: We critically evaluate AI tools for algorithmic bias (e.g., cultural or linguistic bias) to ensure equitable outcomes for diverse groups, particularly our veteran and first responder clients. 

    6. Notification and Breach Management 

    Any identified "hallucinations" that impact clinical care, or any security breach involving AI-processed data, will be managed as a clinical incident. Serious data breaches will be reported under the Notifiable Data Breaches (NDB) scheme. 

  • Why Do We Have a Cancellation Policy?

    We have a cancellation fee policy in place to ensure the smooth operation of our practice and to provide the best possible service to all our clients. Here's why this policy is important: 

    1. Limited Appointment Availability: Each appointment is typically 50–60 minutes in duration, and we can only see a limited number of clients each day. Last-minute cancellations or reschedules mean that other clients on our waiting list may miss out on the opportunity to book that time slot. 

    2. Sustainability of the Practice: As a private practice, we rely entirely on session fees to cover fixed operating costs, such as rent, administrative expenses, and other overheads. Unlike publicly funded services, we do not receive government support. When a client does not attend an appointment, the practice incurs a financial loss as these fixed costs must still be met. 

    We understand that life can be unpredictable, and we respect your right to make decisions that best suit your circumstances. We encourage you to review the policies of other clinics, as most maintain a similar policy. 

    How the Cancellation Policy Works

    If we are notified of a cancellation: 

    • With greater than 48 hours’ notice then no fee applies. 

    • With less than 48 hours but greater than 24 hours' notice: then a 50% cancellation fee of the scheduled session will apply; 

    • With less than 24 hours' notice: then a 100% cancellation fee of the scheduled session will apply; 

    • With no notice: then the full fee of the scheduled session will apply (please note that Medicare rebates do not apply for missed appointments).  

    Important Funding Information 

    Medicare & DVA: Please note that Medicare and the Department of Veterans' Affairs (DVA) do not provide rebates for cancelled or missed appointments. Cancellation fees must be paid in full by the client. 

    NDIS Participants: Cancellations for NDIS-funded services are managed in accordance with the current NDIS Pricing Arrangements. We may charge up to 100% of the agreed fee for "Short Notice Cancellations" (currently defined as less than 2 clear business days' notice). 

    What if I am late?

    If you arrive late to a scheduled appointment you may still attend the balance of your appointment time. The Practitioner in their sole discretion may choose to accommodate a late arrival.  

    Reminders

    We will send you an SMS reminder four business days leading up to your appointment.  

    Exemptions to the cancellation fee

    Medical certificates: If you are unable to attend due to illness and provide a medical certificate within 48 hours of the missed appointment, we may, at our sole discretion, waive all or part of the cancellation fee. 

    If we are able to fill your appointment, we will reimburse your cancellation fee through either a credit on your account or refund.

    We appreciate your understanding and cooperation in helping us maintain a sustainable practice while ensuring we can continue to provide high-quality care to all our clients. If you have any questions or concerns about this policy, please don’t hesitate to discuss them with us. 

  • We treat debt recovery as an administrative matter separate from clinical care. We are committed to fairness and will work with clients experiencing genuine financial hardship to establish sustainable payment plans.

    Escalation Timeline: 

    • Day 1–7: Friendly SMS/Email reminder via Nookal. 

    • Day 14: Formal "Overdue Account" notice via email. 

    • Day 30: Final notice; further appointments may be suspended until the balance is cleared. 

    • Day 45+: Issuance of a formal Letter of Demand.

    1.3. Third-Party Claims: Clients remain liable for fees if Medicare, DVA, or NDIS rebates are rejected or exhausted. 

  • This document describes the privacy policy of David Patrick Psychology for the management of clients’ 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). 

    Client information and Security 

    Client files are held in a secure, encrypted, cloud-based practice management system (Nookal) with medical-grade security. Client sensitive information is only accessible to David Patrick as the treating clinician. Client related and non-sensitive information is accessible to administration staff for the purpose of practice operations (booking, billing, etc.) 

    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. Personal information is also held in secure, internet-based scheduling and psychometric platforms (e.g., NovoPsych). 

    Digital Transparency and AI Governance 

    In accordance with the 2025 PsyBA Code of Conduct, this practice discloses the use of specific digital tools: 

    • AI Clinical Assistance: We use NovoPsych AI Scribe to assist in generating session summaries and assessment reports. Data processed by this tool is encrypted and is not used to train public large language models. You may opt out of AI-assisted documentation at any time. 

    • Communication: We utilise Microsoft 365 Business and Outlook with enhanced security features (multi-factor authentication and encryption). 

    • Data Residency: Your data is stored on secure servers located in Australia. We do not disclose personal information to overseas recipients unless required by law or with your explicit consent. 

    How clients' personal information is collected  

    A client's personal information is collected in a number of ways during psychological consultation. These include times when the client provides information directly to David Patrick using hardcopy forms, correspondence via email, when the client interacts directly with employees of David Patrick such as the administration team, and when other health practitioners provide personal information to David Patrick, via referrals, correspondence and medical reports.  

    Consequence of not providing personal information  

    If a client does not wish for their personal information to be collected in a way anticipated by this Privacy Policy, David Patrick may not be in a position to provide the psychological service to the client.  

    Purpose of holding personal information  

    A client’s 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 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:  

    1. it is subpoenaed by a court, or disclosure is otherwise required or authorised by law; or  

    2. failure to disclose the information would in the reasonable belief of David Patrick place a client or another person at serious risk to life, health or safety; or  

    3. the client’s, or consent of a parent or guardian who is legally authorised to act on their behalf, prior approval has been obtained to:  

    a) provide a written report to another agency or professional, e.g., a GP or a lawyer; or  

    b) discuss the material with another person, e.g. a parent, employer, health provider, or third-party funder; or c) clinical consultation with another professional is required to provide better clinical services (identifying details will remain confidential); or  

    d) disclose the information in another way; or  

    e) disclose to another professional or agency (e.g., your GP) and disclosure of your personal information to that third party is for a purpose which is directly related to the primary purpose for which your personal information was collected. 

    f) Mandatory reporting obligations are triggered (e.g., child protection concerns under Queensland law). 

    g) Prior approval has been obtained to provide reports to third parties (e.g., DVA, NDIS, or GPs). 

     

    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. 

    Data Breach Response 

    In the event of unauthorized access, disclosure, or loss of personal information (an "eligible data breach"), the psychologist will activate a data breach plan and notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches (NDB) scheme. 

    Requests for access and correction to client information  

    At any stage a client 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 David Patrick. These requests will be responded to in writing within 21 days, and an appointment will be made if necessary for clarification purposes.  

    Concerns 

    If clients have a concern about the management of their personal information, they may inform David Patrick.  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 OAIC 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.  

  • 1. Professional Boundaries and "Friending" 

    To maintain your confidentiality and protect the integrity of our therapeutic relationship, David Patrick does not accept "friend" or contact requests from current or former clients on personal social media accounts (e.g., Facebook, Instagram, LinkedIn). 

    • Managing Multiple Relationships: Adding clients on personal networks can blur professional boundaries and create potential conflicts of interest, which is discouraged under the 2025 Code of Conduct. 

    • Mutual Circles: If you are already part of a wider social circle, we may discuss how to navigate this to avoid any impact on your treatment. 

    2. Interaction and Secure Communication 

    • Public Interactions: Please do not engage with David Patrick or the practice in public forums (e.g., @replies or wall postings). This helps protect your privacy and prevents your status as a therapy client from being publicly revealed. 

    • Secure Channels: Social media messaging is not secure. For all clinical or administrative communication between sessions, please use phone or direct email. 

    • Emergencies: Social media accounts are not monitored 24/7. In an emergency, please contact 000 or the QLD crisis lines listed in your Welcome Email. 

    3. Business Review Sites and Testimonials 

    Under the Health Practitioner Regulation National Law, psychologists are strictly prohibited from using or soliciting clinical testimonials. 

    • Practice Listings: You may find our practice listed on sites like Google or Facebook. These are not a request for reviews or endorsements. 

    • Confidentiality in Reviews: While you have the right to express yourself online, we cannot respond to any reviews—positive or negative—because doing so would confirm your status as a client and violate our confidentiality obligations. 

    4. Digital Presence and Following 

    • Professional Pages: You are welcome to view or follow the David Patrick Psychology professional pages for educational content and practice updates. There is no expectation that you do so. 

    • Following Clients: To avoid "dual relationships" and preserve the focus on what you choose to share in session, we do not follow current or former clients on any social media platforms. 

    • Search Engines: We do not search for clients online (e.g., via Google) unless there is a rare medical emergency where traditional methods of contact have failed and we must ensure your welfare. 

    5. Location-Based Services 

    Be aware that if you use GPS-enabled "check-in" services on your mobile device, it may inadvertently reveal your attendance at therapy to others in your network. We recommend considering this risk for your own privacy. 

  • Website Privacy Policy (Health-Specific) 

    This policy satisfies APP 1.2 by ensuring the open and transparent management of health information. 

    1. Collection of Health Information We collect personal and sensitive health information only when necessary to provide psychological services. This includes information submitted via our inquiry forms or during telehealth setup. 

    2. Digital Transparency & AI Disclosure In accordance with the 2025 PsyBA Code, we disclose that we use NovoPsych AI Scribe for clinical documentation and Nookal for cloud storage. Your data is stored on secure Australian servers and is not used to train public AI models. 

    3. Limits of Confidentiality 

    Information collected via this website remains confidential except where: 

    • Legal requirements mandate disclosure (e.g., subpoenas). 

    • There is a serious risk to the life or health of yourself or others. 

    • Mandatory reporting obligations regarding child safety are triggered under Queensland law. 

    4. Data Security and Breach Response We utilize medical-grade encryption and Microsoft 365 security features. In the event of a data breach likely to cause serious harm, we will notify you and the OAIC as per the Notifiable Data Breaches (NDB) scheme. 

    Website Terms of Use 

    These terms are drafted to prevent misleading conduct and manage professional boundaries. 

    1. Clinical Disclaimer & Crisis Communication 

    • No Emergency Service: This website is not a crisis intervention service. In an emergency, call 000 or 1300 MH CALL. 

    • No Advice: Content on this site is psychoeducational and does not constitute a clinical assessment or a psychologist-client relationship. 

    2. Prohibition of Testimonials Under the Health Practitioner Regulation National Law, psychologists are prohibited from using testimonials. We do not permit the posting of clinical testimonials on this site. If you leave a review on a third-party platform (e.g., Google), we cannot respond in a way that confirms you are a client due to confidentiality obligations. 

    3. Professional Boundaries & Social Media 

    To maintain ethical boundaries as per the PsyBA Code, David Patrick does not accept "friend" or "connection" requests from current or former clients on personal social media accounts. 

    4. Intellectual Property & License 

    All therapeutic materials and articles are the property of David Patrick Psychology. Clients are granted a limited, non-transferable license to use these for personal therapeutic purposes only; reproduction is prohibited. 

    5. Limitation of Liability 

    While we provide services with "due care and skill" as required by Australian Consumer Law, we limit liability to the resupply of services or refund of fees, excluding liability for personal injury or gross negligence which cannot be limited by law.