Privacy and Confidentiality Consent Form

The following information attempts to ensure that you are aware of the issues relevant to the provision of counselling services by your psychologist, Lucinda Hinckfuss.

As part of providing a professional service to your child it is necessary to collect and record personal information from you and your child that is relevant to their current situation. This information will include written records and may also include photographic images and video or audio recordings.

Information may also need to be collected from various sources including teachers, allied health and medical professionals. This information will be a necessary part of the work between you, your child, and your psychologist and will assist in the provision of a quality service.

All personal information gathered by Lucinda Hinckfuss during the provision of professional services is managed in accordance with the AHPRA Code of Conduct, APS Code of Ethics, and relevant privacy legislation. Access to this information is limited to your clinician and relevant staff involved in your care. It may also be used for administrative purposes, such as billing or claims processing through insurers like Medicare, which may require the collection and disclosure of information affecting your treatment.

1. Information Release: 

1.1 Limits of Confidentiality 
Clients should be aware that while your psychologist aims to ensure all informa on gathered is confidential, there are situations in which your psychologist is required to disclose your information. 

These include situations where: 

• A court subpoena or other disclosure is required or authorised by law.

• Failure to disclose the information would place the client or another person at risk.

• A client is accessing Medicare under a Mental Health Care Plan (MHCP) and your psychologist is required to write a review letter to your referring GP upon completion of the sessions allotted by said plan.
  

1.2 Information Use by External Parties
At times it may be relevant to include external parties in the provision of therapeutic care. This includes situations where: 

•  Your prior approval has been obtained to: discuss your child’s case or provide a written report to another professional or agency, e.g. a GP/lawyer/school. 

• Clinical consultation with another professional is required to provide better services. If this occurs, identifying details will remain confidential. Please see “Discussions in Supervision” under section 3.3 for more information regarding this.
  

1.3 Disclosure of Information to Parents/Guardians 
It is important that your young person feels safe during their sessions working with Lucinda. Although your psychologist will ensure that parents/guardians are made aware strategies and techniques taught in session, they will not disclose information from the child unless the child has provided permission or the information represents a safety concern. 

Limits of confidentiality will be discussed with your young person so that they are aware that the psychologist has a legal obligation to keep them safe, which may mean disclosing certain information to their parent/guardian.

2. External Platforms Used for Therapeutic Services: 

2.1 Assessment Platform:
In the provision of therapeutic services Lucinda utilises NovoPsych. NovoPsych is an online assessment software that allows your clinician to measure the severity of symptoms, identify treatment focus areas, and track progress. Identifying information used on these secure platforms typically includes first name and date of birth. Their Terms and Conditions and privacy policies can be found on their websites.

2.2 Telehealth Services: 
Your psychologist may offer therapy appointments via telehealth. 

Zoom secures meetings with Advanced Encryp on Standard (AES) 256 transport encryp on using a one-time key for each specific session and is compliant with Australian privacy laws and regulations. Sessions are not recorded through Zoom. 

While every effort is made to ensure privacy and security, telecommunication carries inherent risks, such as hacking or online threats. You can minimise these risks by using a secure internet connection, participating from a private location, and ensuring secure communication channels. 

Should a client consent to a zoom appointment or request one, this is taken as consent and acknowledgement of the aforementioned risks.

2.3 AI Scribe Use for Clinical Documentation 
In line with the Australian Health Practitioner Regulation Agency requirements, allied health professionals are required to take accurate, up-to-date, factual and legible records. To ensure that this standard is met, your psychologist currently utilises Heidi Health, an AI medical scribing tool. AI scribing tools summarise notes from audio recordings of sessions, improve on the accuracy of notes made, and increase the amount of time your psychologist can spend planning out future sessions. 

Your consent is crucial for the use of this technology. Please understand that your information will be handled with the utmost care, and Heidi’s use is aimed solely at improving your healthcare experience.

Information About Heidi 

Purpose of Heidi 
Heidi is a helpful tool that allows your clinician to focus entirely on you during your visit while still allowing them to accurately capture medical information, ensuring a comprehensive and precise record of your care.

Who has Access to my information? 
Only your clinician. Heidi uses strict and robust access controls and comply with Australian privacy laws. Our systems are certified to global standards like SOC 2 and ISO 27001, ensuring the highest levels of data security and confidentiality.

Where is my data stored?
All data is locally hosted in Australia. This is how we prioritise data sovereignty and enhance data security, while also ensuring compliance with Australian data protection regulations.

How is my data used? 
Heidi’s approach to data collection is threefold:  

• Be Transparent: Heidi clearly explains how they use your data in our Privacy Policy. 

• Limit Collection: Heidi only collect data that is essential for providing you our services or enhancing Heidi's effectiveness. 

• Ensure Security: Heidi restricts the disclosure, retention, and use of your data, ensuring it is safeguarded.

Does Heidi store recordings of my appointment?
No. Conversations are transcribed simultaneously while they happen, meaning no recordings are ever stored. Notes that a clinician saves from the appointment will be added to your Electronic Health Record in your clinician’s Practice Management System.

By ticking ‘Yes, I consent’, you acknowledge that: 

1.  You have been informed about the use of Heidi and its purpose.

2. You understand how your information will be handled, stored, and protected.

3. You agree to allow your clinician to use Heidi to assist with documenting your consultation.

4. You understand that you can withdraw your consent at anytime.
   

3. Ethical Obligations
As a registered psychologist, Lucinda follows strict ethical guidelines set out by the Australian Psychological Society and the Psychology Board of Australia’s Code of Conduct for Psychologists (Advance Copy, effective 1 December 2025).

3.1 Data Storage and Access
All information collected during therapy is securely stored, and access is restricted to relevant staff. Your personal information is not disclosed to overseas recipients. Reasonable steps are taken to ensure the accuracy and completeness of the information collected. If you believe any information is incorrect, you may request amendments.

All records pertaining to young people are securely stored and retained until the young person reaches 25 years of age, or 7 years after their last session, whichever is longer (This is in accordance with the Code Section 8.5 and relevant legislation). You may request access to your young person’s records in writing, which will be managed in accordance with the Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs), unless relevant legislation provides otherwise (please see the Privacy Act 1988 for exceptions). In some cases, certain information may need to be excluded from access. You can discuss appropriate forms of access with Lucinda in writing.

Unless deemed otherwise by Court Order, either parent/guardian may access the material recorded in a young person's file prior to legal age, upon written request, subject to the exceptions in the Australian Privacy Principles and Privacy Act. This is so whether or not parents/guardians are separated or divorced at the time of, or subsequent to, engaging psychological assessment services for your young person, and whether or not both parents/guardians attend session(s) with your young person.

3.2 Professional Boundaries
Please note that your psychologist will not engage with you in public or online in a way that will identify you as a client. Nor will your psychologist accept friend requests on social media platforms such as Facebook and Instagram from clients or their family members (present and former).

This is to protect your privacy and confidentiality, and due to the requirements to uphold professional boundaries. Please personally contact your psychologist through practice-specific contact methods to engage with them rather than approach them on social media or in public forums.

3.3 Discussion in Supervision
In accordance with the Psychology Board of Australia's Code of Conduct, all psychologists must participate in regular professional supervision/professional peer consultation (“supervision”). This is a professional requirement designed to support safe, effective, and ethical practice. During supervision, your psychologist may discuss aspects of their clinical work to ensure high standards of care. At times, this may include case discussion (discussion of client-specific topics).

Any information relating to your young person’s assessment that is discussed by your psychologist in supervision will be de-identified (names and identifying details will be removed or altered) to protect confidentiality, and only necessary de-identified information will be shared in supervision. Supervisors and peer consultants are also bound by the same professional and ethical obligations, including confidentiality, as registered psychologists.

3.4 Exchange of Information
Progress updates and recommendations to external professionals (e.g., teachers, paediatricians, or other support providers) may be recommended as part of your/your child’s ongoing therapy. However, the exchange of your information may only be conducted with your prior written consent (see Service Agreement).

3.4 Review of File
For clients who see Lucinda through the Child Development Network, there is an option for your psychologist to access your child’s file. Do you provide consent for Lucinda to review your young person’s file? This includes reports or information you may have previously provided as well as letters sent to you and/or your GP. This information does not include the professional’s session notes (e.g. individual session notes).

Please confirm that you have read, understood, and consent to this Privacy and Confidentiality Policy as outlined above. Should you have any questions about this form please contact Lucinda Hinckfuss.

Any modifications to this agreement must be mutually agreed upon in writing by yourself and your psychologist. This consent is valid for a period of 1-year, and will be reviewed when requested, if the nature of your therapy needs change, or after a period of 1-year maximum. By signing below, you acknowledge you have read and understood the information above and have sought clarity from Lucinda Hinckfuss where you have had questions.