Bayside Voice Centre — Privacy & Consent Form

This form explains how we work with you and what you are agreeing to by receiving speech pathology services. It follows the guidelines of Speech Pathology Australia (SPA) and AHPRA and meets Australian privacy and health law standards. If you have any questions, we're happy to explain.

Capacity to Consent

Unless clearly communicated, we assume the client can understand and express their own decisions. Unless otherwise legally restricted, we may assume that both parents share responsibility for decisions and are entitled to receive information about their child's care.

If the person receiving services is under 18 or lacks capacity to provide informed consent, a parent, guardian, or legally authorised person must provide it on their behalf.

What am I agreeing to?

In signing this form, you give informed, voluntary consent that you/r:

• Understand the information provided and have the option to ask questions.
• Are welcome to invite a support person to join the appointment.
• Assessment (and/or) therapy, coaching or training is with a qualified speech pathologist.
• Need to share relevant information about medical, communication, voice, or other relevant history.
• Personal and health information will be used to provide safe and effective care.
• Understand information is provided with other professionals and teams involved in your care (e.g. GP, ENT, psychologist, Workcover, NDIS, Employer) and can withdraw this permission.
• Information is used and stored securely and privately, according to Australian privacy laws which may include a) voice/ video recordings and b) AI transcription/ note tools.
• will honour the Fees and cancellation policy, as explain or outlined in our fee schedule.
• Can withdraw consent at any time in writing or verbally, which will be documented on your clinical file.

Your Privacy

We keep your information stored securely and privately, according to the Privacy Act 1988 (Cth) and Australian Privacy Principles.

• Your records are stored securely, either electronically or in locked files.
• You can request access to your records at any time.
• We do not share your information with anyone without your consent, unless required by law (e.g. risk of harm, court order).
• Please do not complete your own session recording without consent of the speech pathologist.
• All client information (including media) are stored securely for up to 7 years after the last service (or until the client turns 25 for minors), unless earlier deletion is requested.

Consent to Share Information with Other Services

Note: You can withdraw or change your consent at any time.

To provide you (or your child) with the best multi-disciplinary care, we may need to share relevant information with others involved in your support. We only do this with your permission, unless required by law.

Use and Storage of Information

Note: You can withdraw or change your consent at any time.

We use secure medical software with cloud-based storage —specifically Gentu – to create, store, send, clinical documentation. For more information about how the platform complies with Australian privacy standards click.

Voice or Video Recordings

To deliver evidence-based voice services acoustic voice or sometimes video samples are recorded for assessment and therapy, Recordings help track progress, support clinical decisions and give biofeedback. With your additional consent, recordings may also be used for training/ professional development.

Use Secure AI Tools for Transcription and Note-Taking

Note: You can withdraw or change your consent at any time.

We may use secure AI-powered tools—such as HeidiHealth —to support accurate, clinical documentation. These tools help us convert spoken words into written notes to keep accurate records. They do not replace your clinician and are used only to assist in your care. For more information about how the platform complies with Australian privacy standards click.

Potential Risks of Telehealth

Note: You can withdraw or change your consent at any time.

Telehealth sessions may be impacted by technical issues (e.g. poor internet connection), reduced sound or visual quality, or may not fully replace the experience of in-person sessions. In some cases, a support person may be needed onsite. While we use secure systems, no online platform can guarantee complete privacy. You can reduce risk by using private, secure locations and reliable internet.

Fees and Billing

• Our current fees and payment options have been explained.
• Fees apply for cancellations with less than 48 hours’ notice.
• Medicare, NDIS, private health or other funding options may be available depending on your situation.

Communication, Concerns & Complaints

Your feedback is valued and helps us provide better care.

• You can ask questions or raise concerns at any time.
• You have the right to stop services or change the mode at any stage (e.g. Telehealth to face-face).
• If you're unhappy with any part of your service, we encourage you to speak with us directly, or email admin@baysidevoicencetre.com.au so we can resolve your concern together.
• We want you to feel safe, respected, and heard at all times however, if you're not satisfied with the outcome, or prefer to speak to someone outside our organisation, you can contact:
  • Speech Pathology Australia (SPA) www.speechpathologyaustralia.org.au (03) 9645 2540
  • Office of the Health Ombudsman – Queensland (OHO) www.oho.qld.gov.au 133 646

Consent Declaration

I have read and understood the above information. I have had the opportunity to ask questions. I give my consent for assessment +/or therapy and for the collection & use of my personal information as described above.