Privacy Policy
1. Introduction
Zebra Allied Health is committed to protecting your privacy and ensuring that your personal information is handled in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal and sensitive information, including health information, in the course of providing occupational therapy services.
2. What Information We Collect
We may collect and hold the following types of information:
- Personal Information: name, date of birth, address, contact details (phone, email), Medicare number, private health fund information, NDIS number and plan details, emergency contact details.
- Sensitive Information: health and medical history, assessment reports, therapy goals and progress, disability information, and information about family or caregivers relevant to service delivery.
- Financial Information: payment method, invoicing details (e.g. NDIS plan manager or private health).
- Website and Form Data: information collected through intake forms or other communications via our website or Splose platform.
3. How We Collect Information
We collect information directly from you or your authorised representative when:
- You complete an intake form or service agreement;
- You communicate with us via phone, email, text, or in-person;
- You provide consent to share records from another service provider;
-You engage with our website or embedded forms;
- We liaise with third parties such as GPs, specialists, schools, or NDIS plan managers, with your consent.
4. Why We Collect Information
We collect and use your information to:
- Provide appropriate occupational therapy services;
- Communicate with you regarding appointments, treatment plans, and progress;
- Compl-y with legal, professional, and funding body requirements;
- Manage administrative functions, including billing and insurance claims;
- Improve service quality and client experience.
5. Disclosure of Information
Your information will not be shared without your consent, except where required or authorised by law. With your consent, we may share information with:
- Other health professionals involved in your care (e.g., GPs, paediatricians);
- Your NDIS plan manager, Local Area Coordinator (LAC), or NDIA;
- Private health insurers, Medicare, or other funding bodies;
- Schools, educators, or support workers if relevant to therapy goals.
6. Data Storage and Security
We take reasonable steps to protect your personal and sensitive information from misuse, interference, loss, unauthorised access, modification, or disclosure.
Electronic records are stored securely in Splose, a privacy-compliant practice management system.
Email communications are conducted through Microsoft 365 Business, with encryption and secure access controls.
Accounting data is stored in Zoho Books, protected by industry-standard security protocols.
Access to client records is restricted to authorised personnel only.
7. Accessing and Correcting Your Information
You have the right to access the personal and health information we hold about you and to request corrections if necessary.
Requests can be made in writing to: megantheot@outlook.com
We will respond within a reasonable timeframe, typically within 30 days.
8. Making a Complaint
If you have concerns about how we handle your information, please contact us first to resolve the issue. If you are not satisfied with our response, you may contact:
Office of the Australian Information Commissioner (OAIC)
Website: https://www.oaic.gov.au
Phone: 1300 363 992
9. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in legislation, practice management systems, or business operations. The most current version will always be available on our website.
10. Contact Us
For any questions, requests, or complaints regarding this Privacy Policy:
Zebra Allied Health
Email: megantheot@outlook.com
Cancellation Policy
General Principles
Appointment times are reserved specifically for each client. Late cancellations reduce the ability to offer services to other families and impact service viability.
Cancellation Notice Period
• cancellations with more than 48 hours’ notice will not incur a fee
• cancellations with less than 48 hours’ notice may be charged up to the full session fee
• same-day cancellation or failure to attend may be charged at the full session fee
Reasons for Cancellation Charges
Fees may apply to cover:
• clinician time reserved
• administrative processing
• travel scheduling impact
• preparation time already undertaken
Illness Policy
If a child or household member is acutely unwell or infectious, appointments must be rescheduled for safety reasons. Telehealth alternatives may be offered where clinically appropriate.
Clinician Cancellations
If the clinician must cancel due to illness, emergency or unforeseen circumstances, families will be offered the next available appointment time without penalty. If no suitable appointment is available, the appointment will be cancelled without penalty.
Repeated Cancellations
Repeated cancellation or non-attendance may result in review of service suitability and possible discontinuation of services, consistent with duty of care and resource allocation considerations.