​Part 1 - PRIVACY POLICY

The Myotherapy Method is committed to protecting the privacy, confidentiality and security of all client information. As an allied health provider, we recognise that health information is highly sensitive and take reasonable steps to ensure that your personal and health information is collected, used, stored and disclosed appropriately.

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This Privacy Policy explains how The Myotherapy Method collects, uses, stores and protects your personal information, including health information, and outlines your rights regarding that information.

This policy is intended to operate in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other applicable Australian privacy requirements. Private-sector health service providers, including allied health practitioners, are generally covered by the Privacy Act regardless of the size of the practice.

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1. WHAT INFORMATION DO WE COLLECT?

In providing myotherapy and allied health services, The Myotherapy Method may collect personal information that is reasonably necessary to provide safe and appropriate healthcare.

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Personal and contact information

This may include:

• Full name

• Date of birth

• Address

• Telephone number

• Email address

• Emergency contact details

• Preferred method of communication

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Health and medical information

Depending on your individual circumstances, we may collect:

• Presenting complaint and symptoms

• Medical history

• Previous injuries and conditions

• Current and previous treatments

• Medications and supplements

• Allergies and sensitivities

• Previous surgeries or procedures

• Relevant family or personal medical history

• Pregnancy-related information where relevant to treatment

• Relevant lifestyle information

• Occupational information

• Sporting and physical activity information

• Information relating to pain, physical function and movement

• Clinical assessment findings

• Treatment provided

• Treatment responses and progress

• Rehabilitation and exercise information

• Referrals and correspondence from other healthcare professionals

• Other information reasonably required to provide safe and appropriate treatment

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Health information is considered sensitive information under Australian privacy law and is subject to additional privacy protections.

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Administrative and billing information

We may also collect:

• Appointment history

• Appointment cancellation or non-attendance information

• Health fund information where applicable

• Payment and invoicing information

• Medicare information where relevant

• Correspondence between you and the clinic

• Information relating to complaints or enquiries

The Myotherapy Method will generally only collect information that is reasonably necessary for providing healthcare services and managing your care.

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2. HOW DO WE COLLECT YOUR INFORMATION?

We will generally collect your personal and health information directly from you.

Information may be collected through:

• Medical history forms

• New client intake forms

• Online booking forms

• Consent forms

• Health questionnaires

• During an appointment or consultation

• Verbal discussions with your practitioner

• Emails or other correspondence

• Telephone conversations

• Treatment and clinical notes

• Appointment and booking information

• Information you voluntarily provide before, during or after treatment

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Where reasonably necessary, information may also be collected from another person or healthcare provider, such as a referring practitioner, where you have provided appropriate consent or where collection is otherwise permitted or required by law.

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3. WHY DO WE COLLECT YOUR INFORMATION?

Your information is collected so that The Myotherapy Method and your treating practitioner can provide you with safe, appropriate and effective healthcare.

Your information may be used to:

• Assess your presenting condition

• Identify relevant medical and health considerations

• Determine whether myotherapy treatment is appropriate

• Identify contraindications or precautions to treatment

• Develop an appropriate treatment plan

• Provide treatment

• Monitor your response to treatment

• Record clinical findings and treatment provided

• Provide rehabilitation and exercise advice

• Monitor your progress over time

• Communicate with you about your appointments and care

• Coordinate care with other healthcare professionals where appropriate

• Prepare referrals, reports or treatment correspondence where authorised

• Process payments and health fund claims where applicable

• Maintain accurate clinical records

• Meet legal, professional and record-keeping obligations

• Respond to complaints, concerns or enquiries

• Protect the health, safety and wellbeing of clients and practitioners

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Your health information will not be used for unrelated purposes unless you have provided consent or the use is otherwise permitted or required by law.

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4. HOW IS YOUR INFORMATION STORED?

The Myotherapy Method uses Cliniko as its practice management and clinical record system.

Your personal information and clinical records may be stored electronically within your client record in Cliniko.

Cliniko states that new accounts based in Australia have their data stored in Australia. Cliniko also states that data is encrypted when transmitted and while stored, and that data is backed up daily with redundant copies held in multiple physical locations.

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You can read more about how Cliniko stores and protects data here:

Cliniko Security & Data Storage Information

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Cliniko's privacy policy can also be accessed here:

Cliniko Privacy Policy

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Access to client information within The Myotherapy Method is restricted to authorised practitioners and personnel who require access for legitimate clinic or healthcare purposes.

We take reasonable steps to protect your information against:

• Unauthorised access

• Misuse

• Loss

• Interference

• Unauthorised modification

• Unauthorised disclosure

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5. HOW CLINIKO IS USED

Cliniko is used by The Myotherapy Method for practice management and clinical record keeping.

Your Cliniko record may contain:

• Your contact details

• Medical history information

• Intake and consent information

• Clinical notes

• Treatment records

• Relevant health information

• Exercise and rehabilitation information

• Documents or correspondence relating to your care

• Billing and administrative information

• Appointment history

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Cliniko provides functionality that allows practices to export client information where required.

Cliniko also provides privacy and security features including two-factor authentication, automatic session timeouts and the ability for practices to anonymise deleted patient records where appropriate.

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6. WHO MAY ACCESS YOUR INFORMATION?

Your information may be accessed by:

• Your treating myotherapist

• Other authorised practitioners within The Myotherapy Method where reasonably necessary for your care

• Authorised administrative staff where required to manage appointments, billing or clinic administration

• Service providers who assist the clinic in operating its systems, where necessary and permitted

• Other healthcare professionals where you have provided appropriate consent or where disclosure is otherwise permitted or required by law

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We will not sell your personal or health information.

We will not disclose your health information to unrelated third parties for marketing purposes without your consent.

Health information may be disclosed where required or permitted by law.

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7. COMMUNICATION AND APPOINTMENT REMINDERS

We may use your contact information to communicate with you regarding:

• Appointment confirmations

• Appointment reminders

• Appointment changes

• Cancellations

• Treatment-related communications

• Administrative matters

• Information you have requested from the clinic

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We may communicate with you via:

• Telephone

• SMS

• Email

using the contact details you have provided.

Please advise us if your contact details change or if you have a preferred method of communication.

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8. ACCESSING YOUR PERSONAL INFORMATION

You have the right to request access to personal information that The Myotherapy Method holds about you, subject to applicable privacy laws and any lawful exceptions.

If you would like to access your information, please contact:

Clinic Email: Themyotherapymethod@gmail.com

or

Privacy Officer: Rachelle Baughan

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We may need to verify your identity before providing access to personal information.

Where appropriate, we can provide you with a copy or export of information contained within your clinical record.

Cliniko provides functionality that allows practices to export client information.

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9. UPDATING OR CORRECTING YOUR INFORMATION

It is important that your health information is accurate and up to date.

You may request that information held by The Myotherapy Method be corrected if you believe it is inaccurate, incomplete, outdated or misleading.

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You can request an update by contacting:

Clinic Email: Themyotherpymethod@gmail.com

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You should advise us of any changes to:

• Contact details

• Medical conditions

• Medications

• Allergies

• Surgeries

• Injuries

• Pregnancy status where relevant

• Other information that may affect the safety or appropriateness of your treatment

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Your practitioner may also update your information within Cliniko as part of your ongoing care.

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10. REQUESTING REMOVAL OR DELETION OF INFORMATION

You may contact The Myotherapy Method to request that personal information no longer required for a lawful purpose be removed or deleted.

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Requests should be made to:

Clinic Email: Themyotherapymethod@gmail.com

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However, health records cannot always be immediately deleted simply because a client requests deletion.

There may be legal, professional, insurance or record-retention obligations requiring certain clinical information to be retained for a specified period.

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Where information is required to be retained, we will explain this to you where appropriate and will continue to protect it in accordance with our privacy obligations.

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Cliniko provides practices with functionality to delete or anonymise client information where appropriate, while recognising that practices may need to retain information where required by law or other applicable obligations.

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11. PRIVACY COMPLAINTS

If you have a concern about how The Myotherapy Method has collected, used, stored or disclosed your personal information, we encourage you to contact us first.

Please contact:

Privacy Officer: Rachelle Baughan

Clinic Email: Themyotherapymethod@gmail.com

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Your complaint should include:

• Your name

• A description of your concern

• Relevant dates or circumstances

• Any information you believe will assist us in investigating the matter

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We will take reasonable steps to investigate and respond to your complaint within a reasonable period.

If you are not satisfied with our response, or believe your privacy has not been appropriately addressed, you may also contact the Office of the Australian Information Commissioner (OAIC).

OAIC — Privacy Complaints

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12. CHANGES TO THIS PRIVACY POLICY

The Myotherapy Method may update this Privacy Policy from time to time to reflect changes to our services, technology, privacy practices or applicable legislation.

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The most current version of this Privacy Policy will be made available to clients through our website.

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PART 2 — TERMS & CONDITIONS

13. PROVISION OF ACCURATE HEALTH INFORMATION

By proceeding with treatment at The Myotherapy Method, you acknowledge that the information you provide to your practitioner is accurate and complete to the best of your knowledge.

You agree to provide all relevant health and medical information requested by the clinic and to inform your practitioner of information that may reasonably affect your treatment or safety.

This includes advising your practitioner of changes to:

• Medical conditions

• Medications

• Allergies

• Injuries

• Surgeries or procedures

• Pregnancy

• Relevant diagnoses

• Other significant changes to your health

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You understand that providing incomplete or inaccurate information may affect your practitioner's ability to safely assess and treat you.

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14. RESPONSIBILITY TO UPDATE HEALTH INFORMATION

You agree to inform your practitioner before treatment if there have been any relevant changes to your health since your previous appointment.

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This is particularly important where a change may affect whether a particular treatment, technique or modality is appropriate.

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Your practitioner may ask additional questions or modify, postpone or decline treatment where they believe this is necessary for your safety.

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15. CONSENT TO TREATMENT

You understand that myotherapy treatment may involve physical assessment and therapeutic techniques including, where clinically appropriate:

• Soft tissue techniques

• Massage

• Myofascial techniques

• Dry needling

• Exercise and rehabilitation

• Joint and soft tissue mobilisation

• Other clinically appropriate myotherapy techniques

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Your practitioner will discuss relevant treatment with you and obtain appropriate consent.

You may withdraw consent to a particular treatment technique at any time.

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16. CANCELLATION AND APPOINTMENT POLICY

The Myotherapy Method understands that circumstances can change. We ask that clients provide as much notice as possible when they are unable to attend an appointment.

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Cancellation with more than 24 hours' notice

Appointments cancelled or rescheduled with at least 24 hours' notice will generally not incur a cancellation fee.

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Cancellation with less than 24 hours' notice

Appointments cancelled or rescheduled less than 24 hours before the scheduled appointment time may incur a cancellation fee of up to 100% of the scheduled appointment fee.

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Non-attendance

If you do not attend your scheduled appointment without providing notice, the appointment may be charged at 100% of the scheduled appointment fee.

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Late arrival

If you arrive late to your appointment, your practitioner may need to shorten the treatment time to avoid delaying subsequent clients.

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The full appointment fee may still apply.

Where appropriate, The Myotherapy Method may exercise discretion regarding cancellation fees in circumstances such as genuine emergencies or unexpected circumstances.

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Repeated late cancellations or non-attendance may result in future appointments requiring a deposit or other booking conditions.

17. APPOINTMENT REMINDERS

Appointment reminders are provided as a courtesy and are not intended to replace your responsibility to remember your scheduled appointment.

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You remain responsible for attending your appointment or providing appropriate notice if you need to cancel or reschedule.

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18. CLINICAL RECORDS

The Myotherapy Method maintains clinical records as part of providing healthcare and meeting professional, legal and insurance requirements.

Clinical records may include information about your:

• Assessment

• Medical history

• Treatment

• Response to treatment

• Rehabilitation advice

• Progress

• Other information relevant to your ongoing care

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You acknowledge that clinical records are maintained by the clinic and may need to be retained for a period required by applicable legislation, professional obligations or insurance requirements.

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19. COMMUNICATION OF HEALTH INFORMATION

Where appropriate and with your consent, The Myotherapy Method may communicate relevant health information with another healthcare professional involved in your care.

This may include communicating with:

• General practitioners

• Physiotherapists

• Osteopaths

• Chiropractors

• Exercise physiologists

• Podiatrists

• Specialists

• Other relevant healthcare providers

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Information shared will be limited to what is reasonably necessary for the relevant purpose.

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20. CLIENT DECLARATION

By agreeing to the Terms & Conditions contained within The Myotherapy Method Medical History Form, you acknowledge that you have read, understood and agree to the information contained within this Privacy Policy and Terms & Conditions document.

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By agreeing to the Terms & Conditions, you acknowledge and agree that:

1. The Myotherapy Method may collect, use and store your personal and health information as outlined in this document.

2. Your information may be stored electronically within Cliniko, The Myotherapy Method's practice management and clinical record system.

3. Your information may be used for the purposes of providing safe and appropriate healthcare, managing your appointments, maintaining clinical records, communicating with you and meeting relevant legal, professional and administrative requirements.

4. You will provide accurate and complete health and medical information to the best of your knowledge.

5. You will inform your practitioner of relevant changes to your health, medical conditions, medications, allergies, surgeries, injuries, pregnancy status or other circumstances that may affect your treatment.

6. You understand and agree to The Myotherapy Method's cancellation and non-attendance policy.

7. You understand that you have rights regarding your personal information, including the ability to request access to and correction of your information, subject to applicable privacy laws.

8. You understand that you may contact the clinic with questions, concerns, privacy complaints or requests relating to your personal information.

9. You understand that you can access the most current version of these Privacy Policy and Terms & Conditions at any time via The Myotherapy Method website

10. If you have any questions, concerns or complaints regarding this Privacy Policy, Terms & Conditions or the handling of your personal information, you should contact The Myotherapy Method directly:

CLINIC EMAIL: Themyotherapymethod@gmail.com

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PRIVACY OFFICER / CONTACT PERSON: Rachelle Baughan

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You acknowledge that by agreeing to the Terms & Conditions in the Medical History Form, you are confirming your acceptance of the Privacy Policy and Terms & Conditions outlined in this document.