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Counselling Policies at JC Counselling And Consulting

Privacy Policy

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JC Counselling and Consulting

Document Type

Policy

Effective Date: 15 May 2026

Review Date: May 2028

Approved By: Sole Trader – JC Counselling and Consulting

Review Cycle: Biennial or as required by legislative, NDIS, or professional changes

1. Purpose and Scope

The purpose of this policy is to establish standards of practice that recognise and respect the privacy of current and past people who access the services of JC Counselling and Consulting. This policy is framed around individuals’ rights as specified in the Privacy Act 1988, Freedom of Information Act 1982, Disability Services Act 1993, and Standard 1 of the National Standards for Disability Services 2013.

2. Policy Statement – Privacy

JC Counselling and Consulting is committed to ensuring that all clients, participants, families, carers, and other people accessing services have the same level of privacy as is expected by the general community.

3. Procedures

  • JC Counselling and Consulting will provide services in ways that ensure privacy.

  • Only collect information about the person that can be shown to be directly relevant to effective service delivery and duty of care responsibilities.

  • Ensure that personal information is stored securely and is not left on view to others.

  • Advise the person and, where appropriate, their family or carer of the content of the information held by the service and who it may be shared with.

  • Advise the person and, where appropriate, their family or carer of their right to request the information that JC Counselling and Consulting keeps in respect of them.

  • Ensure that personal information is only held by JC Counselling and Consulting as long as it remains relevant to the delivery of effective services and duty of care obligations.

  • Ensure that personal information is destroyed safely seven years following exit from the service or seven years from the 18th birthday for children and young adults.

  • Promptly investigate, remedy, and document any grievance regarding privacy.

4. Performance Standards

The following performance standards will be met to ensure that the procedures specified are implemented effectively:

  • All persons accessing the services are informed of the Privacy Policy and are offered privacy information as appropriate.

  • Feedback from clients, participants, families, and carers demonstrates that they feel their privacy is respected by service personnel.

  • Clients, participants, and their family members will be informed about why the information sought on referral or intake forms is necessary.

  • Personal files are periodically reviewed to ensure that personal information is current. Information that is no longer relevant, including where the person has exited the service, will be securely stored for seven years before being safely destroyed. Children’s files are stored for seven years after the person turns 18 before being destroyed.

  • Any grievances related to privacy and confidentiality will be addressed in accordance with the Feedback and Complaints Policy.

5. Review of the Policy

This policy will be reviewed on a two-yearly basis. However, if at any time the legislative, policy, funding, regulatory, or professional environment is altered so that the policy is no longer appropriate in its current form, the policy will be reviewed immediately and amended.

Document Approval

I confirm this Privacy Policy reflects the ethical, professional, and legal obligations of JC Counselling and Consulting.

Name: Sole Trader – JC Counselling and Consulting

Signature: Jodie Cox

Date: 15 May 2026

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CANCELLATION & NON‑ATTENDANCE POLICY

 

JC Counselling and Consulting

Details

Policy Title: Cancellation & Non‑Attendance Policy

Business Name: JC Counselling and Consulting

 Effective Date: 25th May 2026

Review Date: May 2027

Approved By: Sole Trader – JC Counselling and Consulting

Review Cycle: Annual or as required by legislative or professional changes

1. Purpose

The purpose of this policy is to outline the expectations, responsibilities, and procedures relating to appointment cancellations and non‑attendance. This ensures fairness, transparency, and continuity of service for all clients, including NDIS participants and private clients.

2. Scope

This policy applies to all appointments delivered by JC Counselling and Consulting, including:

  • Counselling sessions

  • NDIS therapeutic supports

  • Community‑based or outreach sessions

  • Online and telehealth appointments

3. Principles

JC Counselling and Consulting is committed to:

  • Respecting the time and commitments of all clients

  • Ensuring service availability and continuity

  • Complying with NDIS Pricing Arrangements and Practice Standards

  • Applying cancellation fees fairly and consistently

  • Considering compassionate circumstances where appropriate

4. Cancellation Requirements – NDIS Participants

NDIS participants must provide a minimum of two (2) clear business days’ notice to cancel or reschedule an appointment as per the current price guide.

Where less than two business days’ notice is provided:

  • A cancellation fee equal to the full session cost may be charged

  • If the Service Agreement includes travel charges, these may also be claimed if the counsellor has already travelled to the agreed location

  • Non‑attendance without notice is treated as a late cancellation and may incur the full session fee

These conditions align with the NDIS Pricing Arrangements and Price Limits.

5. Cancellation Requirements – Private Clients

To respect the time of both clients and the practitioner:

  • Cancellations with 24 hours’ notice or more incur no fee

  • Cancellations with less than 24 hours’ notice may incur a 50% session fee

  • Non‑attendance without notice may incur the full session fee

  • Exceptions may be made for emergencies or compassionate circumstances at the discretion of the practitioner

6. How to Cancel or Reschedule

Clients may cancel or reschedule by:

  • Phone

  • Email

  • SMS

  • Any communication method previously agreed upon

Cancellations are recorded at the time the message is received.

7. Repeated Cancellations or Non‑Attendance

Where repeated cancellations or non‑attendance occur, JC Counselling and Consulting may:

  • Discuss barriers to attendance

  • Review the suitability of appointment times

  • Adjust the frequency or format of sessions

  • Place services on hold

  • End services if attendance issues cannot be resolved

8. Exceptions and Compassionate Circumstances

JC Counselling and Consulting recognises that unexpected events occur. Fees may be waived in situations involving:

  • Medical emergencies

  • Family crises

  • Unforeseen circumstances outside the client’s control

These decisions are made on a case‑by‑case basis.

9. Review and Continuous Improvement

This policy will be reviewed:

  • Annually, or

  • Earlier if required by changes to NDIS rules, legislation, or business operations

Document Approval

I confirm this Cancellation & Non‑Attendance Policy reflects the operational and ethical standards of JC Counselling and Consulting.

Name: Sole Trader – JC Counselling and Consulting

Signature: Jodie Cox

Date: 25th May 2026

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