Client Information Management
The ethical, confidential, and secure management of client information is central to private practice. Clients entrust their personal and sensitive information to clinicians and practices, and all team members have responsibilities to ensure this information is protected at every stage of handling. This module focuses specifically on one of the highest-risk areas: the movement of client records. This includes sending records electronically, responding to requests for client information, and managing legal requests such as subpoenas.
The module provides clear guidance for team members and clinicians on how to manage these processes safely and in compliance with privacy principles, the APS Private Practice Management Standards, and the AHPRA Code of Conduct (2025 release). It includes policies, procedures, consent forms, and correspondence templates to ensure all requests are handled ethically, efficiently, and consistently.
Included in this module are:
Policies and procedures:
- Requests for and Release of Client Information Policy and Procedure
- Sending Electronic Client Documents Policy and Procedure
- Communication Policy and Procedure
Consent forms:
- Exchange of Information (Clinical Communication)
- Release of Information (General/Legal Requests)
- Transfer of Records (Full File Release)
Correspondence templates:
- Email Response to Initial Request for Client Records
- Email Confirmation that Request Has Been Actioned (including request for payment)
- Letter Rejecting Request for Expert Opinion Report
- Letter Responding to a Subpoena
- Letter Seeking Court Exemption of Test Material
This module ensures that practices have a structured, consistent approach to managing client information, reducing risk and supporting compliance, while providing clear guidance for team members on their responsibilities in handling sensitive records.
