Our goal is to provide high quality continuing care for you through our health, counselling and disability service. This includes being upfront and transparent about the information we collect about you, how we use that information, your ability to access that information and your rights in terms of confidentiality and privacy of that information.
Any contact you have with a doctor, nurse, counsellor or disability advisor that is in relation to your own health and wellbeing is recorded in a dedicated electronic file in our clinical database, called Genie.
If you’ve spoken to or seen a doctor, nurse, counsellor or disability advisor, then there will be a dedicated electronic file with your details on it.
The information kept in that file includes:
You will, early on in your dealings with us (e.g. first or second appointment) be asked to read and sign a consent form that looks like this:
Signing this form gives us permission to maintain and update your personal file. If you do not give consent (which you are allowed to do), then we will delete your file, but we will no longer be able to provide you with ongoing health, counselling and disability services.
Fundamentally, the information in your file is used to help provide ongoing care for you. It is a record of your contacts with us, and the outcomes of those contacts.
Having an electronic file helps in the continuity of care, meaning that even if you see different people across our service, there is a record of what assistance has been provided previously. It can help reduce having to tell your story multiple times and can also help ensure important information isn’t forgotten.
As a service, we also use de-identified data to help us understand how many students we are seeing each year, the main kinds of difficulties they are reporting, and the extent and type of supports being provided.
There are a couple of things to note in terms of the confidentiality and privacy of your information.
First, the Genie database sits separate from other information databases in the university, and is only accessible to staff of the Health, Counselling and Disability Service. Other areas of the university cannot access this database.
Second, many students are concerned that friends, lecturers or family members may find out that they have seen someone in the Health, Counselling and Disability Service. Any contact you have with our service will be in professional confidence. We take privacy seriously and, except in the rare situations outlined below, nothing concerning a client/patient is reported elsewhere or to anyone without his/her prior consent.
The situations where we may need to use or disclose confidential or personal information regarding your treatment, information which you provide to us, or information which is otherwise on your record (“Confidential information”) to other staff or third parties are:
Outside of these situations, we will require your consent prior to any use or disclosure of your personal information.
For students who see a disability advisor and provide documentation regarding their disability; once you have provided documentation to the disability advisor (DA) you do not have to disclose your disability to any other person - it is up to you whether or not you discuss the nature of your disability with teaching staff.
An exception to this is where a school has a “Fitness for Placement’ process in place and a student has a medical or other condition that means their performance on a placement would be impaired. In those cases, the student is required to disclose their condition to the topic coordinator.
For more details read the policy on Administrative Procedures for Student Work-Integrated Learning Placements.
You can speak to a disability advisor if you need more information about disclosure.
In accordance with Student Information Policy, you can request access to the information we hold about you (i.e. request to see your file), by writing to the Director of Student Services.
An explanation will be provided to you if legislation prevents certain information from being disclosed to you.
You can discuss any concerns you have about the use of your personal information with our staff. This includes doctors, nurses, counsellors and disability advisors.
Health, Counselling and Disability Services are located at:
Level 3, Student Services Centre (next to the Sports Centre)
Flinders University, Sturt Rd,
Bedford Park SA 5042
Office hours are open: 9am to 5pm, Monday – Friday (including vacation periods, but excluding Christmas and New Year periods).
All feedback or complaints about the services offered at Health, Counselling and Disability Services should be directed to the Director Student Services.
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