Professional Practice Management Standards (PPMS)

Professional Practice Management Standards (PPMS) For psychologists APS Professional Practice February 2012 Resources to Support Psychologists

Copyright 2012

Professional Practice Management Standards (PPMS) For psychologists Purpose of this Document The Australian Psychological Society has developed a set of standards to help guide psychologists in managing their own professional practice. Along with the standards there is an online program for the self-assessment of their skills. This document is intended for use by psychologists who have completed the selfassessment tool and are looking for resources to build their skills in areas where they feel there is room for improvement. However, these resources are relevant to all psychologists working in professional practice and may be accessed by all members. The list below outlines the standards of the PPMS and the corresponding page of this document where resources linked to that standard are located. You may view the entire document or select the page number below to navigate directly to the resources of interest. General Resources...4 1.1 Access and Availability...5 1.2 Communication...9 1.3 Integration of Services and Working with Other Professionals...10 2.1 Client, Psychologist and Support Staff Safety...11 2.2 Risk Assessment and Client Care...13 2.3 Psychologist Self Care...14 2.4 Compliance with Laws and Codes of Conduct and Practice...15 3.1 Privacy, Confidentiality and Record Keeping...17 3.2 Management of Electronic Information...20 4.1 Continuing Professional Development...21 4.2 Practice Evaluation and Research...23 5.1 Support Staff...24 5.2 Services Planning, Development and Management...25 5.3 Financial and Business Management...26 5.4 Providing Services with Third Party Funding...29 6.1 Practice Location, Facilities and Equipment...30 Throughout this document, a number of websites and hyperlinks are provided. To access the hyperlink, please hold the control button whilst selecting the appropriate link. If this does not direct you to the correct page, copy the website and paste it in a new browser to navigate to the direct page. Unfortunately, these hyperlinks may become out of date over time. Whilst we make our best effort to monitor these and ensure the resources are up to date, if you encounter this issue it is recommended you visit the organisations website to search for the recommended document.

General Resources Registration and Professional Responsibilities Information on registration requirements and professional responsibilities is available from the Psychology Board of Australia website: www.psychologyboard.gov.au Professional Resources The Australian Psychological Society has published a range of helpful guidelines and resources around professional practice issues. These can be accessed through the Practitioner Resources tab of the APS website: www.psychology.org.au/practitioner/essentials/ www.psychology.org.au/practitioner/resources/ Ethical Guidance The Code of Ethics and Ethical Guidelines provide useful directions on ethical matters. These can also be accessed through the APS website: www.psychology.org.au/practitioner/essential/ethics/ Professional Practice Handbook The APS has published a handbook entitled the Professional Practice Handbook. There is guidance on a range of issues available in this document which can be accessed through the Practitioner Resources then Professional Resources tab of the APS website: www.psychology.org.au/assets/files/pph.pdf Setting up a Private Practice The APS has published a document outlining considerations when establishing a private practice. This can be downloaded from the Practitioner Resources, then Practice essentials section of the APS website: www.psychology.org.au/assets/files/setting-up-private-practice.pdf National Practice Standards for the Mental Health Workforce The document National Practice Standards for the Mental Health Workforce contains the twelve Practice Standards for professionals who work in mental health services within the professions of psychiatry, nursing, social work, psychology and occupational therapy. The document was published by the National Mental Health Education and Training Advisory Group, as part of the National Education and Training Initiative, and National Mental Health Strategy, in September 2002 and is available for download from the APS website: www.psychology.org.au/practitioner/essential/npsmhw/ Foundations of Private Practice Psychologists who are establishing, developing or closing their private practice are encouraged to consider the Foundations of Private Practice, which will be available online mid 2012. This certificate can be completed as modules or an entire program that offers information and training around considerations when establishing a private practice, issues related to practice development and processes for managing the closing of a private practice. Information on the program will be published in APS Matters when it becomes available. 4 Professional Practice Management Standards (PPMS) For psychologists

1.1 Access and Availability After Hours Contact Please find below an example of an after hours telephone message: You have reached the office of Nancy Smith, Psychologist. This service is open Monday to Friday, 9am to 5pm. If you require emergency assistance visit your GP or local hospital emergency room. Alternatively, you may contact Lifeline on 13 11 14. If you would like to leave a message for Nancy please do so after the tone. Referrals to Other Services The APS referral service provides a telephone referral line and an online search engine to find psychologists in private practice, Australia wide, who have registered their private practice details, client population and psychological approaches used. This can be accessed by calling the APS on 8662 3300. The online service can be accessed through a quick link on the APS homepage (www.psychology.org.au) or directly through: www.psychology.org.au/findapsychologist/ Each State and Territory provides a number of community health services. The locations of these can be found via the State or Territory Department of Health website: ACT www.health.act.gov.au/c/health?a=da&did=10045339 NSW www2.health.nsw.gov.au/services/default.cfm NT www.nt.gov.au/health/topics.shtml QLD www.health.qld.gov.au/services/default.asp SA TAS VIC WA www.hsfinder.sa.gov.au/ www.dhhs.tas.gov.au/health_and_wellbeing/a-z_service_list/ www.health.vic.gov.au/mentalhealth/services/index.htm www.health.wa.gov.au/services/ Additionally, the Health Services Directory is an online search engine for identifying health practitioners in your local area. This is currently a Victorian service, however, may be moving to include national services: humanservicesdirectory.vic.gov.au/home.aspx Managing Waiting Lists There are a number of points to consider in managing waiting lists. Some suggestions for consideration are provided on the APS website: www.psychology.org.au/practitioner/resources/waiting-lists/ When working in a clinical setting, it is also important to consider potential risk for clients being assigned to a wait list. A risk assessment is often recommended as part of the intake process when assigning a potential client to your waiting list. The APS has compiled some example documents that may be useful for psychologists and/or support staff when confronted with a client who is at risk of harm to themselves or others. It might also be considered necessary to develop guidelines for support staff where immediate action is required. www.psychology.org.au 5

These documents may be used to conduct a risk assessment or assist in developing training. These documents are guides only, intended to help psychologists develop their own guidelines and assessment tools relevant to their private practice. Australian Institute of Suicide Research and Prevention: Suicide Risk Assessment Protocol NSW Department of Health Suicide Risk Assessment Guide Crisis Support Services Risk Assessment Guide Crisis Referral Template There are a range of other resources available on the internet to direct your risk assessment, however, if this is an area you lack confidence or competence in it is recommended you seek further training. These documents are not a substitute for clinical judgment and appropriate training. Access for Individuals Requiring Translation or Interpreters These links provide a range of interpreter, translation and multicultural services for each State and Territory including contact details for government translation services and multicultural departments of government agencies. NAT Department of Immigration Translation Services www.immi.gov.au/tis/ ACT ACT Government Health Information - Interpreter Services www.health.act.gov.au/c/health?a=da&did=10101609&pid=1059446589 NSW Multicultural Health Communication Service - Health NSW www.mhcs.health.nsw.gov.au/mhcs/services/translation/translation.asp NT Northern Territory Translator and Interpreter Services www.dcm.nt.gov.au/strong_community/a_great_place_to_live_and_work/multicultural_affairs/ interpreter_services QLD Multicultural Health - Queensland Health www.health.qld.gov.au/multicultural/default.asp SA Interpreting and Translation Centre - South Australian Multicultural and Ethnic Affairs Commission www.translate.sa.gov.au/ 6 Professional Practice Management Standards (PPMS) For psychologists

TAS VIC WA DHS Interpreter Service www.dhhs.tas.gov.au/service_information/services_files/?a=11327 Multicultural strategy site - Department of Human Services VIC www.dhs.vic.gov.au/multicultural/ Translations Directory - Multicultural Health Information www.healthtranslations.vic.gov.au/ Telephone Interpreting Service for services claimable under Medicare - DHS www.healthtranslations.vic.gov.au/bhcv2/bhcht.nsf/presentdetail?open&s=telephone_interpreting_ Service Department of Health WA - Link to translating services www.health.wa.gov.au/services/ Access for Individuals with Special Needs It is important for psychologists to be informed of the legislation and rights of those with special needs, such as equal opportunity and discrimination legislation and human rights legislation. These are listed below: Electronic links are provided to equal opportunities and/or anti discrimination legislation Australasian Legal Information Institute www.austlii.edu.au/ Commonwealth Equal Opportunity Acts Equal Opportunities Act www.austlii.edu.au/au/legis/cth/consol_act/eeoaa1987642/ Equal Opportunities for Women in the Workplace Act www.austlii.edu.au/au/legis/cth/consol_act/eofwitwa1999497/ Disability Discrimination Act www.austlii.edu.au/au/legis/cth/consol_act/dda1992264/ State Anti-Discrimination or Equal Opportunity Legislation ACT www.austlii.edu.au/au/legis/act/consol_act/da1991164/ NSW www.austlii.edu.au/au/legis/nsw/consol_act/aa1977204/ NT www.austlii.edu.au/au/legis/nt/consol_act/aa204/ QLD www.austlii.edu.au/au/legis/qld/consol_act/aa1991204/ SA www.austlii.edu.au/au/legis/sa/consol_act/eoa1984250/ TAS www.austlii.edu.au/au/legis/tas/consol_act/aa1998204/ () VIC WA www.austlii.edu.au/au/legis/vic/consol_act/eoa1995250/ www.austlii.edu.au/au/legis/wa/consol_act/eoa1984250/ www.psychology.org.au 7

The Human Rights and Equal Opportunity Commission is a national independent statutory government body. Matters investigated by the Commission include discrimination of race, colour or ethnic origin, racial vilification, sex, sexual harassment, marital status, pregnancy, or disability. Human Rights education is one of the core responsibilities of the Commission along with the investigation and attempted resolution of complaints about breaches of human rights and antidiscrimination legislation. www.humanrights.gov.au/ Electronic links are provided to disability legislation: Commonwealth Equal Opportunity Acts Federal Disability Discrimination Act www.austlii.edu.au/au/legis/cth/consol_act/dda1992264/ Disability Discrimination Act Commonwealth www.austlii.edu.au/au/legis/cth/consol_act/dda1992264/ Disability Services Act Commonwealth www.austlii.edu.au/au/legis/cth/consol_act/dsa1986213/ State Anti-Discrimination or Equal Opportunity Legislation ACT www.austlii.edu.au/au/legis/act/consol_act/dsa1991213/ NSW www.austlii.edu.au/au/legis/nsw/consol_act/dsa1993213/ NT www.austlii.edu.au/au/legis/nt/consol_act/dsa213/ QLD www.austlii.edu.au/au/legis/qld/consol_act/dsa2006213/ SA TAS VIC WA www.austlii.edu.au/au/legis/sa/consol_act/dsa1993213/ www.austlii.edu.au/au/legis/tas/consol_act/dsa1992213/ www.austlii.edu.au/au/legis/vic/consol_act/dsa1991213/ www.austlii.edu.au/au/legis/wa/consol_act/dsa1993213/ 8 Professional Practice Management Standards (PPMS) For psychologists

1.2 Communication Information Regarding Services Below is a template information sheet on how clients personal information should be used as well as a consent form. These may be adjusted specific to your services and provided to each of your clients outlining the nature of your services. Client Information Form Client Consent Form A guide for clients on what to expect from their psychologist is published on the APS website, APS Charter for Clients of Psychologists: www.psychology.org.au/assets/files/aps-charter-for-clients.pdf The consultation fees that psychologists charge vary, and may depend on the type of service being offered. The APS has a Schedule of Recommended Fees for private practice psychological services. However, APS psychologists are free to set their own fees and may adjust fees according to the client s financial circumstances. The recommended fees for the current financial year can be downloaded from the APS web site: www.psychology.org.au/community/fees_rebates/ Advertising Prior to advertising your practice, it is important to review the guidelines and regulations around advertising. This is outlined in the Code of Ethics which can be found on the APS website through the Practitioner Resources and Ethics Resources tab. Furthermore, the Psychology Board of Australian have also published guidelines for advertising and marketing: www.psychologyboard.gov.au/documents/default.aspx?record=wd10%2f2676&dbid=ap&chksum=d CTsV7yKaGGvoGkS%2baojtg%3d%3d It is important to consult both sources prior to advertising. Supplementary Materials and Information for Clients Tip sheets inform clients about a range of common psychological issues and how psychologists can help. They are a great resource for private practitioners and other health professionals, especially GPs: www.psychology.org.au/publications/tip_sheets/ There are many other organizations that publish helpful information sheets for clients, including the Centre for Clinical Interventions, British Psychological Society etc. www.psychology.org.au 9

1.3 Integration of Services and Working with Other Professionals Informed Consent & Privacy There are a number of important factors to consider in relation to patient privacy and confidentiality. Legislation and key publications regarding this topic and a consent form are available on the APS website, under privacy resource or by accessing the following link: www.psychology.org.au/practitioner/resources/privacy/ Managing Files when the Client Receives Multidisciplinary Team Care The APS Professional Practice Handbook (pg 83) provides some guidance and resources for psychologist working with other psychologists and other health professionals. The Professional Practice Handbook can be accessed through the professional resources section of the APS website: www.psychology.org.au/practitioner/resources/ Another important reference is consideration of the management, ownership and access to psychologist s records. A document has been published on the APS website which can be accessed through practitioner essentials, or at the following link: www.psychology.org.au/practitioner/essentials/ 10 Professional Practice Management Standards (PPMS) For psychologists

2.1 Client, Psychologist and Support Staff Safety Emergency Procedures and Exits Sample The APS has provided an example of an emergency procedures and exits diagram that would be appropriate for a psychology private practice. This example is offered as a guide to help psychologists to develop their own emergency exits and procedures information. Example emergency procedures and exits document: Emergency Procedures Document State and Territory OH&S Legislation and Guidelines - Emergency Evacuation Procedures Psychologists should be aware of the current State and/or Federal occupational health and safety regulations affecting their workplace, and of any requirements set by the Psychology Board of Australia. For all acts and legislation related to OH&S in your state or territory, please refer to the following website: www.business.gov.au/businesstopics/occupationalhealthandsafety/pages/ GettingstartedwithOHandSinyourstateorterritory.aspx Links to electronic versions of each State and Territory Occupational Health and Safety Legislation and/or guides: ACT NSW NT QLD SA TAS VIC WA www.worksafety.act.gov.au/publication/view/1098 www.austlii.edu.au/au/legis/nsw/consol_act/ohasa2000273/ notes.nt.gov.au/dcm/legislat/legislat.nsf/d989974724db65b1482561cf0017cbd2/b42519617e6ceb6 f6925797c00828df9?opendocument www.austlii.edu.au/au/legis/qld/consol_act/whasa1995250/ www.austlii.edu.au/au/legis/sa/consol_act/ohsawa1986336/ www.austlii.edu.au/au/legis/tas/consol_act/whasa1995250/ Online Step by Step Workplace Safety guide sb.business.vic.gov.au/vbmkviewer/scenario.do?id=33 Link to online VIC OH&S Act www.austlii.edu.au/au/legis/vic/consol_act/ohasa2004273/ www.austlii.edu.au/au/legis/wa/consol_act/osaha1984273/ www.psychology.org.au 11

Websites and Phone Numbers of Emergency Services: NAT Emergency Fire, Ambulance and Police 000 ACT NSW NT QLD SA TAS VIC WA www.police.act.gov.au/ www.police.nsw.gov.au www.police.nt.gov.au www.police.qld.gov.au www.police.sa.gov.au www.police.tas.gov.au www.police.vic.gov.au www.police.wa.gov.au First Aid Training A number of organisations that administer training in first aid have been provided below. The APS does not endorse any of the organisations as more appropriate than others but rather is providing the websites for information purposes only. Members are encouraged to investigate which organisation would best suit their needs. Australian Red Cross Australian First Aid Premium Health Emergency First Aid Psychologists Privacy www.redcross.org.au/default.asp www.australianfirstaid.com.au/ www.premiumhealth.com.au/ www.emergency.com.au/ It is recommended that psychologists consider having a PO Box postal address rather than listing their residential address publicly. Information about how to do this is available through Australia Post: auspost.com.au/business/post-office-boxes.html Furthermore, it is recommended that psychologists have a silent home phone number. This can be organised through your phone provider. Also, ask your phone provider how to ensure your phone number is silent. 12 Professional Practice Management Standards (PPMS) For psychologists

2.2 Risk Assessment and Client Care Resources Risk Assessment Protocols A risk assessment is often recommended as part of the intake process when assigning a potential client to your waiting list. In addition, ongoing risk assessment is important when working with a clinical population. The APS has compiled some example documents that may be useful for psychologists when confronted with a client who is at risk of harm to themselves or others. These documents may be used to conduct a risk assessment or assist in developing training. These documents are guides only, intended to help psychologists develop their own guidelines and assessment tools relevant to their practice. Australian Institute of Suicide Research and Prevention: Suicide Risk Assessment Protocol NSW Department of Health Suicide Risk Assessment Guide Crisis Support Services Risk Assessment Guide Crisis Referral Template There are a range of other resources available on the internet to direct your risk assessment, however, if this is an area you lack confidence or competence in it is recommended you seek further training. These documents are not a substitute for clinical judgment and appropriate training. Aside from the risk assessment protocols provided above, psychologists should also be aware of their legal and ethical obligations around reporting risk to client and others. Some relevant resources include: Jifkins, J. (2010) Reporting abuse, neglect and criminal activity. InPsych, April. Ethical Guidelines on reporting child abuse: www.psychology.org.au/practitioner/essential/ For information in regards to legal responsibilities when working with clients at risk or harm to themselves or others, please refer to the Professional Practice Handbook. The Professional Practice Handbook (pp. 84-86) can be accessed through the professional resources section of the APS website: www.psychology.org.au/practitioner/resources/ www.psychology.org.au 13

2.3 Psychologist Self Care Annual Review of Workload and Workplace Satisfaction A number of measures have been developed to allow mental health professionals to assess their level of workplace satisfaction. You may also prefer to develop a measure that you believe will more accurately monitor workplace satisfaction. Whilst the APS is reluctant to recommend any specific measure, an example scale has been provided below: Therapist Belief Scale The reference for the related article is: McLean, S. & Wade, T. D. (2003). The contribution of therapist beliefs to psychological distress in therapists: An investigation of vicarious traumatization, burnout and symptoms of avoidance and intrusion. Behavioral and Cognitive Psychology, 31, 417-428. Self-Care Resources The APS website also offers some suggestions for psychologists on self-care. Please refer to the APS website professional resources section, or simply go to the following link: www.psychology.org.au/practitioner/resources/self-care/ A book chapter which may also provide a helpful checklist for therapists to consider as part of their self-care routine is published in the following: Norcross, J. C., & Guy, J. D., Jr. (2005). Therapist self-care checklist. In G. P. Koocher, J. C. Norcross, & S. S. Hill III (Eds.), Psychologists desk reference (2nd ed., pp. 677-682). New York: Oxford University Press. The American Psychological Association also publish tips on self care for psychologists which can be accessed at the following links: www.apapracticecentral.org/ce/self-care/well-being.aspx www.apapracticecentral.org/ce/self-care/acca-promoting.aspx The General Practice Registrars Australia have developed an initiative entitled R-cubed: Real Resistance Resources, which provide some helpful tips that are applicable to psychologists: www.rcubed.org.au/ Peer Consultation Arrangements Documents Peer consultation forms an important component of self-care as well as continued professional development. Guidelines regarding peer consultation and continuing professional development have been published by the Psychology Board of Australia and the APS which can be accessed from the links below: APS PsyBA www.psychology.org.au/assets/files/peerconsultnetwork.pdf www.psychologyboard.gov.au/documents/default.aspx?record=wd10%2f271&dbid=ap&chksum= FpvMg4OBljiENjoSTcul0A%3d%3d 14 Professional Practice Management Standards (PPMS) For psychologists

2.4 Compliance with Laws and Codes of Conduct and Practice Resources Regarding Ethical Practice APS members are required to abide by principles of professional conduct. These are set and monitored by the Society in its Code of Ethics. The Code was developed to safeguard the welfare of consumers of psychological services and the integrity of the profession. The APS Ethics Committee may investigate breaches of these standards, and those found guilty of breaches may be censured or excluded from membership of the Society. www.psychology.org.au/practitioner/essential/ethics/ The Ethical Guidelines apply the APS Code of Ethics to issues encountered in everyday professional practice. The Ethical Guidelines Advisory Group oversees the development of the Guidelines and regularly reviews and revises existing Guidelines. www.psychology.org.au/practitioner/essential/ethics/ Online Resources for Dealing with Legal and Ethical Dilemmas The Australasian Legal Information Institute provides the electronic links to all Australian laws. Alternatively, state based websites are also provided. Australasian Legal Information Institute: www.austlii.edu.au/ Commonwealth www.comlaw.gov.au/ ACT www.legislation.act.gov.au/ NSW www.legislation.nsw.gov.au/ NT www.nt.gov.au/dcm/legislation/current.html QLD www.legislation.qld.gov.au/oqpchome.htm SA www.legislation.sa.gov.au/index.aspx TAS www.thelaw.tas.gov.au/ VIC www.dms.dpc.vic.gov.au/ WA www.slp.wa.gov.au/statutes/swans.nsf www.psychology.org.au 15

Regulations of Practice The APS Professional Practice Handbook contains information and perspectives on a wide range of issues, mainly generic context issues concerning or affecting the profession. It is intended to help promote highquality professional practice in psychology, enhance members professionalism, including their professional risk management, and promote good business management and staff employment practices. The handbook can be accessed by copying and pasting this link into your web browser: www.psychology.org.au/assets/files/pph.pdf. Relevant pages of the handbook for this Standard have been provided: Difficult situations including reporting child abuse page (pp. 64) Interpretation of legislation page (pp. 32) State and Territory OH&S legislation page (pp. 40) 16 Professional Practice Management Standards (PPMS) For psychologists

3.1 Privacy, Confidentiality and Record Keeping Limits of Confidentiality APS members are required to abide by principles of professional conduct. These are set and monitored by the Society in its Code of Ethics. The Code was developed to safeguard the welfare of consumers of psychological services and the integrity of the profession. The APS Ethics Committee may investigate breaches of these standards, and those found guilty of breaches may be censured or excluded from membership of the Society. www.psychology.org.au/practitioner/essential/ethics/?id=1239 The Ethical Guidelines apply the APS Code of Ethics to issues encountered in everyday professional practice. The Ethical Guidelines Advisory Group oversees the development of the Guidelines and regularly reviews and revises existing Guidelines. www.psychology.org.au/practitioner/essential/ethics/ Many psychologists worry about the limits of confidentiality when they are served with a subpoena. Information and recommendations on the management of this situation is discussed in the Professional Practice Handbook (pg 81-82) as well as the APS website: www.psychology.org.au/assets/files/pph.pdf www.psychology.org.au/assets/files/when-the-subpoena-comes.pdf Information for Clients on Management of Personal Information The Office of the Privacy Commission is the national privacy regulator. The Commissioner performs key functions under the Privacy Act 1988, such as providing information and advice about privacy and the law, handling complaints, conducting audits, and undertaking promotional and educational activities. Although the Office is a government agency, it is independent in the exercise of its regulatory and policy advising functions. The office aims to promote and protect privacy in Australia www.privacy.gov.au/individuals Ph: 1300 363 992 Information and Consent Information sheets about management of personal information and service provision as well as consent forms are available on the APS website: www.psychology.org.au/practitioner/resources/privacy/ The professional practice handbook also provides information on appropriate informed consent (pp. 80), legal requirements regarding consent with children and adolescents (pp. 84) and consent for detained or intellectually handicapped people (pp 86). www.psychology.org.au/assets/files/pph.pdf www.psychology.org.au 17

Guidelines for File Management The APS has published a document outlining information for psychologists regarding management, ownership and access to psychological records. This can be accessed by copying and pasting the following link into your web browser: www.psychology.org.au/assets/files/management-ownership-access-psychologist-records.pdf It is also recommended that psychologists maintain client s personal information, including next of kin details, and client contacts within their files. A template file cover sheet for the client service record will be provided shortly: File Cover Sheet A number of InPsych articles have been written to provide members with information on client file management. Available at: www.psychology.org.au/practitioner/resources/privacy/#s6 Or alternatively, you can search and download all InPsych articles at this link: www.psychology.org.au/publications/inpsych/ The selection of publications below may provide helpful information: InPsych (August, 2002). Psychologists client records: A summary of state and territory rules. By Marie R. Joyce FAPS InPsych (April, 2002). Privacy Act (1988) Update: What Psychologists need to know. By Mick Symons MAPS InPsych (February, 2002). Privacy Act Legislation: I ve read the theory, now what about the practice? By Mick Symons MAPS InPsych (December, 2001). Privacy Act Update: Key privacy issues for psychologists to consider. By Mick Symons MAPS and Marilyn McMahon MAPS InPsych (October, 2001). Changes to privacy legislation: What psychologists need to know. By Mick Symons MAPS and Marilyn McMahon MAPS 18 Professional Practice Management Standards (PPMS) For psychologists

Storage and Destruction of Records It is important to be mindful of the requirements regarding storage and destruction of psychological records. Please refer to the ethical guidelines and code of ethics for information regarding your responsibilities. www.psychology.org.au/practitioner/essential/ethics/ www.psychology.org.au/practitioner/essential/ethics/?id=1239 It is also important to be aware of the legal requirements for storage and destruction of records for the State or Territory in which you practice. Please consult the Health Records Act for your state or territory: Commonwealth Privacy Act www.comlaw.gov.au/details/c2011c00503 ACT www.legislation.act.gov.au/a/1997-125/current/pdf/1997-125.pdf NSW www.lawlink.nsw.gov.au/lawlink/privacynsw/ll_pnsw.nsf/pages/pnsw_03_hripact NT www.austlii.edu.au/au/legis/nt/consol_act/ia144/ QLD www.legislation.qld.gov.au/legisltn/current/i/infopriva09.pdf SA TAS VIC WA www.austlii.edu.au/au/legis/sa/consol_act/sra1997156/ www.austlii.edu.au/au/legis/tas/consol_act/pipa2004361/ www.austlii.edu.au/au/legis/vic/consol_act/hra2001144/ www.austlii.edu.au/au/legis/wa/bill/ipb2007241/ Practice Succession Planning and Practice Will The APS guide on developing a practice will is available for download at: www.psychology.org.au/practitioner/resources/wills/ In addition, there are many considerations for managing client confidentiality when a practicing psychologists dies. Please review the following InPsych article for a summary of these considerations: www.psychology.org.au/inpsych/client_confidentiality/ The professional practice handbook also provides valuable information regarding managing a practice following the serious illness or death or a psychologist or for closing a practice (pp. 14-16). www.psychology.org.au/assets/files/pph.pdf www.psychology.org.au 19

3.2 Management of Electronic Information Computer and Electronic File Security Some simple strategies to help protect the integrity of information that is communicated electronically include: Ensuring your computer is password protected, Selecting your computer to automatically lock out when you leave your computer or after a certain period of inactivity, Password protecting documents (e.g., Microsoft Word includes such a feature) Password protecting your computer or having restricted access for some users Creating pdfs using Adobe Acrobat www.adobe.com Keeping anti-virus and anti-spyware software updated and current e-health It is important for practitioners to think about the introduction of e-health into their workplace. A comprehensive introduction is available on the APS website: www.psychology.org.au/practitioner/essentials/ehealth In addition, an e-health professional development learning package has been developed and is now available under the e-learning section of the APS website: www.psychology.org.au/events/eventview.aspx?eventid=8527&highlight=1 Email Disclaimers An example of an email disclaimer is provided: This email message is intended only for the addressee(s) and contains information that may be confidential and/or copyright. If you are not the intended recipient please notify the sender by reply email and immediately delete this email. Use, disclosure or reproduction of this email by anyone other than the intended recipient(s) is strictly prohibited. No representation is made that this email or any attachments are free of viruses. Virus scanning is recommended and is the responsibility of the recipient. Electronic Signatures Generally speaking, an electronic signature holds the same validity as a hand-written signature, if that is the intention of the signing parties. The primary piece of legislation addressing this issues it the Commonwealth Electronic Transactions Act 1999. There is legislation for each state and territory that mirrors the principles of this Act. If the signature of a person is required, that requirement is taken to have been met in relation to an electronic communication if: (a) in all cases - a method is used to identify the person and to indicate the person s approval of the information communicated; and (b) in all cases - having regard to all the relevant circumstances at the time the method was used, the method was as reliable as was appropriate for the purposes for which the information was communicated; and (c) if the signature is required to be given to a person or entity, and the person or entity requires that the method used as mentioned in paragraph (a) be in accordance with particular information technology requirements - the entity s requirement has been met; and (d) the person to whom the signature is required to be given consents to that requirement being met by way of the use of the method mentioned in paragraph (a). 20 Professional Practice Management Standards (PPMS) For psychologists

4.1 Continuing Professional Development Guidelines on Continuing Professional Development The Psychology Board of Australia publishes guidelines on the annual continuing professional development requirements for all psychologists: www.psychologyboard.gov.au/standards-and-guidelines/codes-guidelines-policies.aspx The requirements for continuing professional development for APS members is available at the following website: www.psychology.org.au/cpd/ This includes information on requirements, frequently asked questions and access to the CPD logging system. Seeking Continuing Professional Development Opportunities If you are interested in professional development activities, you will find several advertised at the following website: www.psychology.org.au/events/default.aspx?id=1206 Peer Consultation Peer consultation is a recognized form of continuing professional development. Please access the following guidelines: www.psychology.org.au/assets/files/peerconsultnetwork.pdf Professional supervision is an important part of practice, and information on the benefits and guidance regarding supervision arrangements are discussed in the professional practice handbook: www.psychology.org.au/assets/files/pph.pdf Scientific Literature The APS has recently revised and updated a review of evidence-based interventions for mental disorders, which was first undertaken and published by the APS in 2003 to support the Federal Government s Better Outcomes in Mental Health Care program. The revised Evidence-based psychological interventions: A literature review (Third Edition) is a comprehensive review of the best available evidence, examining the efficacy of a broad range of psychological interventions across the mental disorders affecting adults, adolescents and children. The latest edition of the EBPI Review has been updated to support the delivery of psychological services under the Better Access initiative: www.psychology.org.au/practitioner/resources/interventions/ A key aspect of the APS mission as a learned society is to advocate for high standards of education and practice, and to promote the scientific nature of the psychology discipline. In 2011 the APS introduced a number of new membership benefits that aim to facilitate evidence-based practice and support members continuing professional development, including free access to Scientific Databases for Members: www.psychology.org.au/scientific-resources/ www.psychology.org.au 21

Access to current literature: Below is a list of current databases that contain search engines for psychological literature. Some may provide access to articles free of charge while others will provide free access to abstracts, and require payment for full access to an article. PsycInfo psycinfo.apa.org/ PubMed www.ncbi.nlm.nih.gov/entrez/ Informit www.informit.com.au IBSS International Bibliography of the Social Sciences www.lse.ac.uk/collections/ibss/ National Institute for Clinical Excellence www.nice.org.uk Cochrane Library www.cohrane.org National Guideline Clearing House www.guideline.gov Areas of Competency and Practice The Psychology Board of Australia publish guidelines on psychology areas of practice endorsement. Please consult the following website: www.psychologyboard.gov.au/standards-and-guidelines/codes-guidelines-policies.aspx Example statement of areas of competencies which may be used in written materials: This is a Clinical Psychology Practice. The psychologist of this practice has a post-graduate qualification in clinical psychology and specialises in the treatment of adults with mood disorders including depression, anxiety disorders, eating disorders and other clinically relevant areas such as sleep, grief and trauma. The psychological approaches utilised in this practice include cognitive behavioural therapy, interpersonal therapy and motivational interviewing. Where you don t feel able to meet the needs of your client, you may consider accessing the APS Find a Psychologist service to source an appropriate referral: www.psychology.org.au/findapsychologist/ 22 Professional Practice Management Standards (PPMS) For psychologists

4.2 Practice Evaluation and Research Outcome Measures A range of pre and post service measures can be used to evaluate client outcomes. These may vary depending on the type of service provided, however, a few example measures are listed below: Beck Depression Inventory (BDI) Beck Anxiety inventory (BAI) Depression Anxiety Stress Scale (DASS) Kessler Psychological Distress Scale (K10) Client Feedback and Satisfaction Tools The APS has developed an example of a client evaluation form for clinicians to use as a guide to develop their own form. Client Satisfaction Form Conducting Formal Research in Practice When conducting research as part of professional practice, psychologists should adhere to the National Health and Medical Research Council guidelines: www.nhmrc.gov.au/ Please also refer to sections E and F of the APS Code of Ethics: www.psychology.org.au/practitioner/essential/ethics/?id=1239 www.psychology.org.au 23

5.1 Support Staff Support Staff Recruitment, Training, Roles, and Qualification The professional practice handbook provides information on writing position descriptions, recruitment and selection (p. 158) and employment contracts and obligations (pp. 17 to 22): www.psychology.org.au/assets/files/pph.pdf Managing Workloads, Performance Appraisal and Workplace Satisfaction Regular performance appraisal of support staff is recommended. Whilst there are many proformas available on the internet, there is no one particular performance appraisal that is recommended. Generally speaking, it is recommended that performance appraisal be completed in a collaborative manner between the manager and relevant staff member. The purpose of a performance appraisal is to summarise the achievements and challenges of the previous work period (e.g., year) and any areas requiring improvement or change. It may be helpful to revise these achievements in line with the tasks outlined in the staff member s job description. It is also important to provide staff with an opportunity to provide feedback on their experiences of working in the organisation. Additionally, there are many examples of work place satisfaction forms on the internet. Managers are encouraged to develop their own questions based on their own work place and the work roles of their employees. Some important issues to include in your evaluation might be: Workplace stress Workplace Support Social opportunities and morale of team Opportunities to provide feedback Workplace autonomy Negative and positive feelings at work Workplace enthusiasm and anxiety Expectations of team members Opportunities for training and skill development Clarity regarding work role responsibilities Agreement about work practices within the team Staff Performance Appraisal The Professional Practice Handbook (pp. 91-92) provides information on staff performance appraisals: www.psychology.org.au/assets/files/pph.pdf Support Staff Confidentiality Please find below an example of a confidentiality clause that you may wish to include as part of the employment contract for support staff: Confidentiality Contract for Support Staff Managing Staff Discipline, Dismissal and Grievances: The Professional Practice Handbook contains information for managing staff grievances procedures (p. 37) and staff discipline and dismissal (p. 114). 24 Professional Practice Management Standards (PPMS) For psychologists

5.2 Service Planning, Development, and Management Business Planning Business Victoria is a Victorian Government website which provides comprehensive online resources designed to help you start, run and grow your business. This may be a helpful guide for psychologists entering private practice to consider at all stages of the development of their private practice. www.business.vic.gov.au/homepage A federal government website that provides general information on establishing and operating a small business and may be helpful to consider: www.business.gov.au/ Legal Advice and Services The APS website is a useful starting point to begin your search for relevant information on legal matters, such as what to do when receiving a subpoena, privacy and client request for information: www.psychology.org.au/practitioner/essentials/ APS members with AON professional indemnity insurance are entitled to a certain amount of free legal advice each year. The relevant contact point in your state can be found at the following web link: www.psychology.org.au/content.aspx?id=3858 Additionally, legal issues specifically affecting psychologists have been reported and discussed in a range of InPsych articles: www.psychology.org.au/practitioner/essential/legal/ If you are interested in searching for the legislation related to your particular legal issue, the web links to all federal, State and Territory government, court, parliament and police websites can be found at the following link: www.ag.gov.au/www/agd/agd.nsf/page/legalsystemandjustice_australiangovernmentlawsites Workplace Procedures Manual Employment and workplace policies are an integral part of the legal framework for employment and managing a private practice. Important issues for consideration and reference documents are provided in the professional practice handbook on pages 70 to 78: www.psychology.org.au/assets/files/pph.pdf State and Territory OH&S legislation (referred to previously in this document) must also be consulted. Information on employment and contracting in private practice is discussed in the following InPsych article: www.psychology.org.au/inpsych/contracting/ www.psychology.org.au 25

5.3 Financial and Business Management Access to Accounting Advice and Services Both the CPA (Certified Practicing Accountant) Australia website and the Institute of Chartered Accountants provides a search engine to find an accountant in your State or Territory under the Find a.. option. The websites also have some information for small business owners. Institute of Chartered Accountants www.charteredaccountants.com.au/ Find a Chartered Accountant https://members.charteredaccountants.com.au/customer/custom/findca/casearch.asp Certified Public Accountant (CPA) Australia www.cpaaustralia.com.au/ Find a Certified Public Accountant (CPA) www.cpaaustralia.com.au/apps/finder/cpa/showfind.aspx?cpssessionid=sid-3f57fedf-527cc4c1 Taxation and Financial Business Requirements The Australian Taxation Office website provides information regarding taxation responsibilities for small business owners and other general taxation information and advice. Each State and Territory also has a government website that provides specific information relevant to the State or Territory in which you reside: Federal Australia Taxation Office www.ato.gov.au ACT NSW NT QLD SA TAS VIC WA ACT Revenue Office www.revenue.act.gov.au/ Office of State Revenue NSW State Treasury www.osr.nsw.gov.au/ Department of Treasury and Finance www.dtf.vic.gov.au/ Territory Revenue Office www.nt.gov.au/ntt/revenue/ Office of State Revenue QLD www.osr.qld.gov.au/ Department of Treasury and Finance www.revenuesa.sa.gov.au/ Department of Treasury www.treasury.tas.gov.au/ Office of State Revenue VIC www.sro.vic.gov.au Department of Treasury and Finance www.dtf.wa.gov.au/cms/dtf_index.asp 26 Professional Practice Management Standards (PPMS) For psychologists

Indemnity/Public Liability / Insurance Liabilities The APS has secured a range of insurance services, reduced rates and access to individual legal advice through insurance broker Aon Risk Services. In addition, Aon Financial Services offers members asset protection, competitive legal benefits, and disability/life insurance packages. Information regarding Aon s packages is provided on the APS website. Workcover ACT NSW NT QLD SA TAS VIC WA www.psychology.org.au/membership/benefits/insurance/ www.worksafe.act.gov.au/health_safety www.workcover.nsw.gov.au/pages/default.aspx www.worksafe.nt.gov.au/ www.workcoverqld.com.au/ www.workcover.com/site/home.aspx www.workcover.tas.gov.au/ www.worksafe.vic.gov.au/wps/wcm/connect/wsinternet/worksafe www.workcover.wa.gov.au/default.htm Superannuation Information on superannuation requirements is detailed in the Professional Practice Handbook on pages 42 to 46: www.psychology.org.au/assets/files/pph.pdf Further information can also be found in the Superannuation Industry Act (1993): www.austlii.edu.au/au/legis/cth/consol_act/sia1993473/ www.psychology.org.au 27

State and Territory OH&S Legislation and Guidelines Links to electronic versions of each State and Territory Occupational Health and Safety Legislation and/or guides: ACT Link to online ACT Work safety Act www.austlii.edu.au/au/legis/act/consol_act/wsa2008154/ NSW Link to online NSW OH&S Act www.austlii.edu.au/au/legis/nsw/consol_act/ohasa2000273/ NT Link to online NT Work Health Act notes.nt.gov.au/dcm/legislat/legislat.nsf/linkreference/work%20health%20and%20safety%20 (national%20uniform%20legislation)%20act%202011?opendocument QLD Link to online QLD Workplace Act www.austlii.edu.au/au/legis/qld/consol_act/whasa1995250/ SA VIC TAS WA Link to online SA OH&S Act www.austlii.edu.au/au/legis/sa/consol_act/ohsawa1986336/ Online Step by Step Workplace Safety guide sb.business.vic.gov.au/vbmkviewer/scenario.do?id=33 Link to online VIC OH&S Act www.austlii.edu.au/au/legis/vic/consol_act/ohasa2004273/ Link to online TAS OH&S Act www.austlii.edu.au/au/legis/tas/consol_act/whasa1995250/ Link to online WA OH&S Act www.austlii.edu.au/au/legis/wa/consol_act/osaha1984273/ 28 Professional Practice Management Standards (PPMS) For psychologists

5.4 Providing Services with Third Party Funding Medicare Schedule The Australian Government s Better Access to Mental Health Care initiative introduced new Medicare items for psychology from 1 November 2006. The APS website provides extensive information regarding the Medicare items. Better Access to Mental Health Care section contains information for clients, items relevant for psychologists, how to provide services under Medicare, how to obtain a Medicare provider number, and FAQs and further information. The following websites provide useful information: www.psychology.org.au/medicare/ www.psychology.org.au/medicare/better_access/ Information on how to contact Medicare can be accessed at the following link: www.psychology.org.au/medicare/contact/ Other Funded Programs The APS website has a range of information pertaining to other funded programs including ATAPS, Department of Veteran Affairs, Private health insurance, Workcover and TAC. www.psychology.org.au/practitioner/funded/ Continuing Professional Development for Providers Under Funded Programs Practitioners should be aware of the continuing professional development requirements of the specific funded programs under which they are providing services. www.psychology.org.au/medicare-psychology/cpd-requirements/ Health Insurance Rebates Information on health insurance rebates can be found at the following link: www.psychology.org.au/community/health_insurance/ www.psychology.org.au 29

6.1 Practice Location, Facilities and Equipment State and Territory OH&S Legislation and Guidelines Links to electronic versions of each State and Territory Occupational Health and Safety Legislation and/or guides: ACT Online ACT Work safety Act www.austlii.edu.au/au/legis/act/consol_act/wsa2008154/ NSW Online NSW OH&S Act www.austlii.edu.au/au/legis/nsw/consol_act/ohasa2000273/ NT Online NT Work Health Act notes.nt.gov.au/dcm/legislat/legislat.nsf/linkreference/work%20health%20and%20safety%20 (national%20uniform%20legislation)%20act%202011?opendocument QLD Online QLD Workplace Act www.austlii.edu.au/au/legis/qld/consol_act/whasa1995250/ SA TAS VIC WA Online SA OH&S Act www.austlii.edu.au/au/legis/sa/consol_act/ohsawa1986336/ Online TAS OH&S Act www.austlii.edu.au/au/legis/tas/consol_act/whasa1995250/ Online Step by Step Workplace Safety guide sb.business.vic.gov.au/vbmkviewer/scenario.do?id=33 Online VIC OH&S Act www.austlii.edu.au/au/legis/vic/consol_act/ohasa2004273/ Online WA OH&S Act www.austlii.edu.au/au/legis/wa/consol_act/osaha1984273/ Appropriate Signage Any signage or advertising of a practice must abide by the PsyBA codes and APS code of ethics. The PsyBA website contains a document titled Guidelines for advertising of regulated health services which is available from the following hyperlink: www.psychologyboard.gov.au/standards-and-guidelines/codes-guidelines-policies.aspx Section C of the APS code of ethics also makes reference to advertising and communication requirements: www.psychology.org.au/about/ethics/ Parking and Transport Access It may be helpful to provide clients with a letter outlining access, parking and transport for your practice location. An example letter is available: Template for car parking 30 Professional Practice Management Standards (PPMS) For psychologists

Location and Physical Environment The professional practice handbook contains some further information regarding accommodation, location and physical environment considerations on pages 55 to 56: www.psychology.org.au/assets/files/pph.pdf Appropriate, Current Assessment Tools and Training There are a number of assessment tools you may use as part of your practice. The following links connect to a range of assessment tool providers to ensure the tools you are utilising are current. There may be other websites of companies that are helpful. The following are suggestions. www.pearsonpsychcorp.com.au/ www.psychassessments.com.au/ www.acer.edu.au/ www.austpsychpress.com.au www.psychassessments.com.au www.ipat.com/assessment_tools/pages/default.aspx The Professional Practice Handbook also provides suggestions regarding appropriate use of the most up to date assessment resources on pages 107 to 108: www.psychology.org.au/assets/files/pph.pdf www.psychology.org.au 31