Professional Practice Management Standards (PPMS)

Professional Practice Management Standards (PPMS) For psychologists APS Professional Practice October 2011 SELF-ASSESSMENT INSTRUMENT

Copyright 2011.

Professional Practice Management Standards (PPMS) For psychologists Table of contents Introduction.... 4 Instructions for completion...4 Continued Professional Development (CPD)...4 Professional Practice Management Standards (PPMS).... 5 Glossary of terms... 6 Standard area 1: Provision of services.... 8 1.1 Access and availability...8 1.2 Communication....9 1.3 Integration of services and working with other professionals...10 Standard area 2: Rights, responsibilities and safety... 11 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 Standard area 3: Management of client information... 16 3.1 Privacy, confidentiality and record keeping...16 3.2 Management of electronic information...18 Standard area 4: Quality assurance and continuing education... 19 4.1 Continuing professional development...19 4.2 Practice evaluation and research...20 Standard area 5: Business and personnel management... 21 5.1 Support staff...21 5.2 Service planning, development and management...22 5.3 Financial and business management...23 5.4 Providing services with third party funding....24 Standard area 6: the practice environment... 26 6.1 Practice location, facilities and equipment...26 Overall score... 28 Demographic information... 29

Introduction This document aims to provide psychologists with a series of management standards by which they can evaluate their current professional practice. The Australian Psychological Society (APS) believes that documenting standards of psychological practice is of considerable benefit to psychologists in private practice. Such standards not only provide a basis for public and government confidence in the professionalism of psychologists, but also provide a basis by which psychologists can ensure they are implementing processes that form good practice. Revisions to the original tool were called for due to significant changes in the profession since its development in 2006. The Australian Psychological Society (APS) has reviewed and modified, in consultation with its members, the Professional Practice Management Standards for Psychologists (PPMS) - Version 1 (2006) Self-Assessment Instrument. The PPMS Self-Assessment Tool - Version 2 is applicable to psychologists working in group or solo private practice, and from a broad range of practice endorsement areas and practice environments. The APS provides these standards to psychologists with the assumption that those psychologists choosing to work as independent practitioners have appropriate training and the supervised experience required to demonstrate a high level of knowledge and skill in providing services and conducting private practice. Psychologists who choose to undertake a self-assessment will be asked to consider how well their practice the Standards and performance indicators. Six Standard Areas have been identified which each comprise a number of Standards and corresponding performance indicators. Performance indicators offer a way of measuring the extent to which a standard is met. In essence, the greater the number of relevant items that the practitioner can endorse as fully met, the higher the standard of practice. It is unlikely that a psychologist will be able to satisfy all performance indicators in every Standard. The aim of this tool is to help the practitioner evaluate their practice and identify areas where improvement can be made. Instructions for completion For each Standard presented, please read carefully through the initial summary and the list of specific performance indicators. For each indicator, you are asked to endorse whether you believe you Meet, Meet or Do Not Meet the indicator, or that the indicator is (not applicable) to your work. Please ensure that you endorse the option if you believe a performance indicator does not fit with your work activities. For some questions, the option partly is not available as a response option as psychologists are expected to fully the performance indicator; this is indicated by an asterix at the end of these performance indicators. Please note that a response is required for every performance indicator. When you have completed the instrument you will be provided with a score representing the level at which you each Standard. This will allow you to consider areas where you may improve your management practices or where you may consider seeking professional development In essence, the greater the number of relevant items that the practitioner can endorse as fully met, the higher the standard of practice. It is unlikely that a psychologist will be able to satisfy all performance indicators in every Standard. The aim of this tool is to help the practitioner evaluate their practice and identify areas where improvement can be made. Continued Professional Development (CPD) You will be entitled to claim two professional development hours each year for completion of the selfassessment. We recommend that you allow up to two hours for completion of the self-assessment instrument. 4 Professional Practice Management Standards (PPMS) For psychologists

Professional Practice Management Standards (PPMS) Six standard areas are included in the Professional Practice Management Standards. Standards have been developed within each of the standard areas identified and within each of these standards there is a set of specific measures (performance indicators). The six areas are outlined below. Standard area 1: Provision of services 1.1 Access and availability 1.2 Communication 1.3 Integration of services and working with other professionals Standard area 2: Rights, responsibilities and safety 2.1 Client, psychologist and support staff safety 2.2 Risk assessment and client care 2.3 Psychologist self care 2.4 Compliance with laws and codes of conduct and practice Standard area 3: Management of client information 3.1 Privacy, confidentiality and record keeping 3.2 Management of electronic information Standard area 4: Quality assurance and continuing education 4.1 Continuing professional development 4.2 Practice evaluation and research Standard area 5: Business and personnel management 5.1 Support staff 5.2 Service planning, development and management 5.3 Financial and business management 5.4 Providing services with third party funding Standard area 6: The practice environment 6.1 Practice location, facilities and equipment www.psychology.org.au 5

Glossary of terms Active CPD refers to continuous professional development activities that engage the participant in active training through written or oral activities designed to enhance and test learning. Advertising is defined as all forms of printed or electronic media and public communication regarding provision of psychological services and extends to include business cards, office signs, letterhead, telephone directory listings, and professional listings. This does not include materials issued during consultation where there are opportunities to discuss materials, although such information should not refer to services provided by the practitioner that could be interpreted as promotion. A client refers to a direct user or recipient of psychological services including an individual, family, group, and organisation. A client may be a third party organisation who fund psychological services but are not the recipient of the service, or referring agents. Client Service Record refers to a basic client information record that stores less sensitive information such as client contact details (including next of kin), session dates and billing information. May include brief report such as maybe sent to the referrer or placed on an organisational general file. Confidential Client Files are maintained by the psychologist and contain session details and confidential client information that is restricted to a psychologist. Competence refers to the knowledge, skills, attitudes and judgment required by psychologists in order to provide quality psychological services. Culturally and linguistically diverse (CALD) are those people whose first language is one other than English, or whose family background involves migration from a non-english speaking country. It can refer to new arrivals to Australia such as immigrants or refugees from non-english speaking countries as well as the children of migrant parents. In addition, some people from Aboriginal and Torres Strait Islander backgrounds may also have a primary language other than English. Electronic communication denotes communication via electronic medium such as email, internet, and text message. Evaluation is the assessment of the quality and effectiveness of services as well as client satisfaction. Evidence-based practice involves decision making in which the psychologist uses the best empirical evidence available, in consultation with the client, to decide upon the course of action to best the client s needs. Group practice indicates a group of professional practitioners (psychologists or other health professionals) working in a collaborative business arrangement. Integration of services encompasses developing and utilising relationships between psychologists and other organisations or health professionals to provide services that are in the best interests of client care. Peer consultation is defined as consultation in individual or group format, for the purposes of professional development and support in the practice of psychology, and includes a critically reflective focus on the psychologist s own practice. Performance indicator is a level or value that provides an indication of the extent to which an individual or organisation is performing to a set criteria. Practice means any role, whether remunerated or not, in which the individual uses their skills and knowledge as a psychologist in their profession. It also includes using professional knowledge in a direct nonclinical relationship with clients. 6 Professional Practice Management Standards (PPMS) For psychologists

Practice endorsement refers to a category to indicate that a psychologist is qualified and skilled to practice in certain areas of psychology, including: clinical, counselling, community, health, forensic, clinical neuropsychology, organisational, sport and exercise, and educational and developmental psychology. Practice management outlines the organisational processes which direct business practice. Private Practice is defined as an income-generating service run by the psychologist. Professional indemnity insurance is an insurance arrangement that secures the practitioner against civil liability incurred by, or loss arising from, a claim that is made as a result of a negligent act, error or omission in the conduct of the practitioner. Risk assessment is a process by which an assessment tool, questionnaire or clinical interview is utilised to assess the level of danger to the physical and psychological integrity or safety of a client who appears to be vulnerable to a risk, (e.g., self harm, suicide or harm to others). Self care refers to distinct strategies utilised to improve or maintain an individual s physical or psychological well being. The psychologist monitors their work and life demands, endeavours to minimise the occurrence, frequency and severity of distress or impairment and seeks early intervention to address difficulties when necessary. A Solo practitioner is a psychologist working in an independent private practice of their own. Standards are defined as a measure of comparison for qualitative or quantitative value. Supervision is a formal process of professional support and learning which enables individual practitioners to develop knowledge and competence, assume responsibility for their own practice and enhance consumer protection. Supervision is primarily for the purposes of training. Supervisor refers to a psychologist who provides support, training and observation of another psychologist s practice. They may act as a supervisor to a provisional psychologist undertaking an internship or postgraduate program or to a fully registered psychologist for professional development or college or practice endorsement. To act as a principle supervisor for a provisional psychologist undertaking an internship program, a supervisor must have a minimum of three years experience as a registered general psychologist and have completed a Board-approved training program in psychology supervision prior to applying to act as a Board approved supervisor. Support staff includes any staff members employed by the private practice excluding psychologists and professionals (e.g., receptionists, assistants). Standard area is the general area within which a number of specific Standards appear. Standard practice management software refers to a software package that allows the psychologist to manage and organise client records, reports, accounting, messaging and electronic claiming. Some software allows these tasks to be completed securely as the software has file encryption for security. Third party funding is provided by organisations that fund the services of psychologists. Third-party providers may be state or nationally based and include WorkCover, transport accident agencies, private insurance companies, and government agencies such as Medicare and the Department of Veterans Affairs. Training is a process by which psychologists and support staff receive appropriate instruction and practice to perform the necessary function of their roles within the workplace. www.psychology.org.au 7

Standard area 1: Provision of services 1.1 Access and availability Clients have access to professional services and advice that their needs. Clients are responded to promptly and professional services are offered with due consideration of the urgency of the client s needs. Access issues and procedures have been considered for the management of clients with special needs including those with disabilities and those from culturally and linguistically diverse (CALD) backgrounds. 1.1.1 Established procedures and processes are in place for responding to client enquiries 1.1.2 Prospective and current clients are contacted within 48 hours following an enquiry 1.1.3 1.1.4 At the point of initial contact or screening, there is consideration given to the suitability of the client s presentation or whether referring to another psychologist is more appropriate If there are no available appointments within the next month, clients requesting services are provided with the option of a referral to another local service, including contact details (see 1.3.1) 1.1.5 Allocation to a waiting list is preceded by a risk assessment and the outcome of this assessment is documented 1.1.6 When the practice is closed a telephone message operates which includes the practice s operating times and where appropriate, contact numbers for 24 hour Crisis Support Services (e.g., Lifeline, local Crisis Assessment Team) 1.1.7 A referral network or locum service operates when required 1.1.8 There are documented procedures in place to facilitate access to services for people with special needs (e.g., restricted mobility, hearing impairment and non-english speaking clients) 8 Professional Practice Management Standards (PPMS) For psychologists

1.2 Communication Information relevant to the client is expressed in plain language. Relevant third parties are identified at the beginning of service provision (e.g., insurance companies, family members, other service providers) and the exchange of information with these third parties is clearly discussed with the client. The cultural diversity of clients is recognised and catered for in correspondence or other means of communication. 1.2.1 Information is provided regarding service provision to clients prior to or at the initial consultation including: a) fees and payment b) the privacy policy and limits to confidentiality limits c) typical duration of service provision d) what to expect from professional services e) a policy on punctuality, cancellation and non-attendance 1.2.2 There is an information sheet available that documents the details outlined in the above performance indicator (1.2.1) 1.2.3 1.2.4 Marketing tools (e.g., websites, brochures) comply with APS Code of Ethics and the Psychology Board of Australia Guidelines for advertising of regulated health services There are supplementary materials including leaflets, brochures or tip sheets available to support the professional service 1.2.5 Interpreters are used for hearing impaired clients or clients of non-english speaking background where appropriate 1.2.6 Conflicts of interest, unavoidable dual relationships and processes for managing these are documented in the client file and, where appropriate, discussed openly with clients 1.2.7 A record of all formal ings with other practitioners and other practice communications are maintained 1.2.8 All out-of-session communication with clients is service focused or administrative 1.2.9 When providing out-of-session contact details, psychologists use a work-related email or telephone line rather than a personal telephone number or email account www.psychology.org.au 9

1.3 Integration of services and working with other professionals The psychologist liaises with other professional service providers and agencies to provide optimal client care. The psychologist has established relationships with other organisations, and communication between the psychologist and other professionals occurs in an ongoing manner based on client need as well as for broader professional relationships. Where the psychologist is working with another health professional/referrer under a third-party funding initiative, the psychologist adheres to guidelines around communication and report writing as stipulated under the funding initiative (see 5.4). 1.3.1 1.3.2 1.3.3 A list of the contact details for other professional service providers or agencies is maintained to enable ongoing referral Where more than one professional is involved in the client s care, the services provided by others are identified in the client record Where more than one professional is involved in the client s care, the name and contact details of other team members appear in the client s record 1.3.4 Where release of information is sought, a current signed copy of a client consent form is present in the client record 1.3.5 A summary report is provided to the referring agency within 14 days of completion of services 1.3.6 Where a formal report is required (e.g., legal), it is provided to the referring agency within 4 weeks following completion of services 1.3.7 Where a formal legal report is required, it the standards and requirements of the identified agency 1.3.8 The process of transferring clients to another professional is documented 1.3.9 Reports or records that are provided to another health professional (electronically or in hard copy) are submitted to an identified individual rather than the to administration of the organisation 10 Professional Practice Management Standards (PPMS) For psychologists

Standard area 2: Rights, responsibilities and safety 2.1 Client, psychologist and support staff safety The psychologist has procedures and guidelines that minimise risk for the management of situations that may pose a difficulty or threat to the safety of the psychologist, support staff and clients. (N.B. It is acknowledged that some psychologists may operate out of a work space in a larger office precinct and consequently some safety procedures are stipulated at the discretion of the building manager. Where this is the case, it is appropriate to respond to some performance indicators as not applicable. Psychologists choose to operate out of a range of office arrangements and each environment poses a range of safety risks to the psychologist, client and any support staff. It is important to carefully consider the implications of each performance indictor to the psychologists chosen practice environment.) 2.1.1 Procedures have been documented for dealing with dangerous or threatening situations (e.g., high risk clients and hazardous or emergency events) 2.1.2 Staff are familiarised with procedures for dealing with dangerous or threatening situations 2.1.3 Hazards, threats and potential emergencies are evaluated annually to enable a review of procedures for dealing with dangerous situations 2.1.4 Psychologist and staff personal privacy is protected (e.g., use of silent home phone number, PO Box address) 2.1.5 2.1.6 Specific safety procedures for after-hours or for sole practitioners are established and documented (e.g., personal alarms, informing a third party of appointments) Fire and other emergency procedures are set out in illustrated form and displayed prominently at the practice location 2.1.7 Emergency evacuation procedures are rehearsed as required by State or Territory guidelines 2.1.8 The contact numbers of local emergency assistance services are readily at hand (e.g., displayed prominently near phones) (2.1 Client, Psychologist and Support Staff Safety continued over page) www.psychology.org.au 11

2.1.9 2.1.10 Documentation is available for appropriate support procedures for staff following a safety incident, including debriefing and support provisions When visiting a client s home or an off-site location, there are established procedures for identifying and managing risk 2.1.11 All personal and practice equipment and valuables are stored out of sight and secured to minimise risk of theft 2.1.12 The practice displays a sign stating no medication or cash are kept on premises 12 Professional Practice Management Standards (PPMS) For psychologists

2.2 Risk assessment and client care The psychologist assesses and manages issues of risk including: suicide, self-harm and harm to others. The psychologists practice procedures and policies specify action plans for these risk situations. 2.2.1 There are risk assessment protocols available for use with clients at risk of suicide and/or harm to self or others 2.2.2 High risk clients are followed up within 24 hours of risk assessment and contact is noted in the client record 2.2.3 Identified risks to self or others are conveyed to other practitioners involved and the family where appropriate 2.2.4 There are established procedures for managing crisis calls 2.2.5 Crises calls received at the practice are documented in a file note 2.2.6 Risk assessment and management plans are recorded in the relevant client record 2.2.7 2.2.8 The psychologist is familiar with their responsibilities under the relevant State or Territory legislation regarding mandatory reporting of child abuse and domestic violence There are established procedures for managing client handover when required (e.g., a psychologist leaves a practice, goes on leave, refers on) 2.2.9 There is an agreed system to accommodate urgent clients, particularly if the practice is operating at full capacity 2.2.10 There are established procedures for managing aversive responses from clients when delivering test or assessment results www.psychology.org.au 13

2.3 Psychologist self care The psychologist has access to professional and personal support networks, maintains a reasonable workload and actively engages in self care strategies. The psychologist monitors work and life demands, endeavours to minimise the occurrence, frequency and severity of distress or impairment and seeks early intervention to address difficulties when necessary. 2.3.1 2.3.2 2.3.3 Self care resources (e.g., literature, APS website, Psychology Board of Australia (Psychology Board), Health Matters for Psychologists) can be easily accessed As part of CPD activities, including individual peer consultation, there is a focus on personal and professional self care needs Information is available about coping strategies to implement in the case of distress, burnout, compassion fatigue, or other factors that may impact negatively on service provision 2.3.4 A health check is undertaken at least on an annual basis 2.3.5 An annual review of workload, stressors, distress, or impairment is undertaken 2.3.6 The annual review includes a measure of workplace satisfaction 2.3.7 The psychologist takes a minimum of four weeks leave per year (pro rata for part time) 2.3.8 2.3.9 The psychologist works no more than a full time equivalent work load (e.g., 40 hours per week or, for clinicians, maximum 5 to 6 standard cases per day) Self-care activities (e.g. walk to work, coffee break) are undertaken on a daily as well as weekly basis (e.g. peer consultation social or sporting activity) 14 Professional Practice Management Standards (PPMS) For psychologists

2.4 Compliance with laws and codes of conduct and practice Psychological services offered comply with relevant laws, the APS Code of Ethics and the APS Ethical Guidelines. 2.4.1 The psychologist has access to the APS Ethical Guidelines in their office (e.g. hard copy or online) 2.4.2 The psychologist is up to date with changes to legislation and professional guidelines (e.g. through APS Matters and InPsych) 2.4.3 Three major areas and principles covered in the APS Code of Ethics and Ethical Guidelines can be recounted 2.4.4 The psychologist can identify sources of information concerning regulated practice where relevant (e.g., national, State or Territory laws regarding OH&S, health records and taxation) 2.4.5 Sources for seeking advice on legal and ethical matters can be identified www.psychology.org.au 15

Standard area 3: Management of client information 3.1 Privacy, confidentiality and record keeping The psychologist and support staff are familiar with the legal and professional requirements relating to privacy and confidentiality that are pertinent to their practice. These might include but are not limited to the Commonwealth Privacy Act 1988, relevant State Acts, the APS Code of Ethics General Principle III: Propriety, and the Guidelines on Confidentiality (APS Ethical Guidelines 6th edition). Furthermore, the psychologists filing system is based on the division between the two aspects of the client record which are the Confidential Client File and the Client Service Record as a means of ensuring confidentiality of the Client File and facilitating compliance with third party funding and auditing. The Client Service Record includes basic client information such as contact details, next of kin, session dates and billing information. The Confidential Client File, on the other hand, contains session details and confidential client information which should be protected and released to others only under very limited circumstances. 3.1.1 Clients are informed of the limits of confidentiality during the initial consultation 3.1.2 Clients are informed of the procedures for managing their personal information during the initial consultation 3.1.3 3.1.4 After discussion with the psychologist, the client signs an informed consent form that identifies the limits of confidentiality and management of their personal information Confidential Client Files 1 are stored securely (e.g., in locked cabinets, password protected if electronic) and only accessible by the relevant psychologist(s) 3.1.5 Confidential Client Files are stored out of client s sight (i.e. in filing cabinets, not on desks, the waiting or clinic room) 3.1.6 3.1.7 The Client Service Record 2 is clearly distinguished from the Confidential Client File and contains client and next-of-kin contact information, particularly for emergencies If the client declines to provide contact details for next of kin, this fact is documented in both the Confidential Client File and Client Service Record (3.1 Privacy, Confidentiality and Record Keeping continued over page) 1 See Glossary of terms 2 See Glossary of terms 16 Professional Practice Management Standards (PPMS) For psychologists

3.1.8 The Confidential Client File includes documentation of all client contact and consultation activity 3.1.9 Storage and destruction of hard copy and electronic records complies with State and Territory Health Records Acts and APS Code of Ethics 3.1.10 Secure methods of destroying health records prior to disposal (e.g., shredding paper documents) are employed 3.1.11 3.1.12 A Practice Contingency Plan has been prepared including a designated professional nominee to ensure the secure management of Confidential Client Files and Client Service Records if anything were to happen to you Where Confidential Client Files and Client Service Records are transported outside of the place of practice, measures are taken to ensure they are secured (e.g., transported by locked bag/briefcase) and not left unattended www.psychology.org.au 17

3.2 Management of electronic information The psychologist has identified clear policies and procedures concerning the management of electronic information and communication. Where possible, psychologists use specific software (such as standard practice management software) which has added levels of security for data encryption, and authorised access and integration with other products. Standard practice management software allows for the management of client and referral demographics, an appointment scheduler or diary, automated electronic reminders by email or text message, data reports, standard document and information sheet storage, professional or clinical notes, accounting, electronic claiming and secure messaging. 3.2.1 Any computer that is used for work purposes has an individual user log on and password 3.2.2 The computer lock is automatically activated after a short period of computer inactivity 3.2.3 Where the computer has internet access, there is current internet security, firewall protection and antivirus software installed 3.2.4 Administrative staff can access only basic client service records, not confidential client files 3.2.5 There is a backup system in place for the electronic client records/files and a secure copy located off site 3.2.6 3.2.7 3.2.8 All email signatures contain a privacy disclaimer, instructions to destroy the email if it is received in error, and alerts the sender to the risk of compromise to the confidentiality of their information without the use of encryption Records or reports that are provided to another health professional electronically (e.g., fax or email) are subject to secure messaging procedures When reports are provided in an electronic form a signed, hard copy version is also provided to a client or other practitioner when requested 3.2.9 All computer files are password protected or encrypted 18 Professional Practice Management Standards (PPMS) For psychologists

Standard area 4: Quality assurance and continuing education 4.1 Continuing Professional Development The psychologist maintains currency of knowledge, skills, and competence in evidence-based practice. The psychologist professional development requirements as specified by the APS and the Psychology Board codes of practice. 4.1.1 The Psychology Board, APS and Medicare (as appropriate) Continuing Professional Development requirements are met 4.1.2 4.1.3 4.1.4 There is access to current scientific literature in areas of service provision (e.g., APS publication Evidence-based Psychological Interventions in the Treatment of Mental Disorders: A Literature Review - Third Edition, online literature database) Clients seen by a provisional psychologist within the practice are informed of the training and supervision process and the client s understanding of this is confirmed Areas of competency and practice are documented in all published material and communicated to potential clients and referring agencies www.psychology.org.au 19

4.2 Practice evaluation and research The psychologist has a documented evaluation process to assess client outcomes and service provision. Evaluation involves assessing the quality and effectiveness of services, and client satisfaction. Evaluation of service provision informs evidence-based practice as well as identifying areas for service improvement. This is a core component of the scientist-practitioner model and therefore, these performance indicators are relevant to all psychologists in private practice. 4.2.1 Pre- and-post service measures are administered to evaluate client outcomes 4.2.2 A range of reliable and valid outcome/satisfaction tools are used 4.2.3 4.2.4 4.2.5 4.2.6 At the end of service provision, all clients are provided with a standard measure to provide anonymous feedback on service provision satisfaction; dissemination of the tool is noted in the client record Service provision is reviewed and modified based on results of client outcomes, satisfaction measures, and other client feedback Where formal research takes place, the rationale and procedure for conducting empirical research as part of professional practice is documented Where formal research takes place, approval is obtained from an appropriate ethics committee (e.g. university, hospital etc) 20 Professional Practice Management Standards (PPMS) For psychologists

Standard area 5: Business and personnel management 5.1 Support staff Support staff (any staff members employed by the private practice excluding psychologists and professionals - e.g., receptionists, assistants) are appropriately qualified for the role they are required to perform. (N.B. The performance indicators provided below are relevant to large and small practices to ensure quality service provision and optimal care for clients and staff. Psychologists who work alone are encouraged to select not applicable for these performance indicators.) 5.1.1 There are documented procedures for support staff recruitment, induction, training, and supervision 5.1.2 Support staff sign a confidentiality agreement prior to commencing employment 5.1.3 The duties and roles of support staff are defined and documented 5.1.4 Support staff have qualifications, training, or relevant experience that the position requirements 5.1.5 Support staff induction includes training in managing client challenging behaviour or distress 5.1.6 When support staff undertake intake duties, they are provided with appropriate training and guidelines (e.g., specify the appropriate level of client information to be obtained at intake). 5.1.7 There is a process in place for monitoring support staff workloads 5.1.8 Support staff are provided with opportunities for regular holiday leave and working hours 5.1.9 Support staff performance appraisals are conducted and include a measure of workplace satisfaction www.psychology.org.au 21

5.2 Service planning, development and management There are written guidelines on the organisational goals, service orientation, and plan for the practice, to support business sustainability. The practice has organised services to stated objectives. (N.B. Practices with only one staff member may find some of the performance indicators irrelevant [e.g. 5.2.6 and 5.2.7] and hence may select not applicable.) 5.2.1 There is a statement of the mission, values, and goals of the practice 5.2.2 There is a business plan and annual business budget 5.2.3 Organisational goals are reviewed annually 5.2.4 Options for accessing legal advice can be identified 5.2.5 There is a workplace procedures manual including information regarding: occupational health and safety (OHS), employment conditions, and complaint procedures 5.2.6 Staff ings are held on a quarterly basis 5.2.7 Staff ings involve ongoing discussion of the practice functioning, development of new opportunities, and improved client services 5.2.8 There is a process in place that considers client feedback to inform service planning 22 Professional Practice Management Standards (PPMS) For psychologists

5.3 Financial and business management Government and professional standards of accounting and financial reporting are met. 5.3.1 There is access to accounting and financial advice 5.3.2 Financial and business management of the practice the following requirements: a) Regular financial reports (e.g., profit and loss, balance sheet, performance) are prepared b) ABN compliance c) Registration for PAYG and GST d) Taxation records compliance (e.g., GST, PAYG, FBT together with substantiating documents such as tax invoices, creditor invoices, receipts) e) Professional Indemnity insurance f) WorkCover liabilities g) Superannuation liabilities to h) OH&S regulations www.psychology.org.au 23

5.4 Providing services with third party funding Third party funders are government or organisational bodies that fund the services of psychologists. These can be State or nationally based. Third-party providers include WorkCover, transport accident agencies, private insurance companies, and government agencies such as Medicare, the courts and the Department of Veterans Affairs. Those third-party funders that are government agencies work under specific legislation which governs the work arrangements of its contracted providers. 5.4.1 5.4.2 5.4.3 Registration for programs such as Medicare, TAC, WorkCover, Victims of Crime, and some private health insurers, is held where relevant Access to the relevant documents that outline the requirements of the program under which services are provided can be identified and accessed when required Requirements from third-party funding bodies, such as billing, reporting, and auditing, are outlined for service providers 5.4.4 There is a documented process available for dealing with ethical dilemmas with regard to: a) Access, confidentiality and security b) Continuity of care of clients when services cease that arise under specific funding initiatives (5.4 Providing Services with Third Party Funding continued over page) 24 Professional Practice Management Standards (PPMS) For psychologists

Medicare 5.4.5 There is adherence to administrative and process requirements of Medicare including: a) The client record contains a copy of the client history, GP referral letter, and/or the mental health treatment plan b) The inclusion criteria for services are determined at, or before the first session c) The appropriate tax invoice or bulk billing documents are completed within two weeks of service provision d) For each client s set of approved sessions of treatment, a referral from the medical practitioner is stored in the client s record e) After each set of approved sessions of treatment, or at completion of treatment, a report is provided to the referring medical practitioner and a copy kept in the client record f) A lower rate or bulk billing arrangement is offered to clients who hold a health care card g) Annual continued professional development requirements are met www.psychology.org.au 25

Standard area 6: The practice environment 6.1 Practice location, facilities and equipment The physical work environment is appropriate to the services offered and conducive to the safety, privacy, and comfort of the clients, psychologist(s) and support staff. The equipment used for professional practice is appropriate for the services provided. (N.B. It is acknowledged that some psychologists may operate out of a work space in a larger office precinct and consequently some aspects of the practice environment will be at the discretion of the building manager. Where this is the case, it is appropriate to select not applicable for the relevant performance indicators below. Psychologists choose to operate out of a range of office arrangements and each environment poses a range of safety risks to the psychologist, client and any support staff. It is important to carefully consider the implications of each performance indictor to the psychologist s chosen practice environment.) 6.1.1 The building is structurally sound, safe, and well maintained 6.1.2 The waiting area has facilities appropriate to the client group (e.g., toys, magazines, information) 6.1.3 The building has toilet facilities 6.1.4 The consultation areas provide clients with privacy 6.1.5 There is more than one door offering external access from the building. 6.1.6 Information about parking and public transport is available to prospective and current clients (e.g., via mail or email follow-up) 6.1.7 The building has signage to identify the practice 6.1.8 Equipment used in the practice is regularly checked and maintained (6.1 Practice Location, Facilities and Equipment continued over page) 26 Professional Practice Management Standards (PPMS) For psychologists

6.1.9 Equipment used in the practice (e.g., toys, testing materials) is cleaned at least weekly (and pro rata for others) 6.1.10 Staff have the appropriate skills and training to use practice equipment 6.1.11 Current assessment tools are utilised www.psychology.org.au 27

Overall score Complete the table below with your scores for each Standard to allow you to identify in which areas you the standards and which areas you may seek to improve. For each standard: 1. Exclude any performance indicators you endorsed as from the total number of performance indicators 2. Calculate your total actual score 3. Calculate your total potential score 4. Calculate your percentage: Divide your actual score by your potential score and multiple by 100 Actual Score Potential Score Your % Standard area 1: Provision of services 1.1 Access and availability 1.2 Communication 1.3 Integration of services and working with other professionals Standard area 2: Rights, responsibilities and safety 2.1 Client, psychologist and support staff safety 2.2 Risk assessment and client care 2.3 Psychologist self care 2.4 Compliance with laws and codes of conduct and practice Standard area 3: Management of client information 3.1 Privacy, confidentiality and record keeping 3.2 Management of electronic information Standard area 4: Quality assurance and continuing education 4.1 Continuing professional development 4.2 Practice evaluation and research Standard area 5: Business and personnel management 5.1 Support staff 5.2 Service planning, development, and management 5.3 Financial and business management 5.4 Providing services with third party funding Standard area 6: The practice environment 6.1 Practice location, facilities and equipment 28 Professional Practice Management Standards (PPMS) For psychologists

Demographic information The APS is interested in gathering demographic information about psychologists working in private practice to provide data on how psychologists from a variety of practice settings perform on a range of management standards. Please note that these questions are optional and your self-assessment response and demographic data will remain de-identified. What category best describes your main private practice (e.g., the practice you work the majority of the time)? Solo practitioner in single facility Solo practitioner in shared rooms with other psychologists Solo practitioner in shared rooms with other health professionals Group practice with other health professionals Group practice with psychologists only None of these categories apply to me Which categories describe the bulk of the psychological services provided by your practice? Select all that apply: Consultation to organizations One to one clinical/counseling work Supervision of psychologists Conducting workshops Going to seminars/lectures Running group programs Other (please specify) : Please provide the post code of your main private practice (e.g., the practice you work the majority of the time): Do you have practice endorsement in any of the following areas? Select all that apply: Clinical Community Counseling Educational and Developmental Forensic Health Neuropsychology Organisational Sport I do not have an area of practice endorsement (Demographic Information continued over page) www.psychology.org.au 29

In which Australian state or territory do you pracitce? Australian Capitol Territory New South Wales Northern Territroy Queensland South Australia Tasmania Victoria Western Australian What is your gender? Male Female What is your age? 20-24 years 25-34 years 35-44 years 45-54 years 55-64 years 65 years and over 30 Professional Practice Management Standards (PPMS) For psychologists

Notes www.psychology.org.au 31