CONFIDENTIALITY POLICY

At Oceans of Calm, we adhere to a strict code of ethics and ethical practice as outlined by the professional bodies we are associated with (please see our Code of Ethics and Professional Standards Policy). Oceans of Calm also strictly adheres to its reporting responsibilities under the Children’s First Guidelines and our Child Safeguarding policy.

We encourage all Clients to read this Confidentiality Policy in full, prior to making a commitment for a Sound Therapy session. At the Client’s first appointment with Oceans of Calm, confidentiality will be discussed and any concerns that the Client may have in relation to this will be explored. You will then be asked to sign an ‘Informed Consent and Confidentiality form’ as part of the ‘New Client Intake Assessment process’, to acknowledge that you understand Oceans of Calm policies on Client confidentiality and the protection of your privacy.

Gloria at Oceans of Calm strongly believes in creating a safe and nurturing space for her Clients, by protecting their privacy and not revealing the contents of the Sound Therapy session and any information that the Client may have disclosed.

WHAT IS CLIENT CONFIDENTIALITY?

Confidentiality includes not just the details of the Sound Therapy session, but also the fact that a Client is receiving sound therapy.

Some of the ways Gloria at Oceans of Calm protects your confidentiality include:

  • Not acknowledging Sound Therapy Clients when they are in the company of another person, if we run into each other outside of the therapy session (e.g., the high street, the super market etc.)
  • Not leaving revealing information on voicemail or text
  • Not acknowledging to outside parties that a Client has an appointment or is receiving Sound Therapy
  • Not discussing the contents of therapy with a third party without the explicit permission of the Client

LIMITS TO CONFIDENTIALITY RULES

In exceptional circumstances the Sound Therapist may be professionally obliged to break confidentiality.

This occurs in one of two ways:

  •  If a strong belief exists that there is a serious risk of harm or danger to either the Client or another individual. This may relate to issues surrounding sexual/physical/emotional abuse; child abuse; child protection issues; rape; self-harm; suicidal intent; violence or criminal activity.
  • Occasions when disclosure is required as part of a legal process or Garda investigation.

In such instances information may be disclosed to significant others or appropriate third parties without permission being sought. Where possible a full explanation will be given to the Client regarding the necessary procedures and intended actions that need to be taken.

It is important to note that a Sound Therapist will not automatically break confidentiality if a Client reports thoughts about suicide. Typically, a Client needs to state an intent to act on those thoughts and have a specific suicide plan before hospitalisation is considered. An individual will not be hospitalised against their will for simply seeking help.

CONFIDENTIALITY FOR CHILDREN

Oceans of Calm follows the National Consent Policy Guidelines of the HSE (Irish Health Service Executive). https://www.hse.ie/eng/about/who/qid/other-quality-improvement-programmes/consent/national-consent-policy.html

Children are not considered developed enough to consent to treatment, so parents are therefore expected to consent on their behalf. At Oceans of Calm we believe in the voice of the child being heard and therefore also seek the assent of the child on the day of treatment (please see our Child Safeguarding Policy).

A child aged 16 or over, but under the age of 18, will normally be encouraged to involve their parents or another supportive adult. However, if the child is over 16, they can choose not to involve an adult.

On occasion it is beneficial for both Client and Sound Therapist to share information with another Support Service, Medical Practitioner or External Party. Apart from the exceptions previously mentioned above, sharing of information is always conducted in collaboration with the Client. A signed consent form, signed by the Client giving permission, must be completed prior to any disclosures being made.

Confirmation of attendance at the Service, or any information, written or verbal given by the Client will not be disclosed to a third party without the Client’s written permission. Written permission involves signing the Oceans of Calm consent form which includes the Client’s name, the defined purpose for the release of information, a named person to whom the information is directed to, relevant dates and a witness signature by Gloria, the Sound Therapist at Oceans of Calm. The policy surrounding letters of support will be explained in the event of such requests being made.

Each Client is entitled to refuse consent. This right will be upheld and respected. The potential implications of the decision will be explored and discussed with the Client.

Please note that Sound Therapy sessions cannot commence without Client signed informed consent.

CONFIDENTIALITY STATEMENT

Confidentiality is a central and integral part of the Sound Therapy session. This means that what you disclose to us in confidence, will not be shared with others without your explicit written permission. This in turn offers safety and privacy to you, to discuss personal and private concerns. Information, written or verbal, given to the Sound Therapist, will be held in the strictest confidence as will all information about your treatment and sound therapy session.

On occasion and in exceptional circumstances, the Sound Therapist may be professionally obliged to break confidentiality.

Limits to Confidentiality

Circumstances that may necessitate the disclosure of your personal information without your consent occur when:

1. There is a strong belief or evidence that a serious risk or danger exists for you or another individual. This may relate to issues surrounding sexual /physical /emotional abuse; rape; self-harm; suicidal intent; violence or criminal activity.

2. The Sound Therapist working at Oceans of Calm is mandated by law and obliged to report any disclosures of child sexual abuse, assault, ill-treatment or neglect of children to the Child & Family Agency TULSA under the reporting responsibilities of the Children First Guidelines (2015) and the Oceans of Calm policy on Child Safeguarding.

3. There is a formal legal requirement to share information as part of a statutory duty, legal process or a court order. In these instances, information may be disclosed to significant others or appropriate third parties without your permission being sought.

Where possible a full explanation will be given to you regarding the necessary procedures and intended actions that need to be taken.

Sharing of Information

On occasion it is beneficial to share information with an internal service/department or an external agency for the purpose of sharing relevant information pertaining to your well-being or as part of a mitigating circumstance. Apart from the exceptions previously mentioned, sharing of information is always conducted in collaboration with you.

A signed consent form must be completed prior to any information being shared or passed on. Written permission involves signing the Oceans of Calm consent form which includes your name, the defined purpose for the release of information, a named person to whom the information is directed to, and relevant dates of attendance.

Referrals

If you have been referred to the Sound Therapist by a third-party, confirmation of your attendance cannot be given to the referrer without your permission. If you do not attend the booked appointment and a level of risk is highlighted by the referral, Oceans of Calm, may inform the third party of your non-attendance as your safety may be in question.

Terms and Conditions of Attending the Oceans of Calm Sound Therapy Session

Oceans of Calm offers a professional Sound Therapy service. If you wish to avail of Sound Therapy you are required to complete a ‘New Client Intake Assessment’ at your first appointment.  The questions address your understanding of your own physical, emotional, physical and spiritual well being at the time of attendance, as well as any pain or problems or symptoms that you may be experiencing currently, this includes your views of your life and social functioning. Only past relevant medical history to your will be asked for. Your responses will be discussed with you and an Action Plan of Sound Therapy agreed based on your own self healing intention.

Your informed consent for the Sound Therapy session, as well as agreement and confirmation of understanding to how Oceans of Calm handles your data and confidentiality, will also be sort prior to your first treatment.

You have the right to refuse consent. This right will be upheld and respected. The potential implications of the decision will be discussed. In some cases, it may be inadvisable to continue with Sound Therapy. Giving consent is part of the Sound Therapy agreement with you. You are free to change your mind regarding consent at any given time irrespective of any initial decision taken.

Oceans of Calm Contact

Contact from Oceans of Calm will be via your email address and mobile number, recorded on your Intake Assessment Form. Permission to send SMS messages is requested. A contact name and number for your GP is requested, but your GP will not be contacted without your permission / knowledge except as outlined in the limits to confidentiality rules.

Oceans of Calm Records

Oceans of Calm holds personal data provided by you at your first appointment through completion of the ‘New Client Intake Assessment Form’. Personal data may also be held via the on-line appointment booking system, the on-line contact request form and/or the on-line email/newsletter opt in. All information provided, questionnaires completed, and documentation relating to you, including Sound Therapy session notes and administrative notes as recorded by the Oceans of Calm Sound Therapist, will also be included on your record. Paper files are stored in locked cabinets, electronic files held securely and encrypted with password protection. Access to records is limited to Gloria, the Oceans of Calm Sound Therapist. Records are held securely and confidentially by Oceans of Calm for a maximum of eight years. Following this period records are removed and securely destroyed.

Appointment Based Service

All contact with the Oceans of Calm Service is by appointment only. Face to face appointments will be offered as appropriate during Covid-19 restrictions. Please read the Safety protocol for face to face sessions outlined in the Covid-19 and Hygiene Measures Policy.

Scheduling of Sound Therapy Appointments

All appointments can be made via the on-line booking system accessible through the website, oceansofcalm.org, by clicking the ‘Appointments’ menu or the ‘Make an appointment’ button. Appointments are scheduled currently on Mondays at 9.15 am, 11.15 am, 14.15 pm and 16.15 pm. However out of hours appointments can be made individually by prior agreement, please contact gloria at gloria@oceansofcalm.org or 0831048243.

Cancellation Policy

Oceans of Calm seek a commitment on your part to attend your booked appointments. If you are unable to attend your scheduled appointment, please give at least 24 hours notice by calling Gloria on 0831048243. We will endeavor to reschedule another appointment for you within a reasonable timeframe. If you do not attend a scheduled appointment we will send a text inviting you to contact Gloria at Oceans of Calm. The onus is on you to contact us.

Sound Therapy Evaluation

When Sound Therapy ends, you will be asked to complete a Client Feedback Form. This is returned anonymously to Oceans of Calm and no identifying information is asked for. It is used as part of ongoing monitoring and evaluation of our Sound Therapy provision. If you are dissatisfied with our service, please discuss this with Gloria your Sound Therapist during your appointment.

Annual Reports of Oceans of Calm

Annual reports drawn from data stored by Oceans of Calm is done in an aggregate and anonymous way. Oceans of Calm Sound Therapy also contributes de-identified data to the Suara Sound Academy for tracking and monitoring Sound Medicine and Sound Therapy in practice. Your explicit consent to contribute your anonymous data for this purpose is explained at the New Client Intake Assessment.

Privacy Policy

Any personal data provided by you while availing of the Oceans of Calm Sound Therapy Service will be processed fairly and lawfully. Personal data obtained by Oceans of Calm  is processed and retained only for the purposes that are directly connected with the provision of Sound Therapy Services and related administrative purposes. You have a right of access to the notes held in your record. If you wish to withdraw your consent for Oceans of Calm to hold your personal data please contact Gloria at Oceans of Calm and make a request to have your data removed and securely destroyed.

Oceans of Calm Policies

Your personal data is held in accordance with the General Data Protection Regulation (GDPR, 2018) and the Oceans of Calm Data Protection Policy. The Oceans of Calm Confidentiality Policy and Privacy Policy is in keeping with the data protection regulations. Your rights include:

• The right of access to the personal data that Oceans of Calm holds about you

• The right to have your personal data rectified

• The right to be forgotten (erasure)

• The right to restrict the processing of your personal data

• The right to data portability

Please see the Oceans of Calm Data Protection Policy, Privacy Policy, Child Safeguarding Policy, Booking Policy, Terms and Conditions Statement, Covid-19 and Hygiene Measures Policy, and Code of Ethics and Professional Standards Statement, accessible via the footer of the Oceans of Calm website, oceansofcalm.org.

Policies Last Updated 27th June 2022

CLIENT INFORMED CONSENT TO TREATMENT, DATA PROTECTION AND CONFIDENTIALITY FORM

DISCLAIMER

I agree to allow Gloria Turpin to work with me to form a plan of holistic healing, and agree to all modalities being considered.  I understand a series of sessions may be required.  A full assessment has been carried out and I have given honest and comprehensive answers.  I have disclosed all relevant information regarding my health and well being, including physical, mental, emotional and spiritual.  I will consult my Medical Practitioner should the need arise. I will not stop taking any medication unless my GP advises.

I allow any information to be used in research or case studies and understand anonymity and confidentiality will be maintained. All data held is in compliance with GDPR 2018 requirements and I know that my data can be withdrawn at any time.

I understand and accept the confidentiality policy of Oceans of Calm and that all interactions which take place in the setting of Sound Therapy are considered confidential. This includes requests by telephone, all interactions with Gloria, the Sound Therapist and any scheduling or appointment notes, including all session content records and any progress notes that are taken during my sessions. I understand that Gloria will not even verify that I am a client. I am aware that I may choose to give my permission in writing to release any or specific information about myself to any person or agency that I decide to designate. I understand that in exceptional circumstances the Sound Therapist may be professionally obliged to break confidentiality.

I understand the booking policy of Name, phone number and email are gathered at time of booking to secure booking, this lets Oceans of Calm know who is coming in and how to contact them with a reminder text, or a text to cancel should we need to due to unforeseen circumstances.

I understand and accept the booking policy and cancellation requirements of informing at least 24 hours in advance of my scheduled appointment, if I need to cancel and the cancellation charges incurred if sufficient notice is not given e.g., Less than 24 hours 50% charge of the reserved Sound Therapy session amount and If I fail to attend my appointment, 100% of the reserved Sound Therapy service will be charged.

I understand and accept my responsibilities regarding Covid-19 and hygiene measures and that I must not attend appointments if I feel unwell, or I am experiencing cold or flu-like symptoms, or if I have been in contact with anyone being tested for or diagnosed with COVID-19. I understand that I may be asked about my recent travel history for the safety of myself and others.

I understand that in the case of children the informed consent of the Child’s Parent/Carer/Guardian is obtained, as well as the Child’s assent to the treatment on the day.

INFORMED CONSENT

By signing this form, I am confirming my understanding of the above and that I am consenting for Oceans of Calm Sound Therapy Service to hold and process my personal data for the following purposes (please tick the boxes where you grant consent):

I consent to Oceans of Calm contacting me by post, phone (calls and sms text) or email   YES NO
I consent to Oceans of Calm processing my data YES NO

I understand the data protection policy and the data collected and retained by Oceans of Calm is to process my queries, manage and schedule my appointments, I also understand that when Oceans of Calm processes my data, it may send my data to and Oceans of Calm may also use the resulting information from credit reference agencies to prevent fraudulent payments. I understand that each item of data is specifically held as follows:

  • Name; for Client identification
  • Address; for Client identification; safety of the Sound Therapy Practitioner; to send the Client home if something happens; and to send Christmas a card.
  • Date of birth; for Client identification, i.e., for occasions when we have duplicate names. This is especially helpful for online bookings, to indicate if a duplicate profile has been created for an individual.
  • Phone number; to send reminder texts the day before, to keep cancellations and no shows to a minimum; in case we need to contact the Client to cancel due to Sound Therapy Practitioner illness, etc.
  • Email; to send receipts and appointment confirmations. Only requested when clients book through Oceans of Calm online booking system or for some specific reason, i.e. forwarding information. It is never added to any marketing list.
  • Doctor’s details: if clients present with serious medical issues, in which case we may liaise with the GP or specialist.
  • Next of kin: taken only in the case of children (with the signed consent from parent or guardian and with the parent/guardian always remaining present in the room) and also taken for vulnerable adults.
  • Medical History; relevant past and current relevant history is collected and held to help the Sound Therapy Practitioner understand what the Client is presenting with on a given day, so a decision whether treatment is appropriate or not can be made and a tailored action plan of therapy can be drawn up, ensuring that treatments are carried out in a safe way. We ask for a baseline level of detail to be recorded at the first appointment to assess our Client’s current state of well-being, including the Client’s perceptions of their life balance and current state of physical, mental, emotional and spiritual health. Information is recorded on the private and confidential Oceans of Calm Client well-being assessment form. This form is actively referred to over subsequent sessions and is held both in paper and digital format.
  • Medical red flags: this is taken during the first initial assessment where a pain assessment is made based on the Client’s feedback and recorded on the Client well-being assessment form. Areas exhibiting pain are recorded on a scale of 0 to 10 ranked from no pain, mild, discomforting, distressing, horrible to excruciating. This information is held on our records and the area of the body experiencing the pain is noted in a highlighted area, to act as a reminder to the Sound Therapy Practitioner and to ensure the Client is treated appropriately and that the pain levels are tracked over time. No details are given here.
  • Treatment notes: These are the Sound Therapy practitioners record of what happened during any contact with their Client. The treatment notes are recorded and attached to the Client well-being assessment form.
  • Client feedback: These are the Clients feelings expressed verbally before, during and after the Therapy session. Relevant aspects of the feedback related to the Clients health are recorded by the Sound Therapist in their notes and referred to before each new session commences, to inform changes that might be needed to treatment and to ensure the safety of the Client.
  • Relationship data: this is a record of other clients (whom you have informed us) you have intimate relationships with, to help us provide a complete service. As well as records of who may have referred you (or you them), to help us understand and improve our marketing and services.
  • Browsing data: through cookies and google analytics to help us understand how people use our website so we can identify issues and improve our service here.

Name (Block Capitals) _________________________

Signed: ________________                                                   Date: _________________