Policies

Collection, Use, and Disclosure of Personal Health Information Consent Policy

Pursuant to the Personal Health Information Protection Act (PHIPA, 2004), Synergy Project is committed to the protection of your personal health information and privacy and follows the standards of PHIPA with respect to collection, use and disclosure of your personal health information.

Information we collect in order to provide therapy services:

Personal Information: Name, contact information, date of birth and emergency contact details
Private Health Information: Relevant medical, psychological and psychosocial history and clinical notes created for the purpose of providing care.

How We Use Your Information:

Synergy Project uses email, text and virtual platforms to provide, manage, communicate with you regarding appointments, care and document therapy services while meeting professional, ethical and legal obligations.

Records, Storage and Technology:

Synergy Project electronic clinical records are stored and maintained in a Jane App, a secure, encrypted, PHIPA and PiPEDA compliant records management system. Access is restricted to authorized users only. Some risks may remain as digital communication cannot be guaranteed to be entirely secure.

Virtual sessions take place through Jane’s secure telehealth program. Please ensure that you are participating from a private, location with a secure internet connection.

Retention: Your electronic clinical record is retained for a minimum of 10 years following the last date of service in accordance with PHIPA and Ontario College of Social Work and Social Service Workers standards.

Disclosure of Your Information:

Your information may be disclosed without your consent in the following circumstances:

When required by law, court order or regulatory authority.
To reduce risk of harm to you or identified others as permitted or required by law.
In the matter of mandatory reporting, Synergy Project is required by law the Personal Health Information Protection Act (PHIPA, 2004), Synergy Project is committed to the protection of your personal health information and privacy and follows the standards of PHIPA with respect to collection, use and disclosure of your personal health information.

Billing, Fees &Cancellation Policy

Billing:

To ensure a smooth billing process and mutual protection, all clients of Synergy Project are required to keep a valid credit card on file. This information is stored securely and will only be used in accordance with our billing and cancellation policies.

Full payment is required at time of service. Accepted payment methods include by credit card (through the secure Jane app) or by e-transfer.

Fees:

Fees are reviewed annually and subject to change. Clients of Synergy Project will be notified in writing a minimum of 30 days prior to any increase taking effect. Current fees are posted on synergy project.ca and Jane app.

Late Arrival Policy:

If you are running late, please contact me to let me know that you are on your way. If I have not heard from you within the first 20 minutes of your session, I will assume that you will not be showing and your session forfeited. You will be charged the full session fee to the credit card on file.

Cancellations:

We understand that unexpected circumstances happen, however, we request 24 hours advanced notice to cancellation or change your appointment. Cancellations of a non-urgent nature will be charged the full session fee to the credit card on file. However, in the case of a medical case cancellation, we will waive the cancellation fee.

Conflict of Interest Policy

Conflicts of interest can arise in any profession, but given the nature of service provided by social workers, it is critical that any conflicts of interests are dealt with swiftly and ethically. By addressing potential conflicts of interests effectively, clients’ best interests remain at the forefront of service delivery and uphold social work practice standards.

A conflict of interest is when services to, or relationship with a client is compromised or might be compromised, because of decisions in relation to another client, a colleague, herself or himself, or some other third party.

According to the OCSWSSW Standards of Practice, a conflict of interest is defined as a situation in which a member has a personal, financial or other professional interests or obligation which gives rise to a reasonable apprehension that may influence the member in the exercise of his or her professional responsibilities.

In order to avoid an actual or reasonably possible conflict of interest, Melissa DeNoble of Synergy Project, does not provide services to current or former clients of Counselling Services, Conestoga College, nor to current employees of Conestoga College.

When working with people there is always a chance that I may be unknowingly providing services to someone you may know, for example, a family member, friend or close personal contact. If such a situation does arise, Melissa DeNoble, Synergy Project will declare there is a conflict of interest and take appropriate steps to eliminate the conflict.

Supervision & Consultation

To ensure the provision of ethical and competent social work services, Melissa DeNoble, Synergy Project, may participate in clinical supervision/consultation. This process allows the review clinical work with qualified practitioners to enhance treatment effectiveness.

When cases are discussed, names and identifying information is not shared.

Supervisors and consultants are also bound by the Standards of Practices of the Ontario College of Social Workers and Social Service Workers.

Notification: Limits of Confidentiality

Confidentiality is a fundamental part of the therapeutic relationship and your personal health information is kept confidential, however there are legal exceptions in which your personal health information may be disclosed without your consent.

Limits to Confidentiality:

Risk of Serious Harm: If there are reasonable grounds to believe that you are at risk to harm yourself or an identifiable other person, Synergy Project may disclose relevant information to appropriate individuals or authorities in order to reduce that risk in accordance with applicable legislation and professional standards.

Protection of Children & Youth: If there are concerns that a child or children, 17 years or younger has been harmed, is at risk of being harmed, and/or has witnessed domestic violence, these concerns are required by law to be reported to the appropriate authorities. This obligation exists regardless of your consent.

Court Order & Legal proceedings: If a court issues an order requiring the release of information, Synergy Project is legally bound to comply.

Mandatory Reporting of Sexual Abuse: If disclosure of sexual contact by a registered social worker or a regulated health professional is obtained, Synergy Project is legally required to report this to the appropriate regulatory body.