Our Attendance Policy

At Qualia, we value your time, your child's time and our therapists' time. When you book for a term of therapy, we reserve a dedicated appointment for your child each week and plan individualised therapy to support their goals. This appointment time is held exclusively for your child and cannot be offered to another family.

If your child is unable to attend a scheduled session due to illness or another reason, please contact the Qualia administration team before the appointment time. We will convert the reserved session into one of the following:

  • An online therapy session

  • An online parent consultation

  • A rescheduled appointment within one week of the original session, subject to your therapist's availability

  • The preparation of a clinical resource: an individualised home or school resource, or a progress summary, to support your child's goals that week.

If we have not heard from you before the scheduled appointment and an alternative option has not been arranged, the session will automatically be converted to a clinical resource. If your session is rescheduled, please note that the invoice may still be processed on the original scheduled appointment day.

For school-based therapy, if your child is unable to attend their scheduled session or is participating in a school event, it is the responsibility of the parent or carer—not the school or educator—to notify Qualia. Where possible, missed school sessions may be rescheduled as a double session the following week or as an in-clinic appointment, subject to your therapist's availability.

Therapy fees are automatically billed each week on the day of your child's scheduled session. If your therapist is unwell, we will make every effort to provide an alternative therapy option that week. If a suitable alternative cannot be arranged, you will not be charged.

You may discontinue your child's ongoing therapy at any time by providing one week's notice.

Consistent therapy provides children with the best opportunity to develop new skills and achieve meaningful progress towards their goals. This policy helps us maintain regular appointments while ensuring your child continues to receive support each week.

If you have any questions or concerns about our attendance policy, please feel free to contact the clinic on 9555 9776 or info@qualiatherapy.com.au.

Our Privacy Policy

At Qualia, we are committed to protecting your privacy and handling your personal information with care, transparency and respect. We recognise the trust families place in us and are committed to maintaining the confidentiality and security of the information you share with us.

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), together with the professional standards and confidentiality obligations set by the Australian Health Practitioner Regulation Agency (AHPRA) and Occupational Therapy Australia (OTA).

This Privacy Policy explains how we collect, use, store, disclose and protect your personal information when providing occupational therapy services to you and your child.

This Privacy Policy was last reviewed in August 2026.

  • Qualia collects the information necessary to provide safe, effective and individualised occupational therapy services for your child.

    Information is collected directly from you and, with your consent, may also be obtained from relevant third parties such as your child's paediatrician, general practitioner, teacher, school counsellor or other health professionals involved in your child's care. Consent for the collection and sharing of information is requested as part of the initial intake process and may be withdrawn at any time by contacting Qualia in writing via email: info@qualiatherapy.com.au.

    Parents and caregivers may choose not to provide certain information about their child. However, providing accurate and relevant information helps us to develop a thorough understanding of your child's strengths, support needs and goals, enabling us to deliver the highest quality service possible.

    We take reasonable steps to ensure that the information we collect is accurate, complete and up to date. Families may be asked to review or update their information periodically, including through updated intake forms or other requests for information.

  • Qualia is committed to protecting the privacy and security of your personal and health information. Access to your child's clinical records is restricted to authorised therapists and administrative staff who require the information to provide and support your child's care. All staff are bound by professional and organisational obligations relating to confidentiality and privacy.

    Your child's clinical information is securely stored within our practice management system, Halaxy. This may include intake forms, questionnaires, assessment results, therapy notes, reports, correspondence with you or other professionals (with your consent), work samples, and, where consent has been provided, photographs or videos.

    Halaxy is an Australian-owned practice management platform based in Melbourne. Information for Australian practitioners is securely stored within Australia using encrypted data centres with multiple backups and 256-bit bank-grade encryption to protect patient records, clinical notes and payment information.

    In accordance with Australian legal requirements, Qualia retains clinical records for a minimum of seven (7) years after your child's final appointment, or until your child reaches 25 years of age, whichever is the longer period.

    Qualia does not maintain paper clinical records. Any information received in paper form is securely scanned into Halaxy and the original documents are confidentially destroyed. All employees adhere to the privacy and confidentiality requirements of Qualia, AHPRA and Occupational Therapy Australia.

  • Qualia uses your child's personal and health information solely for the purpose of providing safe, effective and individualised occupational therapy services. Information is used to guide clinical assessment, intervention, goal setting, service planning and ongoing care.

    With your consent, as provided during the intake process, relevant information may be shared verbally or in writing with other health professionals, educators or agencies involved in your child's care. This collaborative approach supports coordinated service delivery, promotes consistency across environments and helps children generalise skills into everyday settings such as home, school and the community. You may withdraw your consent for information sharing at any time by contacting Qualia in writing via email: info@qualiatherapy.com.au

    Where your child is accessing occupational therapy under a Medicare-funded plan, we may be required to provide progress updates or reports to your child's referring medical practitioner, in accordance with Medicare requirements and with your consent.

    There are limited circumstances where Qualia may be required or authorised by law to disclose information without your consent. These may include compliance with a court order, mandatory reporting obligations relating to child protection, or other legal requirements. Where services are provided under the National Disability Insurance Scheme (NDIS), Qualia also complies with all applicable legislative and mandatory reporting obligations.

  • Qualia is committed to providing online occupational therapy services in accordance with the same privacy, confidentiality and professional standards that apply to face-to-face services. We regularly review our systems and procedures to minimise risks associated with the delivery of telehealth services.

    Online therapy sessions are delivered using Zoom, a secure video conferencing platform. While reasonable steps are taken to protect the privacy and security of online sessions, the use of internet-based technology carries inherent risks that cannot be completely eliminated. By consenting to participate in online therapy, you acknowledge and accept these risks.

    To support the security of online services, Qualia uses appropriate security features within Zoom and continues to store all clinical documentation and confidential information securely within our practice management system, Halaxy. While we take reasonable steps to protect your information, we cannot guarantee the prevention of all security breaches associated with internet communications.

    We encourage parents or caregivers to remain nearby during online therapy sessions where appropriate. If you wish to discuss confidential or sensitive matters separately from your child, we recommend contacting your therapist by telephone or email rather than during the online session.

  • At Qualia, we may use artificial intelligence (AI) tools to support the delivery of high-quality, evidence-informed occupational therapy services. AI may assist our therapists with tasks such as brainstorming therapy ideas, summarising information, drafting documentation, and staying informed about current evidence and best practice. AI is used as a clinical support tool only and does not replace the professional knowledge, clinical reasoning or judgement of our occupational therapists. All assessment findings, therapy plans, recommendations and clinical decisions are reviewed and finalised by a qualified occupational therapist and are tailored to your child's individual strengths, needs and goals.

    We are committed to using AI responsibly, ethically and in accordance with applicable Australian privacy legislation and professional standards. Personal information is not entered into AI systems unless the platform has been appropriately assessed for privacy, security and compliance with applicable Australian privacy requirements. Where an AI-powered transcription or documentation service is introduced to support clinical care, families will be provided with additional information and asked to provide informed consent before the service is used.

    Our use of AI is always guided by your child's wellbeing, privacy and best interests. If you have any questions about how AI is used within our practice, we encourage you to contact us via email: info@qualiatherapy.com.au.

  • Parents and caregivers may request access to their child's personal and health information, or request that any inaccurate or incomplete information be corrected. Requests for access or correction should be made in writing to the Directors of Qualia via email: info@qualiatherapy.com.au.

    Where permitted by law, parents and caregivers may also request to amend or withdraw their consent for the collection, use, storage or disclosure of their child's personal information. Requests to amend or withdraw consent should be made in writing to the Directors of Qualia via email info@qualiatherapy.com.au.

    Please note that withdrawing consent may affect our ability to provide safe, effective and coordinated occupational therapy services. Where this occurs, we will discuss the implications with you before any changes are made.cription

  • If you believe that Qualia has breached your privacy or has not managed your personal information in accordance with this Privacy Policy, we encourage you to contact the Directors of Qualia in writing, via email: info@qualiatherapy.com.au. All concerns and complaints will be managed in accordance with our complaints management process and investigated promptly and fairly.

    If you are not satisfied with the outcome of your complaint, you may contact the relevant external organisation, including:

    • Occupational Therapy Australia (OTA)

    • Australian Health Practitioner Regulation Agency (AHPRA)

    • Office of the Australian Information Commissioner (OAIC)

    Further information about these organisations can be found on their respective websites.

    If you have any questions about this Privacy Policy or the way Qualia manages your personal information, please contact us via email: info@qualiatherapy.com.au.