1. Purpose

• This policy is to ensure that caseload targets are managed in a manner that is considering the needs of our clientele and team members.

2. Application

• This policy applies to all employees and directors working for Joyful Journey Occupational Therapy Pty Ltd, including casual and contracted employees.

3. Policy

Free Spots in the Calendar

• The following steps are to be followed for filling in clients when a vacancy presents in the calendar.

  1. A spot is identified as free, and the clinician is made aware if not already

     • In Splose, the spot is blocked as a 'busy time' appointment in the purple colour, with the following information:

       • 'Available Now' or 'Available starting xx/xx/20xx')

       • Was Delilah Lees (client name if applicable)

       • Weekly/fortnightly 

  2. The clinician determines whether:

     • a) the spot needs to be filled and,

     • b) an existing client needs to be moved/increased to fill the free spot

  3. The clinician (with support from their senior OT if needed) sends admin 3-5 names from the waitlist via an email with the subject line 'Potential Waitlist Clients for [CLINICIAN NAME HERE]' or via Teams.

  4. Admin contacts clients to book in. 

     • Clients left a voice message/text before 12:30pm have until the end of the business day to respond.

     • Clients left a voice message/text after 1:30pm have until end of the next business day to respond.

     • If the spot isn't filled by the names in the email, clinician and director are informed.

  5. Ideally, the spot is filled within one week of availability becoming available. 

Clients Nearing Discharge

• Sometimes we have clients that appear to run out of goals. Here are the steps that we go through before comfortably discharging:

  1. A goal review should be completed with the family. This may include:

     • An OT Therapy Plan update

     • Discussing through goal outcome measures (as per the SMART goal)

     • Instructing parents to think between sessions about any new goals that might need to be discussed

     • Completing a standardised assessment to measure progress

  2. If new goals cannot be identified (remember, it is not up to a therapist to determine goals - A problem is only a problem if it's a problem):

     • Inform parents that it might be time to discharge. This may look like:

       • Reducing session frequency (fortnightly, monthly, school holiday check-ins or as needed check-ins. Client's can be flagged as 'call to fill cancellations' on the waitlist under the 'Cancellation Callback List'

       • Placing clients on a therapy break. This means they are placed on the waitlist as an 'Existing' client for a pre-determined amount of time (often 3, 6 or 12 months) and then called when a spot becomes available again

       • Discharging clients (aka graduating occupational therapy)

       • Referring clients to other services (social groups, other therapies etc.)

• Sometimes we have been kept in the loop as we are seen as one of the supports for their families. We are not the best support for families if we don’t have goals. Referring onto psych, CAHMS, OT, play therapy, community groups and support groups, GP etc can provide more optimal care to the whole family.

• Ensure your supervisor and admin are informed of the discharge.

Joyful Journey Occupational Therapy
Policy & Procedure: Children in the Waiting Room Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines Joyful Journey OT’s approach to managing children in the waiting room to ensure safety, minimise disruption, and support a welcoming, child-friendly environment for all visitors.

2. Scope

This policy applies to all clients, families, visitors, clinicians, and administrative staff at Joyful Journey Occupational Therapy.

3. Policy Statement

Joyful Journey OT strives to create a warm and inclusive space for children and families. While our waiting area is designed to be family-friendly, children must remain under the supervision of a parent or guardian at all times. Our team is not responsible for supervising children in the waiting area.

4. Guidelines

4.1 Supervision Expectations

• Children in the waiting room must be accompanied and supervised by a responsible adult.

• Staff, including clinicians and admin, are not responsible to supervise children under any circumstance, even briefly.

• Siblings of clients are welcome in the waiting area, provided they can be appropriately supervised.

4.2 Safety Considerations

• The waiting room is not a child-proofed or enclosed play space and may include potential hazards (e.g., doorways, furniture edges, entry to carpark areas).

• Caregivers are responsible for ensuring that children:

  • Do not climb on furniture

  • Do not leave the waiting area unattended

  • Use toys and equipment appropriately

  • Do not disturb other families, clinicians, or sessions in progress

4.3 Use of Toys and Books

• Limited toys, books, and sensory items may be available in the waiting room. These are:

  • To be shared respectfully

  • Cleaned and rotated regularly

  • Not to be taken home unless explicitly given as part of a therapy program

• Families are welcome to bring personal toys or activities for children while they wait.

4.4 Unattended Children

• If a child is found unattended in the waiting room, the admin team will attempt to locate the responsible adult immediately.

• If safety is at risk and a parent or guardian cannot be found, staff will escalate (e.g., contacting the client’s emergency contact, seeking assistance from a senior staff member).

5. Clinician Considerations

• Clinicians may discuss concerns with families if a child’s behaviour in the waiting room poses a safety risk or causes significant disruption.

6. Communication with Families

• This policy is shared at onboarding and included in the New Client Welcome Pack.

• Clear signage is displayed in the waiting area.

• Reminders may be provided gently by admin staff if supervision concerns arise.

7. Review

This policy will be reviewed annually or as required in response to safety incidents, environmental changes, or staff feedback.

Joyful Journey Occupational Therapy (JJOT)
Policy: Child Safety and Wellbeing Policy
Effective Date: 09/05/2025
Next Review: Annually

1. Policy Statement

Joyful Journey OT is committed to promoting the safety, wellbeing, and inclusion of all children and young people. We have zero tolerance for child abuse or neglect and actively work to uphold children's rights to feel safe, be respected, and have a voice in their care.

2. Scope

This policy applies to all JJOT employees, students, contractors, volunteers, and anyone engaged in service delivery with or around children and young people.

3. Our Commitment to Child Safety

At JJOT, we:
✅ Prioritise the physical and emotional safety of children in all environments
✅ Embed child safety into daily practice and decision-making
✅ Uphold the United Nations Convention on the Rights of the Child
✅ Promote child voice and agency in therapy and service planning
✅ Ensure staff are trained in recognising and responding to harm

4. Child Safe Culture

We actively build a culture of child safety by:

• Embedding child-safe language in our documents, spaces, and sessions

• Encouraging children and families to speak up

• Creating inclusive, welcoming environments for all children

• Modelling respectful, developmentally appropriate boundaries

5. Roles and Responsibilities

All Staff and Contractors Must:

• Comply with this policy and mandatory reporting obligations

• Complete child safety training at induction and annually

• Report concerns promptly following JJOT’s Mandatory Reporting Flowchart

• Create physically and emotionally safe spaces

• Record and document concerns professionally and sensitively
  
  

Management Will:

• Maintain up-to-date screening (e.g. WWCC) and training records

• Respond to all allegations and concerns with transparency

• Review risks and incidents to strengthen child safety measures

6. Recruitment and Screening

We are committed to child-safe recruitment by:

• Requiring Working with Children Checks (WWCC) and referee checks

• Including child safety and values-alignment in interviews

• Requiring completion of child safety training before unsupervised work with children

7. Inclusion and Diversity

JJOT is committed to:

• Supporting the safety of Aboriginal and Torres Strait Islander children

• Embracing children from culturally and linguistically diverse backgrounds

• Promoting the participation and dignity of children with disability

• Respecting gender identity, sexuality, and family structure

8. Empowering Children and Families

We:

• Use developmentally appropriate communication tools to explain rights, boundaries, and consent

• Seek feedback from children and families through surveys and informal check-ins

• Encourage children to share their goals and preferences in sessions

• Support carers to be involved in a way that upholds the child’s best interests

9. Responding to Concerns

All staff must follow JJOT’s Mandatory Reporting Flowchart when:

• They suspect a child is at risk of harm

• A child discloses abuse, neglect, or unsafe behaviour

• They observe concerning behaviour from another adult, child, or staff member

Reports are to be made in accordance with state legislation (e.g., to Child Protection, NDIS Commission, or Police). Documentation must be recorded in an Incident Report, on Splose using the Child Concern Record Template and escalated to management immediately.

10. Risk Management

JJOT proactively identifies and mitigates risks to children by:

• Completing risk assessments for new environments (e.g., home visits)

• Supervising interactions in shared or community settings

• Ensuring clinicians are never alone in enclosed spaces without parent knowledge

• Reviewing incidents and near misses in the WHS Risk Register

11. Staff Code of Conduct

JJOT’s Child Safety Code of Conduct prohibits:

• Inappropriate physical contact or isolation

• Gift-giving, secret-keeping, or favouritism

• Personal relationships outside the therapeutic context

• Communication with clients via social media or private messaging

12. Policy Review and Continuous Improvement

This policy will be reviewed:

• Every 12 months

• After any child safety incident or concern

• With input from staff and families where appropriate

13. Related Documents and Tools

• Mandatory Reporting Flowchart

• Child Concern Record Template

• Code of Conduct

• Confidentiality Policy

• Risk Management Policy

• Complaints Management Policy and Procedure

• Incident & Allegation Response Procedure

Joyful Journey Occupational Therapy (JJOT)

Polciy: Clinical Documentation Policy
Effective Date: 09/05/2025
Next Review Date: Annually

1. Purpose

This policy ensures all clinical documentation at JJOT is timely, accurate, ethical, and compliant with legal, professional, and funding body requirements. It promotes quality care, continuity of service, and accountability.

2. Scope

This policy applies to all occupational therapists, students, and allied health assistants under JJOT who are involved in documenting client care, including clinical notes, reports, letters, assessments, and communication logs.

3. Guiding Principles

All clinical documentation must be:
✅ Accurate
✅ Objective and professional in tone
✅ Timely and up to date
✅ Clear, concise, and client-centred
✅ Compliant with privacy and consent requirements
✅ Stored securely and only in JJOT-approved systems (e.g. Splose)

4. Types of Clinical Documentation

JJOT clinicians are expected to complete documentation such as:

• Initial and review assessments

• Session notes/progress notes

• Therapy plans and goal reviews

• Support letters (e.g., for NDIS, schools, GPs)

• Reports (e.g., functional capacity, sensory, NDIS EOP reports)

• Risk assessments or incident reports

• Communication logs (emails, phone calls with stakeholders)

5. Progress Note Requirements

Each clinical contact must be documented with a progress note, including:

• Date and time of session

• Location (e.g., clinic, school, telehealth, home)

• Participants present

• Session summary: goals targeted, activities used, observations, outcomes

• Clinical reasoning and next steps

• Any risks, incidents, or safeguarding concerns

• Signature and designation (e.g., Hannah Lees, OT)

Progress Note Timelines:

• Must be completed within 48 hours of the session

• Late entries must be clearly dated and marked as a “late entry”

6. Reports and Letters

Reports and letters must:

• Be written in clear, respectful language

• Include date, author, and role

• State the purpose, client background, assessments used, findings, and recommendations

• Be submitted for internal review if clinically or legally complex (see “Senior OT Review” section)

• Be uploaded to Splose and shared with stakeholders per consent

7. Storage & Security

• All clinical notes and reports must be documented in Splose, JJOT’s practice management system

• Paper notes (if temporarily used) must be scanned and uploaded, then securely shredded

• No client information may be stored on personal devices, USBs, or unauthorised platforms

8. Record Retention

In line with Australian standards, JJOT will retain client records for:

• Children: Until the child turns 25

• Adults: 7 years after the last client contact
  Records will then be securely archived and destroyed following our Archiving Procedure.

9. Privacy and Consent

• All documentation must reflect only information the client or guardian has consented to share

• If including sensitive or third-party information (e.g., school observations), note the source clearly and ensure permissions are in place

• Clients have the right to request access to their documentation under the Privacy Act 1988 (Cth)

10. Clinical Review and Audit

• Random clinical documentation audits will occur quarterly

• The Director or Senior OT will provide feedback and offer support where improvements are needed

• Clinicians are encouraged to seek peer or supervisor review for complex reports

11. Breach or Non-Compliance

Failure to adhere to this policy may result in:

• Documentation revision requirements

• Additional supervision

• Performance management or disciplinary action where appropriate

12. Related Policies and Resources

• Confidentiality Policy

• Supervision Policy

• OTA Code of Conduct

• AHPRA Guidelines on Clinical Records

Joyful Journey Occupational Therapy
Policy & Procedure: Clinician Self-Care & Burnout Prevention Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines Joyful Journey OT’s commitment to promoting clinician wellbeing, preventing burnout, and fostering a sustainable, reflective, and compassionate work environment. It provides guidelines for proactive and responsive strategies to support staff mental health and job satisfaction.

2. Scope

This policy applies to all clinicians employed or contracted by Joyful Journey OT, including occupational therapists, therapy assistants, students on placement, and any staff providing direct client care.

3. Policy Statement

Joyful Journey OT recognises the emotionally demanding nature of working in paediatric and mental health therapy, particularly in a trauma-informed, neurodiversity-affirming practice. We are committed to creating a workplace culture that values personal wellbeing as essential to ethical, high-quality care.

Burnout prevention is a shared responsibility between individual clinicians and the organisation. We strive to provide structural, cultural, and interpersonal supports to enable clinicians to thrive.

4. Guiding Principles

• Prevention-first approach: Addressing workplace stressors early reduces the risk of burnout.

• Psychological safety: Clinicians are encouraged to speak openly about stress, fatigue, and wellbeing.

• Individual differences: Wellbeing strategies are flexible and tailored.

• Shared responsibility: Leadership, teams, and individuals all contribute to a supportive culture.

• Sustainability over heroism: Working sustainably is more valuable than pushing through at the expense of wellbeing.

5. Organisational Commitments to Clinician Wellbeing

5.1 Support Structures

• Access to regular in-house supervision (minimum monthly, or more often if desired).

• Availability of external supervision or counselling (reimbursed or subsidised when needed).

• Scheduled wellbeing check-ins with the Director or Senior OT.

• Team debriefs after high-intensity cases or incidents.

5.2 Workload Management

• Monitoring of client loads and non-billable time.

• Encouragement to take clinical pause weeks or lower-load periods when needed.

• Protected time for planning, documentation, and professional development.

• Processes in place to request adjustments to caseloads, days worked, or session types.

5.3 Culture & Communication

• Open-door policy with leadership.

• Regular team meetings to promote connection and shared problem-solving.

• Promotion of boundary setting (e.g., not replying to emails or working outside work hours).

• Encouragement to take annual leave and mental health days.

• Encouragement to finalise work at the clinic before returning home within work hours to support work-life balance and separation. 

6. Individual Clinician Responsibilities

Clinicians are encouraged to:

• Monitor their own stress levels and energy patterns.

• Seek support early—from peers, supervisors, or management.

• Maintain clear work-life boundaries (e.g., no client notes at night).

• Practice personal self-care routines (e.g., rest, exercise, therapy).

• Use supervision to reflect on emotional and professional challenges.

• Be honest about capacity and avoid overcommitting.

7. Burnout Warning Signs

Clinicians or supervisors noticing the following are encouraged to initiate support conversations:

• Persistent fatigue or sleep disruption

• Irritability, disconnection, or reduced empathy

• Dread about certain clients or days

• Avoidance of tasks (e.g., note writing)

• Increased errors or reduced satisfaction with work

• Withdrawal from colleagues or supervision

8. Responsive Actions

If burnout is suspected or reported, leadership may:

• Offer an adjusted caseload or temporary change in duties

• Arrange additional supervision or peer support

• Encourage use of personal leave or other external supports

• Conduct a wellbeing planning meeting

• Document agreed supports and monitor progress

9. Confidentiality

Discussions related to mental health and burnout are treated with sensitivity and respect. Information shared will be confidential unless there is a risk to safety or a need for collaborative problem-solving with consent.

10. Review

This policy will be reviewed annually and after any significant wellbeing incident or staff feedback indicating policy improvement is required.

Joyful Journey Occupational Therapy
Policy & Procedure: Clinician Time Management Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines expectations and supports for effective time management among clinicians at Joyful Journey OT. It ensures clinicians can manage client care, administrative duties, professional development, and wellbeing within paid working hours.

2. Scope

This policy applies to all clinicians employed or contracted by Joyful Journey OT, including occupational therapists, therapy assistants, and students on placement.

3. Policy Statement

Joyful Journey OT is committed to helping clinicians work sustainably, within their rostered hours, and with adequate time for all aspects of their role. The organisation supports proactive time management, realistic scheduling, and clear communication to ensure work-life balance and prevent burnout.

4. Key Principles

• Workload should be achievable within paid hours, including client sessions, documentation, planning, and other responsibilities.

• Sustainability over productivity: Quality care and clinician wellbeing are prioritised over excessive output.

• Protected time is necessary for tasks beyond client-facing hours.

• Regular reflection and adjustment of schedules is encouraged.

5. Clinician Responsibilities

Clinicians are expected to:

• Schedule non-billable tasks such as report writing, excessive planning beyond time spent in their 10-minute allocated note writing time, and additional admin into their calendars.

• Allow buffer time between appointments (e.g. 10–15 minutes) for transition and documentation.

• Communicate with the Practice Manager or Senior OT if workload consistently exceeds capacity.

• Use time-tracking (e.g., within Splose or Outlook Calendar) to ensure accurate representation of time use.

• Avoid taking work home, particularly clinical notes, unless specifically arranged for flexibility.

• Prioritise tasks using workload triaging strategies (e.g. “Must do, Should do, Could do”) and using Asana to track workload tasks.

6. Organisational Supports

Joyful Journey OT supports clinician time management by:

• Scheduling realistic client loads that account for non-face-to-face time (e.g. 10 minutes of planning/prep per session).

• Allowing clinicians to block off calendar time for:

  • Report writing

  • Session preparation

  • Resource development

  • Supervision and professional development

  • Team and client liaison tasks

• Providing access to time management resources, templates, and coaching in supervision.

• Allowing flexibility in consulting days or session formats where needed.

• Regularly reviewing workload equity across the team.

7. Adjustments & Escalation

If a clinician is:

• Consistently working overtime

• Falling behind on documentation

• Feeling rushed or unable to complete tasks adequately

They are encouraged to:

• Raise this in supervision or a wellbeing check-in

• Work with the  Director and/or Practice Manager to identify scheduling changes, resource needs, or delegation options

• Adjust caseload where necessary to protect clinician health and service quality

8. Scheduling Guidelines (Example Benchmarks)

• Standard session (45-50 mins) + note writing + planning = 65-70 mins total

• Supervision: 1–2 hrs/fortnight

• Documentation ~10 mins per client contact (accounted for within the session block)

• Admin/liaison tasks: ~5–10% of weekly hours

• PD/reflective practice: ~3–5% of weekly hours

Note: These are flexible estimates; actual needs may vary by clinician role and client complexity.

9. Review and Continuous Improvement

This policy will be reviewed annually and may be updated in response to:

• Clinician feedback

• Audits of time-tracking data

• Changes in service models or caseloads

• Incidents of overtime-related stress or burnout

Joyful Journey Occupational Therapy
Policy: Dealing with Aggressive and Unsafe Clients
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines how Joyful Journey OT (JJOT) staff respond to actual or threatened aggression, unsafe behaviours, or violence from clients, family members, or others present during service delivery. The goal is to protect staff and client safety while maintaining ethical, trauma-informed practice.

2. Scope

This policy applies to all JJOT clinicians, admin staff, and contractors in any service setting—clinic, community, telehealth, or home visits.

3. Definitions

• Aggressive Behaviour: Verbal abuse, threats, shouting, intimidation, or hostile behaviour.

• Unsafe Behaviour: Any conduct that places the client, clinician, or others at risk (e.g. physical aggression, absconding, damage to property).

• Violence: Actual physical harm or clearly threatening physical conduct.

• Escalation Plan: A pre-agreed behaviour support or safety plan in place for known risks.

4. Guiding Principles

JJOT is committed to:
✅ Trauma-informed and neurodiversity-affirming practice
✅ De-escalation wherever safe and possible
✅ Zero tolerance for abuse, threats, or violence toward staff
✅ Upholding the dignity of all clients and families

5. Prevention Strategies

• Build strong, respectful rapport with clients and families

• Use collaborative goal setting and clear boundaries

• Review behaviour support plans for clients with known safety risks

• Home Vist Risk Assessments

• Clinicians should assess the risk of escalation before home or community visits, and modify the environment or bring a second team member if required

6. Responding to Aggression or Unsafe Behaviour

• Risk Level: Low

• Examples: Raised voice, mild frustration

• Immediate Action: Stay calm, redirect, set clear expectations

• Risk Level: Moderate

• Examples: Repeated yelling, verbal threats, throwing items

• Immediate Action: End session if needed; call for backup; report incident

• Risk Level: High

• Examples: Physical aggression, threats of harm, unsafe home environment

• Immediate Action: Leave or call 000; prioritise safety; report to Director and log incident

7. In the Event of Immediate Danger

If you or another person is at risk:

• Remove yourself safely from the situation

• Call 000 if needed

• Notify Practice Manager or Director as soon as safe to do so

• Do not attempt to physically restrain a client or intervene unless trained and absolutely necessary

8. Post-Incident Actions

• Complete an Incident Report Google Forms

• Notify relevant team leaders within 24 hours

• Notify family (if not present) and discuss safety planning

• Review any behaviour support or safety plan

• Debrief with supervisor or team

• Seek psychological support if affected

9. Ongoing Risk Management

For clients with repeated unsafe behaviour:

• Schedule a case review with Senior OT or Director

• Consider adjustments to service model (e.g. joint sessions, telehealth, temporary pause)

• In some cases, JJOT may suspend or terminate services if safety cannot be assured, following a formal review and notification process

10. Staff Responsibilities

All team members must:

• Follow this policy when risk is identified

• Report all incidents or near misses promptly

• Never tolerate abuse or unsafe behaviour

• Seek support and supervision when affected by an incident

11. Related Policies

• Child Safety and Wellbeing Policy

• Incident & Risk Management Policy

• Lone Worker Safety Policy

• Clinician Wellbeing & Supervision Policy

Effective Date: 12/09/2025
Next Review: Annually

1. Policy Statement

Joyful Journey OT (JJOT) is committed to creating a safe, inclusive, and respectful workplace for all staff, clients, and stakeholders. We have zero tolerance for discrimination, harassment, or bullying and actively promote equal opportunity for everyone.

2. Scope

This policy applies to all JJOT employees, students, contractors, volunteers, and anyone engaged in service delivery or workplace activities.

3. Our Commitment

At JJOT, we:

• Promote a culture of respect, fairness, and inclusion

• Ensure all decisions (employment, promotion, training) are based on merit

• Provide a workplace free from unlawful discrimination, harassment, and bullying

• Encourage staff and clients to raise concerns without fear of reprisal

4. Equal Opportunity and Inclusion

We actively:

• Support diversity in culture, language, gender, sexuality, family structure, and disability

• Make reasonable adjustments for staff and clients with additional needs

• Promote dignity and participation in all interactions and decision-making

5. Roles and Responsibilities

All Staff and Contractors Must:

• Comply with this policy

• Speak up and report incidents of discrimination, harassment, or bullying

• Maintain respectful and inclusive behaviour

Management Will:

• Investigate all reports promptly and fairly

• Maintain confidentiality

• Take appropriate action to resolve incidents and prevent recurrence

6. Recruitment and Screening

We ensure fair recruitment by:

• Applying consistent selection criteria based on skills and merit

• Considering inclusion and diversity in hiring decisions

• Conducting referee checks and screening as required

7. Responding to Concerns

Staff must report concerns following JJOT’s Grievance & Complaints Policy. Reports may be submitted verbally or in writing and will be handled confidentially, promptly, and fairly.

8. Policy Review and Continuous Improvement

This policy will be reviewed annually, after any incident, or as needed with input from staff and stakeholders.

9. Related Documents

• Code of Conduct

• Grievance & Complaints Policy

• WHS Risk Register

• Confidentiality Policy

Joyful Journey Occupational Therapy (JJOT)
Policy: Equipment Cleaning & Safety Policy
Effective Date: 09/05/2025
Next Review: Annually

1. Purpose

This policy outlines JJOT’s procedures for ensuring therapy equipment, resources, and tools are cleaned, maintained, and stored safely to protect the health, safety, and wellbeing of our clients, staff, and community.

2. Scope

This policy applies to all JJOT clinicians, students, and support staff who transport, use, or store therapy equipment and resources across all service settings (e.g. clinic, home, school, community).

3. Key Principles

• Safety First: Equipment must be used and stored in a way that does not pose harm or risk.

• Hygiene-Focused: Items are regularly cleaned to reduce infection transmission.

• Developmentally Appropriate: Resources must be age- and ability-appropriate.

• Dignity-Preserving: Equipment used with clients is clean, well-kept, and respectful.

4. Cleaning Protocols

4.1 General Cleaning

Item Type: Hard toys (e.g., blocks, tools)

Cleaning Frequency: After each use

Recommended Method: Disinfectant wipe or soapy water & dry thoroughly depending on use in session

Item Type:Soft items (e.g., plush, fabric)

Cleaning Frequency: Weekly or if soiled

Recommended Method: Machine washable or remove from rotation

Item Type:Sensory toys/tools (e.g., putty)

Cleaning Frequency:Replace regularly

Recommended Method: Dispose if visibly dirty, sticky, or degraded

Item Type:Writing & craft tools

Cleaning Frequency: After session

Recommended Method: Wipe with disinfectant cloth

Item Type: Assessment tools

Cleaning Frequency: After each client

Recommended Method: As per publisher guidelines and infection control

Item Type: Electronic devices (e.g., iPad)

Cleaning Frequency: Daily or after use

Recommended Method: Alcohol wipe avoiding ports and screens

4.2 Infection Control Measures

• Clean hands before and after every session.

• Disinfect high-touch equipment between clients.

• Use gloves when cleaning items visibly soiled with bodily fluids.

• Avoid shared food/play materials unless cleaned between clients.

• Carry cleaning supplies in mobile kits (e.g., wipes, hand sanitiser, gloves).

5. Equipment Safety & Maintenance

Requirement: Regularly check for damage/wear

Responsibility: Clinician using the item

Requirement: Remove unsafe/broken items immediately

Responsibility: Clinician

Requirement: Report significant safety concerns

Responsibility: Notify Practice Manager

Requirement: Keep assessments in secure containers

Responsibility: Clinician

Requirement: Electrical items PAT tested annually

Responsibility: Admin / Practice Manager

Requirement: Follow safety ratings (e.g. choking hazard warnings)

Responsibility: Clinician

6. Storage and Transport

• Equipment is transported in clean, secure tubs or bags.

• Sharp, heavy, or messy items are stored separately.

• Items are stored out of children’s reach when not supervised.

• Trunk/boot kits are cleaned out and reorganised weekly.

• School/home-based items are labelled and stored with consent if left on site.

7. Documentation and Audits

• Admin team may complete periodic equipment safety audits.

• Outdated or damaged items are to be removed.

8. Review and Continuous Improvement

This policy is reviewed annually or:

• After any infection control concern or outbreak

• Following an incident involving unsafe equipment

• In line with updates to health guidelines or NDIS requirements

Joyful Journey Occupational Therapy
Policy: Expectations and Booking of In-House Supervision
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey Occupational Therapy
Review Date: Annually

1. Purpose

To outline the expectations, responsibilities, and booking procedures for in-house clinical supervision at Joyful Journey Occupational Therapy (JJOT), supporting reflective practice, professional growth, and delivery of safe, evidence-based care.

2. Scope

This policy applies to all JJOT clinicians across all levels of experience. It aligns with AHPRA, OTA, and NDIS supervision guidelines.

3. Guiding Principles

• Growth-Oriented: Supervision supports clinical confidence, reflective practice, and lifelong learning

• Structured & Accessible: Supervision occurs regularly and is easy to book and prepare for

• Responsive: Sessions are tailored to developmental stage, caseload, and individual learning goals

• Safe & Respectful: All participants contribute to a psychologically safe environment for learning

• Documented: Supervision is planned, recorded, and aligned with registration requirements

4. Supervision Expectations

• New Graduate / Level 1

• Weekly (min. 1 hr)

• Individual, face-to-face or online

• Level 2 or Early-Career

• Fortnightly (min. 1 hr)

• Individual or peer-based

• Level 3+ / Senior OT

• Monthly or as negotiated

• Peer, leadership, or reflective supervision

• Additional supervision is encouraged for complex cases, clinical skill development, or wellbeing support.

• Group supervision or case conferencing may be offered periodically and counts toward supervision hours.

5. Booking Procedures

• Standard Booking

  • Book supervision via the Splose calendar with an additional Teams message to confirm the time and a meeting link is required.

  • Clinicians are responsible for ensuring they meet their supervision frequency requirements.

• Cancelling or Rescheduling

  • Where possible and practical, cancelled or missed sessions should be rescheduled within the same week for New Grad/Level 1 OT’s and within the same fortnight for Level 2 OT’s. Rebooking for Level 3 OT’s is to be negotiated between the mentee and mentor as applicable.

• Emergency or On-the-Fly Supervision

  • Clinicians may request brief or urgent check-ins with the Senior OT or Clinical Lead as needed.

  • These do not replace formal supervision but may address immediate concerns.

6. Supervisor/Mentor and Supervisee/Mentee Responsibilities

Supervisee/Mentee Must:

✅ Come prepared with a reflection or focus area
✅ Submit any pre-readings or agenda items in advance
✅ Complete brief documentation or supervision record post-session
✅ Engage openly and respectfully

Supervisor/Mentor Must:

✅ Create a safe, non-judgemental space
✅ Tailor support to the clinician’s developmental level
✅ Provide clear, constructive feedback
✅ Maintain records of supervision in line with AHPRA/NDIS guidelines

7. Documentation

• Each supervision session must be documented in the JJOT Supervision Agenda Template (template provided).

• Records must include date, duration, focus, actions, and signatures.

• Supervision documentation may be audited during registration, audits, or internal reviews.

8. Confidentiality & Escalation

• Supervision is confidential unless issues arise involving:

  • Risk to client safety

  • Risk to clinician safety

  • Legal or ethical breaches

• In such cases, issues will be escalated to the Practice Manager or Director per JJOT’s clinical governance framework.

9. Performance & Professional Development Link

• Insights from supervision contribute to each clinician’s annual performance review.

• Supervision also informs CPD planning, skill development, and readiness for progression.

10. Policy Review

This policy will be reviewed annually or when supervision structures change. Clinicians will be consulted as part of any major revisions.

Joyful Journey Occupational Therapy
Policy & Procedure: Group Development and Roll-Out Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines the process for designing, approving, marketing, and delivering group therapy programs at Joyful Journey OT. It ensures that all groups align with the clinic’s values, meet therapeutic goals, and maintain safety, inclusivity, and clinical rigour.

2. Scope

This policy applies to all Joyful Journey OT staff involved in proposing, planning, or running therapy groups, including OTs, therapy assistants, and students under supervision.

3. Policy Statement

Joyful Journey OT encourages innovative, evidence-informed group programs that enhance client outcomes and community engagement. All groups must be approved by the Director or Senior OT and follow a consistent framework for planning, documentation, and evaluation.

4. Group Program Criteria

All group programs must:

• Be grounded in evidence-based or best-practice approaches

• Target clearly defined therapeutic goals aligned with participant needs

• Reflect Joyful Journey OT’s values

• Include measurable outcomes

• Be safe, accessible, and respectful of participants' physical, emotional, and sensory needs

5. Group Development Procedure

Step 1: Proposal

• Submit a Group Program Proposal to the Director or Senior OT including:

  • Group name, objectives, and target population

  • Clinical rationale and research base

  • Session structure and number of sessions

  • Required resources (venue, equipment, staff)

  • Risk considerations (e.g. sensory overload, peer conflict)

  • Cost per participant and staff time involved

Step 2: Review and Approval

• Director or Senior OT reviews the proposal and:

  • Provides feedback and suggestions

  • Approves, declines, or requests revisions

  • Assesses resource and staffing feasibility

Step 3: Program Planning

• Develop a detailed Session Outline or Facilitator Manual

• Create risk assessments, group rules, and parent info packs

• Plan and schedule sessions around staff capacity and room availability

• Determine cancellation and make-up policies in line with already established cancellation policies at Joyful Journey OT

• Submit marketing text/images for approval before distribution

Step 4: Marketing & Enrolment

• Admin and/or marketing lead promotes the group via:

  • Website, social media, email campaigns, and in-clinic signage

• Interested clients complete a Group Expression of Interest Form

• Clinical team screens and confirms client suitability

• Families are issued service agreements, consent forms, and payment info

6. Group Delivery Requirements

Each group must:

• Have two facilitators present where possible (clinician and assistant or student)

• Include brief pre- and post-group check-ins for co-regulation and planning

• Use inclusive, neurodiversity-affirming practices

• Collect feedback from participants and families

• Use outcome measures if relevant (e.g. pre/post self-regulation scale, parent goals)

7. Documentation

Facilitators must:

• Complete session notes that are collated and saved in each participant’s Splose file at the end of the group term

• Record attendance and incidents

• Upload group plans and reflections to the shared drive

• Submit a group summary report at the end of the program to each participant

8. Evaluation and Improvement

Following each group block:

• A group debrief is held in supervision or team meetings

• Parent and participant feedback is reviewed

• Adjustments are made to improve future delivery

• Programs may be archived, revised, or repeated as appropriate

9. Roles & Responsibilities

• Clinician: Propose and deliver group, screen participants, document care

• Senior OT / Director: Approve programs, supervise planning, ensure quality

• Admin Team: Support enrolment, billing, room booking, and communication

• Therapy Assistants/Students: Assist with delivery and setup, document tasks as directed

10. Review

This policy will be reviewed annually or when introducing a major new group service stream.

Joyful Journey Occupational Therapy
Policy & Procedure: Injury & Incident Reporting Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines procedures for responding to and documenting any injury, near-miss, or critical incident involving staff, clients, or visitors at Joyful Journey OT. It ensures compliance with work health and safety (WHS) obligations and fosters a proactive safety culture.

2. Scope

This policy applies to all staff, contractors, students, and visitors at Joyful Journey OT. It includes physical injuries, behavioural incidents, property damage, safety hazards, and critical client events.

3. Definitions

• Injury: Any physical harm sustained by a person on-site or during OT service delivery.

• Incident: Any unplanned event that results in, or has the potential to result in, harm, damage, or disruption.

• Near Miss: An event that could have led to an injury or incident but did not.

• Critical Incident: A serious incident that involves risk to life, emergency response, or notifiable harm to a child or vulnerable person.

4. Reporting Responsibilities

All staff must:

• Respond immediately to ensure the safety of those involved

• Notify the most senior staff member present

• Complete an Staff Incident Report Form on the same day, or within 24 hours

• Escalate any serious incidents to the Practice Manager or Director immediately

5. Immediate Actions

In the event of an injury or incident:

1. Ensure Safety – Attend to any injury or hazard and remove others from harm.

2. First Aid – Apply first aid if trained and required.

3. Seek Medical Attention – Call emergency services (000) if needed.

4. Inform Leadership – Notify the Practice Manager or Director as soon as possible.

5. Document the Incident – Complete the Incident Report Form and send to the Director or Practice Manager. The Director or Practice Manager will save the report in a dedicated incident folder.

6. Incident Report Form

The form must include:

• Date, time, and location of incident

• People involved or affected

• Description of the incident and any injury

• Action taken at the time

• Recommendations for future prevention

• Name of staff member completing the report

Forms are stored securely and confidentially, in line with privacy legislation.

7. Follow-Up and Review

• All reports are reviewed by the Director and/or Practice Manager.

• Appropriate follow-up may include:

  • Communication with affected individuals/families

  • Adjustments to policies, environments, or practices

  • Staff debrief or supervision

  • Mandatory notifications to external agencies (e.g., NDIS Commission, SafeWork)

• Incidents are discussed anonymously in team meetings where learning may benefit the team.

8. Notifiable Incidents

Some incidents must be reported to external authorities. These may include:

• Serious client injuries

• Allegations of abuse or neglect

• Dangerous workplace hazards

• Significant behavioural incidents or client disclosures

The Director is responsible for determining and completing mandatory notifications.

9. Confidentiality

Incident reports are confidential and only accessible to authorised personnel. Individuals involved are treated with respect, privacy, and support throughout the process.

10. Training and Induction

All staff receive training on incident response and reporting as part of onboarding. Regular refreshers and WHS updates are provided annually or as required.

11. Review

This policy is reviewed annually and after any critical incident to ensure best practice and compliance.

Joyful Journey Occupational Therapy
Policy: Team Member Leave (Planned & Unplanned)
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey Occupational Therapy
Review Date: Annually

1. Purpose

To outline the procedures for requesting, approving, and managing clinician leave at Joyful Journey Occupational Therapy (JJOT), balancing staff wellbeing with client care and operational needs.

2. Scope

This policy applies to all clinical team members, including employees and contractors, taking any form of leave (paid or unpaid), including annual, sick, personal, parental, study, or long service leave.

3. Guiding Principles

• Prioritise clinician wellbeing and work-life balance

• Maintain consistent, high-quality care for clients

• Ensure transparent planning and communication

• Comply with the Fair Work Act, Victorian Government Employment Regulations, WorkSafe Victoria, NES, and relevant contracts

4. Types of Leave

• Annual Leave

  • Paid leave for rest and recreation

  • Full-time Employees: Full-time employees are entitled to 4 weeks of paid annual leave per year of service. This entitlement accrues progressively, meaning that employees earn a portion of their leave for each completed month of work.

  • Part-time Employees: Part-time employees are entitled to 4 weeks of annual leave, pro-rated based on their hours worked.

  • Casual Employees: Casual employees do not accrue annual leave. However, they are entitled to a casual loading of 25% on their hourly rate to compensate for not receiving paid leave.

• Personal/Carer’s Leave

  • Paid leave when unwell or injured

  • Paid leave to care for a family/household member

  • Full-time and Part-time Employees: Employees are entitled to 10 days of paid personal/carer’s leave per year. This leave accrues progressively and carries over from year to year.

  • Casual Employees: Casual employees are not entitled to paid personal/carer’s leave.

• Parental Leave

  • Unpaid/paid leave for birth or adoption of a child

  • Employees are entitled to unpaid parental leave under the Fair Work Act after 12 months of continuous service.

  • Parental leave can be taken for the birth or adoption of a child and must be taken in one continuous period (though split periods may be allowed with agreement).

  • Employees may be eligible for Government Paid Parental Leave through the Australian Government, which is separate from employer-provided leave.

• Compassionate Leave

  • Paid leave for death/serious illness in family

  • Employees are entitled to 2 days of paid compassionate leave per occasion. This leave can be taken in the event of the death or serious illness of a close family member (e.g., parent, child, spouse, sibling, or other close relatives).

• Study/PD Leave

  • Time off for training or study (approved case-by-case)

  • May be granted upon request and approval by the Director

• Long Service Leave

  • After 7–10 years, in line with state legislation

  • Long Service Leave is provided to employees who have worked for the business for 7 years or more. The entitlement is generally 13 weeks of paid leave after 10 years of continuous service, pro-rated for those with 7 or more years of service.

  • Employees can take long service leave after 7 years of service, and it must be taken within a reasonable time frame as outlined by state regulations.

• Unpaid Leave

  • May be granted upon request and approval subject to other leave types being exhausted.

  • Requests for leave without pay will be considered in extenuating circumstances on a case-by-case basis and must be approved by the Director.

• WorkCover (Workers’ Compensation Leave)

  • In the event of an injury or illness sustained while at work, employees are entitled to workers' compensation under WorkSafe Victoria.

  • Employees who are injured at work are entitled to medical treatment and wage replacement if they cannot work.

  • Employees are entitled to paid leave for the duration of their recovery if the injury is covered by WorkSafe Victoria. However, this leave is often paid at a rate less than the employee’s normal salary, as outlined in the WorkSafe guidelines.

  • Reporting an Injury:

    • Any work-related injury or illness must be reported immediately to management and documented for WorkCover claims purposes.

    • Employees must follow all workplace health and safety protocols and complete any necessary forms for reporting incidents.

5. Planned Leave Process

• Request Procedure

  1. Submit planned leave via Quickbooks/Employee Hero at least 6 weeks in advance.

  2. Include proposed dates and type of leave.

  3. Discuss with the Director or mentor during supervision if relevant.

• Approval Process

• Leave is reviewed by the Practice Manager and approved by the Director (or delegate).

• Approval is based on:

  • Client coverage

  • Team availability

  • Clinical and operational needs

Preparing for Leave

Once approved, clinicians must:

• • Notify clients at least 1-2 weeks in advance. This can be done in collaboration with reception and clinicians must keep receptionists updated on client's knowledge of their leave. 

  • Arrange session rescheduling or temporary therapist coverage if possible.

  • Ensure all notes, reports, and handovers are up to date

  • Set out-of-office notifications and update the team re. availability

  • Notify admin of any sessions needing cancellation or flagging in calendar

6. Unplanned Leave (e.g. Sick or Emergency)

• Notification

  1. Notify the Director and admin team as soon as possible, ideally before 8:30am.

  2. Use phone or text for urgent notice, followed by written confirmation.

• Immediate Action

• Admin will notify clients and cancel/reschedule appointments.

• Clinician to apply for carers leave/sick leave on Employment Hero as soon as possible, ideally before 5:30pm.

• Medical certificate required after 2 or more consecutive sick days and immediately preceding and following public holidays (or earlier if requested).

6a. Hybrid Unplanned Leave

• To allow for flexibility for employees, Joyful Journey Occupational Therapy offers hybrid leave as an option for sick leave days. 

• This allows clinicians to complete 1:1 therapy services (e.g. telehealth sessions, client phone calls etc.) from home.

• For hours worked (where revenue was generated), the clinician is not required to take sick leave. 

• For all hours where a revenue from 1:1 therapy services was not generated (i.e. clients declined a telehealth service or no client was scheduled in that time), the clinician is required to apply for sick leave. 

• Clinicians are expected to rest and not be active/available online during non-face-to-face time. Time not spent generating revenue is expected to be taken as sick leave. Non-face-to-face billables are expected to be left to be completed during a non-hybrid/sick leave work day. 

7. Extended Leave (e.g. parental, long service, study)

• Discuss with the Director at least 3 months in advance if possible.

• A formal handover plan must be developed for:

  • Client transitions

  • Team communication

  • Case summaries and documentation

• For parental leave: refer also to JJOT’s separate Parental Leave Policy.

8. Caseload Management During Leave

• JJOT aims to minimise disruption by:

  • Offering clients the choice to pause or see another therapist

  • Providing warm handovers and joint sessions when possible

  • Documenting key clinical strategies and client preferences in therapy plans

  • Prioritising continuity for high-risk or vulnerable clients

9. Leave Calendar & Planning

• A shared leave calendar is maintained by leadership to track planned absences.

• Clinicians are encouraged to plan annual leave early in the year to support equitable distribution and coverage.

10. Responsibility Overview

• Clinician: Submit requests, plan ahead, communicate with clients, admin team and clinician team as appropriate.

• Practice Manager: Manage scheduling and coverage

• Admin Team: Manage cancellations, remind clients of cancellations (secondary to clinician), update calendar

• Director: Approve leave, support wellbeing planning

11. Policy Review

This policy is reviewed annually or following significant staffing or operational changes.

An incident becomes reportable to the NDIS Commission when during the course of service, an NDIS participant:

• Dies

• Suffers a serious injury

• Is abused or neglected

• Is victim to unlawful sexual contact including grooming

• Is victim to unlawful physical contact including threats

• Has administered upon them an unauthorised restrictive practice

Deadlines for reporting are 24 hours, except for in cases of unauthorised restrictive practice, where the deadline for reporting is 5 days.

The authorised incident reporter is the General Manager. All reportable incidents must be reported using the incident management system and reported to the General Manager.

Parental Leave Policy for Joyful Journey Occupational Therapy

Joyful Journey Occupational Therapy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey Occupational Therapy
Review Date: Annually

1. Purpose

This policy outlines the entitlements and procedures for parental leave at Joyful Journey Occupational Therapy (JJOT), ensuring a supportive, inclusive, and legally compliant process for team members becoming parents through birth, adoption, or surrogacy.

2. Scope

This policy applies to all permanent employees (full-time and part-time). Casual employees may be eligible for unpaid parental leave if they have regular and systematic service for at least 12 months.

3. Definitions

• Primary carer: The person with the main responsibility for the day-to-day care of the child.

• Secondary carer: A supporting role in the care of the child.

• Parental leave: Leave related to the birth, adoption, or arrival of a child into the employee’s care.

• Continuous service: Unbroken employment with JJOT, including paid leave and some unpaid leave.

4. Entitlements

4.1 Unpaid Parental Leave

Employees with 12+ months continuous service are entitled to up to 12 months of unpaid parental leave, with the option to request an additional 12 months (total of 24 months).

This applies in the case of:

• Birth of an employee’s child

• Placement of a child through adoption, long-term foster care, or surrogacy

4.2 Government-Funded Parental Leave

Eligible employees may access Parental Leave Pay and Dad and Partner Pay through Services Australia. JJOT will support employees in this process but is not responsible for payments or eligibility decisions.

4.3 Keeping in Touch Days

Employees on unpaid parental leave may access up to 10 Keeping in Touch (KIT) days, allowing them to:

• Attend training or planning meetings

• Support client or team transitions

• Ease return-to-work anxiety

These days are paid and arranged by mutual agreement. They cannot be used within the first 6 weeks following birth without employee request.

5. Notification Requirements

5.1 Before Leave

Employees must provide at least 12 weeks’ written notice of their intention to take parental leave. This should include:

• Proposed start and end dates

• Confirmation of primary or secondary carer status

• Medical certificate or documentation (if applicable)

A Parental Leave Agreement Form will be provided for completion.

5.2 Extending or Reducing Leave

Employees wishing to extend beyond 12 months must provide at least 6 weeks’ notice. Requests for an early return must be discussed and approved based on business needs.

6. Return to Work

6.1 Return to Pre-Leave Position

Employees returning from parental leave are entitled to their pre-leave position, or an equivalent role if the original role no longer exists.

6.2 Flexible Work Options

JJOT welcomes requests for:

• Reduced hours or part-time work

• Remote administration or planning days

• Gradual return-to-work plans

Requests will be considered in line with our Flexible Work Policy and Fair Work Act provisions.

6.3 Transition Support

A re-onboarding meeting will be held prior to return, to:

• Review caseload or role updates

• Clarify phased return or flexible needs

• Reconnect with the team and workplace systems

7. Additional Considerations

7.1 Pregnant Employees

JJOT will make reasonable adjustments during pregnancy, including:

• Modified duties or breaks

• Safer work reassignments if needed

• Paid or unpaid special maternity leave for pregnancy-related illness or loss

7.2 Adoption or Surrogacy

The same entitlements apply to adoption or surrogacy arrangements. Additional documentation will be required confirming the placement date and carer status.

8. Confidentiality

All conversations and documentation relating to parental leave are handled in accordance with JJOT’s Privacy and Confidential Information policies.

9. Responsibilities

• Employee: Provide timely notice and documentation, engage in planning.

• Practice Manager / Director: Support transitions, assess flexible requests, ensure role continuity.

• Admin Team: Coordinate pay entitlements, KIT day tracking, and government correspondence.

10. Related Documents

• Leave Request - Submitted via EmploymentHero/Quickbooks portal

• Flexible Work Policy - available from Director

• Parental Leave Agreement Form - available from Director

• Return-to-Work Planning Template - available from Director

• Fair Work Ombudsman – Parental Leave Info

Joyful Journey Occupational Therapy
Policy: Personal Phone Use for Client Communication Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy provides clear guidelines for the appropriate and limited use of personal mobile phones by clinicians to contact clients, in situations where the work phone is unavailable or impractical (e.g. extended calls over 5 minutes). The policy ensures client confidentiality, professional boundaries, and proper documentation of all client-related communication.

2. Scope

This policy applies to all clinical and administrative staff at Joyful Journey OT who may need to contact clients or caregivers by phone.

3. Policy Statement

Joyful Journey OT prioritises professional boundaries and data protection. While the work phone should always be the primary tool for client communication, staff may occasionally use a personal phone to call clients only under the following conditions:

• The work phone is unavailable, in use, or non-functional

• The anticipated call duration exceeds 5 minutes and would interfere with others' access to the work phone

• Immediate or time-sensitive contact is required

Personal phone use must always uphold confidentiality, maintain professionalism, and be clearly documented.

4. Conditions for Use of Personal Phones

Staff may use their personal mobile phones to call clients or caregivers when:

• The call is essential to service delivery (e.g. confirming or cancelling sessions, discussing care concerns)

• The call cannot be delayed until the work phone is available

• The staff member ensures that their personal number is hidden (by using “No Caller ID” or dialling #31# before the number)

• The call does not compromise the staff member’s privacy or safety

• The call is documented in the client’s notes, including:

  • Date and time of call

  • Reason for call

  • Summary of discussion

  • Method used (noting personal phone was used due to specific circumstance)

5. Prohibited Practices

Staff must not:

• Use personal phones for text messaging or casual/non-essential client communication

• Save client contact details permanently in their personal phone

• Use personal phones for client video calls or telehealth services unless specifically approved in writing by the Director or Practice Manager

• Share their personal number with clients or suggest clients call or text their private number

• Allow repeated use of personal phones to become routine (if so, an operational solution should be explored)

6. Alternatives and Recommendations

To reduce the need for personal phone use:

• Schedule calls during office hours when the work phone is accessible

• Use email communication when appropriate

• Plan for high-call-volume tasks (e.g. intake follow-ups, care coordination) during time blocks when the work phone is likely available

• Consider requesting a second work phone for overflow if this becomes a recurring issue

7. Privacy and Documentation

• Always block caller ID when using a personal phone

• Document the call in Splose immediately or as soon as practical

• If a voicemail is left, record a brief summary of the message (without including client-sensitive information in the voicemail itself)

8. Staff Reimbursement and Boundaries

• Staff will not be reimbursed for occasional personal phone use, unless agreed upon in writing for exceptional circumstances

• Staff are encouraged to maintain strong personal-professional boundaries and report to the Practice Manager if they feel the use of personal phones is affecting their wellbeing or privacy

9. Breaches and Concerns

Any breach of this policy, including failure to protect privacy or repeated unapproved personal contact, will be addressed according to Joyful Journey OT’s Staff Conduct and Confidentiality Policies. Concerns about client boundary crossing or inappropriate contact should be escalated promptly to the Director.

10. Review

This policy will be reviewed annually or as technology, privacy regulations, or practice needs evolve.

Joyful Journey Occupational Therapy
Policy: Provision and Use of Clinician Resources
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

To outline expectations for the responsible use, care, and access of Joyful Journey OT (JJOT) clinical resources, including therapy equipment, assessment tools, digital resources, and consumables.

2. Scope

This policy applies to all employees and contractors who access or use clinical resources for client care or professional development at JJOT locations, in the community, or when working remotely.

3. Definitions

• Clinical Resources: Any physical or digital item provided by JJOT for use in therapy or related duties. Includes:

  • Assessment tools (e.g. Sensory Profile, BOT-2)

  • Therapy equipment (e.g. weighted items, toys, visuals)

  • Technology (e.g. iPad, laptops, chargers)

  • Digital resources (e.g. Splose templates, handouts, software licenses)

  • Stationery and consumables (e.g. stickers, paper, laminating sheets)

4. Allocation of Resources

✅ Clinicians are provided with appropriate resources for their role
✅ Resources may be shared among the team where feasible
✅ JJOT will supply essential assessment tools and therapy equipment for use in-clinic and in-home where needed
✅ Any clinician needing additional or specialised resources may request them via the Director/Practice Manager

5. Use of Resources

Clinicians must:

• Use all resources for clinical or approved professional use only

• Treat items with care and respect

• Sanitise or clean items between clients as required

• Ensure client confidentiality is protected when using shared tech or printed resources

• Seek approval before using personal devices for client care (e.g. personal laptop)

6. Responsibility for Items

• JJOT-owned physical items: Return in clean and functional condition; report any damage or loss

• Technology (iPads/laptops): Password-protected use; avoid unauthorised apps or downloads

• Digital documents/templates: Use current versions; do not share externally without permission

• Personal items used in sessions: Must meet safety/cleanliness standards; not eligible for replacement by JJOT

• Lost or damaged resources due to neglect may result in the clinician being asked to replace the item.

7. Resource Requests & Purchases

• Submit requests to the Practice Manager or Director via Teams or email

• Include purpose, urgency, and cost estimate if known

• All purchases must be pre-approved unless part of an allocated budget

• JJOT may reimburse clinicians for approved out-of-pocket purchases with a valid receipt

8. End of Employment or Extended Leave

• All JJOT-owned resources must be returned prior to departure or maternity/parental leave

• Digital access (e.g. Splose, Canva, email) will be deactivated or paused

• Any non-returned resources may be recorded in the staff exit checklist

9. Breaches or Misuse

Misuse of resources may lead to:

• Informal feedback or supervision

• Formal warning (if repeated or intentional)

• Repayment of costs (in cases of significant loss or damage)

10. Related Policies

• Equipment Cleaning & Safety Policy

• Client Privacy & Confidentiality Policy

• Clinician Exit Checklist

• Technology Use Policy

Joyful Journey Occupational Therapy
Policy: Responding to At-Risk Behaviour – Suicide & Self-Injury
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines the process for identifying, assessing, and responding to risk of suicide, self-harm, or other high-risk behaviours in children, adolescents, or family members engaged with Joyful Journey OT (JJOT). It ensures responses are ethical, timely, legally compliant, and within the scope of occupational therapy.

2. Scope

This policy applies to all JJOT clinicians and staff who may identify or receive information about suicide or self-injury risk in clients or family members. It includes in-person, telehealth, or incidental disclosures during therapy or administrative interactions.

3. Definitions

• At-Risk Behaviour: Any behaviour, thought, or expression suggesting intent to harm oneself or end one’s life.

• Self-Injury: Intentional injury to one’s own body, often as a coping mechanism, without suicidal intent.

• Suicidal Ideation: Thoughts or plans about ending one's life.

• Immediate Risk: A person has current intent, means, and/or a plan to carry out self-harm or suicide.

4. Clinician Responsibilities

All clinicians must:
✅ Remain calm, non-judgemental, and responsive
✅ Prioritise safety over confidentiality when a life is at risk
✅ Seek support and supervision after managing a risk situation
✅ Stay within their professional scope and refer to mental health professionals when needed

5. Risk Identification

Risk may be identified by:

• Verbal disclosure by client, sibling, or parent

• Observed behaviour (e.g. scars, drawings, statements, drastic withdrawal)

• Information shared by a teacher, support worker, or GP

• Parent concerns regarding their child or themselves

6. Risk Assessment

Occupational therapists at JJOT are not expected to complete full psychiatric risk assessments. However, they must assess level of concern using the following questions:

Ask directly and sensitively:

• “Have you been feeling really overwhelmed or hopeless?”

• “Have you ever thought about hurting yourself or not wanting to be here?”

• “Do you have a plan or have you done anything to hurt yourself?”

Determine risk level and the corresponding action:

• IMMEDIATE RISK (e.g. current plan, means, intent)

  • Call 000 and request ambulance; do not leave the person alone

• MODERATE RISK (e.g. passive thoughts, no plan)

  • Contact GP or local mental health team for urgent review

• LOW RISK or HISTORICAL (e.g. non-recent self-injury, no current intent)

  • Monitor, document, inform caregivers, refer for support

7. Mandatory Notifications & Duty of Care

JJOT clinicians are mandated to report any concerns about a child’s safety or wellbeing to:

• Child Protection / Department of Communities and Justice (DCJ)

• Family’s GP or other treating health professionals (with or without consent if safety is at risk)

Where a parent discloses suicidal ideation, clinician duty of care may extend to referring them to emergency or mental health services.

8. Immediate Actions – Safety First

• Situation: Client or parent is at immediate risk during session

  • Action: Call 000, keep them safe, and remain with them until help arrives

• Situation: Client discloses risk outside of session

  • Action: Call family/carer immediately to conduct safety check or escalate to 000

• Situation: Clinician feels unsure

  • Action: Call Director, Senior OT or local mental health crisis team for support

9. Documentation

All incidents must be:

• Documented clearly, objectively, and without delay in Splose

• Include what was said, observed, actions taken, who was informed, and any advice received

• Logged in the Incident Register if emergency services or mandatory reporting were involved

10. Follow-Up and Support

• The clinician involved will be offered a debrief session within 48 hours

• Referrals to external supervision are encouraged

• Director and Practice Manager will review the situation for any quality improvements or policy updates

11. Relevant Services for Referral

• Emergency (000)

• Lifeline – 13 11 14

• Kids Helpline – 1800 55 1800

• Local Child and Youth Mental Health Services (CYMHS)

• Headspace

• Client’s GP or Paediatrician

12. Related Policies

• Child Safety and Wellbeing Policy

• Mandatory Reporting & Duty of Care Procedure

• Clinical Escalation Pathways Procedure

• Expectations and Booking of In-House Supervision

• Incident & Hazard Reporting Procedure

1. Purpose

• Each participants accesses supports in a safe environment that is appropriate to their needs.

2. Policy

• a) General Safety

  1. Safety is important to everyone at Joyful Journey Occupational Therapy, clients and staff alike

  2. Workplace hazards are to be rectified as soon as they are noticed, with consideration paid to their severity

  3. All our support workers work one on one with clients and as such need to be known to the clients

  4. Individual emails and business cards for all are available for all clinicians so they can all be identified and contacted easily

  5. A 'home risk assessment tool' is used to ensure the home environment is safe for our clinicians to be in, and safe for service to be delivered in

• b) Psychosocial Safety

  1. Any factor or factors in the work design, system of work, management of work, carrying out of work or personal or work-related interactions that may cause an employee to experience one or more negative psychological responses that create a risk to their health and safety must be eliminated, or adequately managed

  2. Where it cannot be eliminated as far as reasonably practicable, the risk must be reduced by either, or a combination of, altering the work environment, or using information, instruction or training

  3. Training and instruction can include:

     • a. Mental Health First Aid

     • b. Burnout Prevention Training

     • c. Emotional Intelligence Training (ability to understand, use, and manage your own emotions in positive ways to relieve stress, communicate effectively, empathize with others, overcome challenges and defuse conflict)

  4. If any of the following is identified as a risk, a written prevention plan is to be created to mitigate:

     • a. Aggression or Violence

     • b. Bullying

     • c. Exposure to Traumatic Content or Events

     • d. High Job Demands

     • e. Sexual Harassment

• c) Client Safety

  1. For the safety of our clients, JJOT holds the following:

     • a. Clients of primary school age or younger are not to be left at the office without an authorised guardian or career present in the building

     • b. The carer or guardian may elect to stay in the waiting area, however may not leave the building

     • c. In cases where the client is above primary school age, the clinician may request the carer or guardian remain present in the building if the clinician feels it is necessary

1. Purpose

• To ensure all clients and staff are provided with a safe, sanitary and enjoyable environment.

2. Policy

• Due to the often young or vulnerable nature of Joyful Journey OT’s clients, smoking (including vaping and e-cigarettes) is expressly forbidden on all company property.

• Joyful Journey OT also strongly encourages that smoking does not occur near the front of the property to avoid second-hand smoke drifting onto the property.

Joyful Journey Occupational Therapy
Policy & Procedure: Social Media and Online Representation Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines the expectations for the responsible use of social media and online platforms by employees, contractors, students, and volunteers of Joyful Journey OT. It ensures that all public communication reflects the values, professionalism, and privacy standards of the practice.

2. Scope

This policy applies to all forms of online communication, including but not limited to:

• Personal and professional use of social media (e.g. Facebook, Instagram, LinkedIn, TikTok, X/Twitter)

• Blogs, forums, and podcasts

• Professional networking or discussion groups

• Comments or interactions under Joyful Journey OT's official content

• Messaging apps when used in a professional context
  
  

It applies to all staff when:

• Representing the business publicly

• Referring to the business or work-related experiences

• Posting content that could be linked to their role at Joyful Journey OT

3. Policy Statement

Staff must represent Joyful Journey OT with integrity, respect, and professionalism online. Content must protect client confidentiality, align with the clinic’s values, and uphold the reputation of the profession and the organisation. Personal use of social media should not compromise the safety, trust, or image of the business.

4. Guidelines for Online Representation

✅ Appropriate Online Conduct

• Speak positively and professionally about your work or team if publicly identifying as a Joyful Journey OT employee.

• Maintain professional boundaries with clients and families online (e.g. do not add clients as friends or follow them from personal accounts).

• Share or engage with clinic-approved posts on professional platforms like LinkedIn, if comfortable.

• Direct all media enquiries or public interest to the Director or Practice Manager.

❌ Not Permitted

• Posting any identifying or confidential client information or stories (even anonymously).

• Sharing photos or videos from sessions without written, signed client consent and approval from management.

• Making negative, critical, or inflammatory statements about clients, families, colleagues, or the organisation.

• Engaging in online arguments or conduct that may reflect poorly on the profession or business.

• Using the clinic’s name, logo, or resources in personal posts without approval.

5. Use of Personal Social Media

Staff are free to maintain personal social media accounts, but must:

• Avoid making public statements that could be linked to the business if controversial or unprofessional.

• Include a disclaimer (on blogs, bios, or posts) if discussing industry topics publicly, e.g.:
  “Opinions are my own and do not represent Joyful Journey OT.”

• Avoid mentioning clients, families, or work incidents on personal platforms.

6. Joyful Journey OT’s Official Social Media Accounts

Posts and content on official Joyful Journey platforms will be:

• Curated and scheduled by the Director or delegated admin/marketing team

• Compliant with NDIS and AHPRA guidelines

• Reviewed regularly for engagement, reach, and relevance

Team members may be invited to contribute to content creation (e.g. therapy tips, events, stories) but must obtain approval before publishing.

7. Consent and Content Involving Clients

• No images, videos, or stories involving clients are to be shared without:

  • Written and signed consent from the client or parent/guardian

  • Director approval of the post and its wording

• Consent forms must specify social media use and be stored with client records.

• Any withdrawal of consent must be immediately honoured and content removed.

8. Breaches of Policy

Breaches will be treated seriously and may result in:

• Removal of the offending content

• Formal performance management processes

• Disciplinary action, up to and including termination

• Notification to AHPRA or professional bodies if required

9. Related Policies

• Confidentiality Agreement

• Professional Code of Conduct

• Media and Marketing Policy (if applicable)

• Client Consent for Media Use

10. Review

This policy will be reviewed annually or as social media trends and professional standards evolve.

Joyful Journey Occupational Therapy (JJOT)
Policy: Technology Use Policy
Effective Date: 09/05/2025
Next Review: Annually

1. Purpose

This policy outlines appropriate, secure, and ethical use of technology by staff at JJOT. It ensures that all digital and electronic resources are used in ways that support our clinical, administrative, and operational goals while protecting sensitive information and upholding professional standards.

2. Scope

This policy applies to all staff, contractors, and students engaged by JJOT, whether working on-site, remotely, or in the community.

3. Acceptable Use

3.1 Work Devices & Systems

• JJOT devices (laptops, tablets, phones) are provided for business use only.

• All client records must be stored in JJOT-approved platforms (e.g., Splose, OneDrive) — not on local hard drives or personal devices.

• Passwords must be strong, never shared, and changed regularly.

• Devices should be locked or logged out when unattended.

3.2 Internet & Email

• Internet access is to be used for work-related purposes.

• Personal use is permitted in moderation, provided it does not interfere with work, violate policy, or risk data integrity.

• Staff must not access or distribute inappropriate, offensive, or non-professional content.

3.3 Software & Apps

• Only JJOT-approved software, apps, and cloud services may be used for storing or sharing client information.

• Staff must not download unauthorised software or store files on unapproved platforms (e.g., personal Dropbox, USBs).

• Requests for new digital tools should be made to the Director or Practice Manager.

4. Security & Privacy

4.1 Client Confidentiality

• Staff must comply with the JJOT Confidential Information Policy and Australian Privacy Principles.

• Client information must never be accessed, shared, or discussed on personal devices or social media.

• Use secure Wi-Fi (not public or open networks) when working remotely.

4.2 Data Loss Prevention

• Enable auto-sync and cloud backup where available (e.g. OneDrive, Google Drive).

• Report device loss, theft, or breach of security immediately to the Practice Manager.

• Do not email sensitive documents externally unless encrypted and with prior approval.

5. Remote & Mobile Work

• When working offsite, staff must ensure a private and secure environment for accessing client files.

• Devices must be stored securely and transported with care.

• Headphones must be used for telehealth or phone calls in shared environments.

6. Social Media & Personal Use

• Personal device use during work hours must not interfere with productivity or professionalism.

• JJOT branding or imagery must not be shared without approval.

• Social media interactions with clients or families are not permitted.

7. Monitoring & Compliance

• JJOT reserves the right to monitor use of its systems and devices where legally appropriate.

• Non-compliance may lead to disciplinary action, including restriction of access, performance management, or termination.

8. Responsibilities

Staff must:

• Use technology in line with this policy.

• Report suspected breaches or cyber incidents.

• Keep devices and data secure.

JJOT Management will:

• Provide secure systems and training.

• Maintain software updates and data protection measures.

• Respond to risks and breaches in a timely and proportionate manner.

9. Related Policies & Documents

• Confidentiality Policy

• Social Media and Online Representation Policy

• Clinical Documentation Policy

• Injury & Incident Reporting Policy (WHS and Risk Management)

• Splose Data Security Guidelines

• Australian Privacy Principles

Joyful Journey Occupational Therapy
Policy & Procedure: Therapy Dog Use Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines the safe, appropriate, and ethical integration of Delilah, Joyful Journey OT’s therapy dog, into clinical sessions. It ensures that Delilah’s involvement enhances therapeutic outcomes while maintaining safety, consent, hygiene, and professional standards.

2. Scope

This policy applies to all Joyful Journey OT staff, clients, families, and visitors when Delilah is present onsite or involved in therapy sessions.

3. Policy Statement

Joyful Journey OT recognises the therapeutic benefits of animal-assisted therapy, including improved engagement, emotional regulation, and social connection. Delilah’s presence is used intentionally and only with informed consent. Her inclusion is guided by animal welfare standards, client needs, and a trauma-informed, neurodiversity-affirming approach.

4. About Delilah

Delilah attends Joyful Journey OT on selected days and is always accompanied by her primary handler (a Joyful Journey clinician or approved staff member).

5. Key Principles

• Voluntary Participation: No client or staff member is required to interact with Delilah. Opt-out is always respected.

• Informed Consent: Informed consent is obtained prior to any planned client interaction.

• Animal Welfare: Delilah’s wellbeing is prioritised. She will not be overworked, mishandled, or exposed to distressing environments.

• Hygiene and Safety: Infection control, allergies, and safety protocols are maintained.

6. Conditions for Therapy Dog Involvement

Delilah may be included in sessions when:

• The clinician deems it therapeutically beneficial

• The client and/or guardian has provided consent

• There are no known allergies, phobias, or cultural objections

• Delilah is in good health and emotionally regulated

• The session environment is appropriate (low noise, predictable transitions)

7. Consent and Screening

Prior to participation:

• Families are ifnormed of Delilah's presence

• Any concerns (e.g. past trauma, sensory sensitivities, allergies) are noted in the client's file

• Clients may opt in to: passive presence, structured interaction, or light grooming/petting

• Clients can opt out at any time with no impact on their care

8. Roles and Responsibilities

• Hannah Lees (owner): Ensures Delilah’s behaviour, hygiene, and safety; supervises interactions

• Clinical Team: Determines suitability of Delilah’s involvement based on client profile; supervises interactions

• Admin Team: Informs clients when Delilah is on-site

• Families: Provide informed consent and notify of any relevant considerations

9. Client Interactions with Delilah

Interactions may include:

• Greeting and co-regulating with Delilah at session start

• Incorporating Delilah in play, emotional literacy, or sensory tasks

• Practising gentle touch, boundaries, and empathy skills

• Using Delilah as a "co-therapist" in narrative or goal-setting activities

All interactions must:

• Be supervised at all times

• Be calm and predictable (no loud yelling, chasing, or pulling fur)

• Stop immediately if Delilah or the client shows distress

10. Risk Management

• Delilah is up to date with vaccinations, grooming, and veterinary care

• She is removed from any situation involving client aggression, high noise levels, or unpredictable behaviours

• Sessions are adapted if Delilah is unwell or over-aroused

• Allergies are checked at intake; signage is posted when Delilah is onsite

• An incident report is completed if any unexpected reaction or safety concern occurs

11. Availability and Scheduling

• Delilah’s attendance is not guaranteed and is based on her availability, health, and staffing.

• Clients can request to book sessions on “Delilah days,” but the clinic cannot guarantee her presence.

• Admin will inform families if Delilah is unavailable due to illness or handler absence.

12. Documentation

• Delilah’s involvement is noted in session documentation where relevant

• Any incidents or behavioural concerns (from client or dog) are documented and reviewed

13. Review and Evaluation

• This policy is reviewed annually

• Delilah’s health, temperament, and suitability for continued work are reassessed regularly

• Family and client feedback is encouraged to guide ongoing use

Joyful Journey OT AI Usage Policy

1. Purpose

This policy outlines the responsible and ethical use of artificial intelligence (AI) within Joyful Journey OT. It ensures compliance with data protection regulations, maintains high standards of client confidentiality, and supports professional integrity in documentation and reporting.

AI can be defined as ‘computer systems able to perform tasks that normally require human intelligence, such as visual perception, speech recognition, decision making, and translation between languages’

2. Approved AI Tool

• Joyful Journey OT mandates the use of Microsoft Copilot as the sole AI tool for professional and admin tasks. This decision is based on data protection requirements and the need for secure, compliant AI usage. With express permission from the buisness owner and/or practice manager, as well as written consent from clients and/or client nominees, note-taking AI software (e.g. Heidi Health) may be used to support progress note development. 

• No other AI tools, including free or publicly available generative AI models, are permitted for work-related purposes.

3. Data Privacy & Deidentification

• Therapists must deidentify all client-related information before entering it into Microsoft Copilot. This includes:

  • Client names

  • School names

  • Addresses

  • Any other personally identifiable details

• AI-generated content must never contain identifiable client information.

• AI tools must not be used to store, process, or analyze sensitive health data beyond permitted use cases.

4. AI-Assisted Documentation & Proofreading

• AI-generated text must not be copied and pasted directly into reports or client documentation without thorough proofreading and professional judgment.

• Therapists must ensure that AI-generated content aligns with clinical best practices, ethical standards, and regulatory requirements.

• AI should be used as a support tool, not a replacement for professional expertise.

5. Ethical & Professional Responsibilities

• Therapists remain fully accountable for all content produced using AI.

• AI-generated recommendations must be critically evaluated before being incorporated into clinical decision-making.

• Transparency is required—clients should be informed if AI-assisted tools are used in their documentation or communication.

6. Compliance with Industry Standards

• This policy aligns with Australian Health Practitioner Regulation Agency (Ahpra) guidelines on AI use in healthcare and the principles outlined within it.

• Therapists must adhere to privacy laws, including the Australian Privacy Act and relevant health record legislation.

• AI usage must comply with ethical principles, including avoiding bias, ensuring accuracy, and maintaining professional integrity.

7. Monitoring & Policy Updates

• AI usage within Joyful Journey OT will be regularly reviewed to ensure compliance with evolving regulations and best practices.

• Therapists will receive ongoing training on responsible AI use.

• Any breaches of this policy may result in disciplinary action.

Policy Statement
At Joyful Journey Occupational Therapy, we prioritise the therapeutic relationships we build with our clients. Maintaining professionalism and respect for each therapist's established rapport is essential to providing effective care. This policy outlines the expectations for waiting room interactions to ensure a supportive and respectful environment for both clients and therapists.

Policy Guidelines

1. Respect Client Relationships
   Therapists must respect the relationships other occupational therapists have established with clients. Engaging with a client in the waiting room should be approached with caution and sensitivity.

2. Limit Physical Contact
   Physical contact, such as hugs, should be initiated and guided by the client and primary therapist. Other therapists should refrain from initiating hugs or physical affection with clients unless invited to do so.

3. Observe Professional Boundaries
   Conversations in the waiting room should remain professional. Avoid discussing personal or sensitive topics related to the client’s treatment or circumstances.

4. Supportive Interactions
   When engaging with clients, interactions should be brief and supportive, aimed at creating a welcoming environment without undermining the primary therapist's relationship.

Suggested Scripts 

When Greeting Clients:

• “Hi [Client’s Name], I hope you’re having a great day! Have fun in your session with [Primary OT’s Name].”

If a Client Approaches:

• “It’s so nice to see you! [Primary OT’s Name] will be with you shortly.”

Implementation and Compliance

• Training: All staff will receive training on this policy during onboarding and at annual professional development sessions.

• Feedback: Staff are encouraged to provide feedback regarding the policy and its implementation.

• Review: This policy will be reviewed annually to ensure its effectiveness and relevance to our practice.

Conclusion
By adhering to this waiting room etiquette policy, we can maintain a collaborative and respectful environment that prioritises the therapeutic relationships critical to our clients’ success. Thank you for your cooperation and commitment to creating a positive atmosphere at Joyful Journey Occupational Therapy.

1. Purpose

• To outline the obligations of management and employees to comply with the Code of Conduct for Joyful Journey Occupational Therapy Pty Ltd (the Code of Conduct) and contribute to the achievement of a professional and productive work culture within the Allied Health industry, characterised by the absence of any form of unlawful or inappropriate behaviour.

2. Application

• This policy applies to all employees and directors working for Joyful Journey Occupational Therapy Pty Ltd, including casual and contracted employees.

3. Code of Conduct

• All employees must adhere to the:

  1. National Code of Conduct for Health Care Workers

  2. Code of Conduct for Unregistered Health Practitioners

  3. Occupational Therapy Australia Code of Conduct (AHPRA)

In addition to this, all employees are expected to conduct their duties in a professional and positive manner. It is a non-negotiable that Joyful Journey Occupational Therapy Pty Ltd is an enjoyable place to be for both employees and clients and this can only be achieved if all employees ensure that Joyful Journey Occupational Therapy Pty Ltd is a functional, safe environment free from workplace bullying or violation of any of the aforementioned Codes of Conduct.

Conflicts of Interest

All team members at Joyful Journey Occupational Therapy must act with integrity and transparency in all professional interactions. A conflict of interest occurs when personal, financial, or other interests have the potential to influence—or appear to influence—a team member’s ability to make impartial decisions in the best interests of clients, families, or the organisation. Team members are expected to identify and disclose any actual, perceived, or potential conflicts of interest to the Director or Acting Practice Manager as soon as they arise. This includes, but is not limited to, dual relationships with clients, referrals involving family members, or personal gain from vendor relationships. Once disclosed, a plan will be developed to manage or eliminate the conflict, ensuring ethical and professional standards are maintained.

Gifts and Benefits

Team members at Joyful Journey Occupational Therapy must maintain professional boundaries and avoid situations where the acceptance of gifts or benefits could compromise, or be perceived to compromise, their professional judgment or create a conflict of interest. Small tokens of appreciation (e.g., handmade items or low-value gifts under $50) may be accepted with discretion and should be disclosed to the Director or Acting Practice Manager. Gifts of higher value or repeated gifting must be politely declined or referred to management for guidance. Under no circumstances should staff solicit gifts, accept cash, or provide preferential treatment in exchange for gifts or favours. 

Disciplinary Actions for Breaches of the Code of Conduct

Breaches of Joyful Journey Occupational Therapy’s Code of Conduct are treated seriously and may result in disciplinary action. This includes, but is not limited to, breaches related to confidentiality, professional boundaries, misuse of organisational resources, unethical behaviour, or failure to disclose conflicts of interest. Disciplinary action will be proportionate to the nature and severity of the breach and may range from informal feedback and supervision to formal warnings, suspension, or termination of employment. In cases involving misconduct or legal breaches, referral to external regulatory bodies (e.g., AHPRA or the NDIS Commission) may be required.

Reporting and Addressing Inappropriate Behaviour

All team members have a responsibility to contribute to a safe, respectful, and professional workplace. Any concerns about inappropriate behaviour—including bullying, harassment, discrimination, or professional misconduct—should be reported promptly to the Director or Acting Practice Manager. Reports can be made verbally or in writing and will be handled confidentially and in line with natural justice principles. An impartial investigation will be conducted, and all parties will be given the opportunity to respond. Joyful Journey Occupational Therapy is committed to supporting those who raise concerns in good faith and will ensure there is no victimisation or retaliation for reporting. Outcomes may include mediation, training, disciplinary action, or changes to workplace practices.

Joyful Journey Occupational Therapy
Policy & Procedure: Workplace Dress Code and Demeanour Policy
Effective Date: 09/05/2025
Approved by: Director, Joyful Journey OT
Review Date: Annually

1. Purpose

This policy outlines expectations for professional attire at Joyful Journey OT to ensure staff present in a way that promotes trust, comfort, and credibility with clients, while maintaining safety and practicality for a paediatric therapy environment.

2. Scope

This policy applies to all employees, contractors, students, and volunteers representing Joyful Journey OT during client-facing work, in the clinic, in the community, or while attending professional events on behalf of the practice.

3. Policy Statement

Staff at Joyful Journey OT are expected to maintain a professional, neat, and practical appearance. Attire should reflect the values of safety, inclusiveness, and professionalism, while allowing for comfort and flexibility when working with children.

4. Dress Code Guidelines

✅ Acceptable Attire

• Clean, neat, and well-maintained clothing appropriate for physical activity (e.g. kneeling, crawling, lifting therapy equipment)

• Modest tops (no low-cut or midriff-revealing shirts)

• Professional-looking pants or tailored jeans (no rips or distressed styles)

• Knee-length or longer skirts and dresses, if worn, must allow safe movement

• Closed-toe shoes or supportive sandals (must be suitable for active play)

• Branded Joyful Journey polo shirts, fleeces, or name badges (if provided)

• Cultural or religious dress items are welcomed and respected

❌ Not Permitted

• Activewear (e.g. gym tights without a long top, sports crop tops)

• Ripped, faded, or distressed clothing

• Excessively casual items such as pyjamas, trackpants (unless uniformed), or thongs

• Clothing with offensive, political, or inappropriate text or graphics

• High heels or footwear unsuitable for safe movement or play

• Excessive or dangling jewellery that may pose a hazard when working with children

5. Additional Considerations

🧒 Child-Friendly Presentation

• Clothing should be appropriate for working at eye-level with children and participating in floor-based or sensory play.

• Keep in mind that some children may be sensitive to strong perfumes or scents.

🧼 Hygiene

• Personal hygiene must be maintained at all times.

• Clothes should be clean and odour-free.

• Hair should be neat and tied back if long, particularly during sessions.

🛠️ Environmental Context

• Dress should be adapted to the setting: for example, sturdy outdoor clothing for nature-based therapy sessions or appropriate attire for home visits.

• Where PPE is required (e.g. for infection control or medical client needs), it must be worn as instructed.

6. Events, Conferences & Presentations

When representing Joyful Journey OT externally, staff are expected to wear smart casual or professional attire in line with the event expectations, maintaining a polished and respectful appearance.

7. Breaches of Dress Code

If attire is not aligned with this policy:

• The Practice Manager or Director may have a discreet conversation with the staff member.

• Staff may be asked to return home to change if attire is deemed unsafe or inappropriate for client interaction.

• Repeat issues will be addressed through supervision or performance discussions.

8. Demeanour

• Staff at Joyful Journey Occupational Therapy Pty Ltd are expected to converse with clients in an inclusive, positive and uplifting manner. 

• Joyful Journey Occupational Therapy Pty Ltd prefer that this demeanour be genuine. If personal circumstances apply pressure on an individual causing the positive demeanour to be staged, management encourage the staff to be forthwith in the event that Joyful Journey Occupational Therapy Pty Ltd can support in any way.

9. Review

This policy will be reviewed annually, or earlier if uniform options or clinic environments change.

Joyful Journey Occupational Therapy
Date of Last Review: 23/02/2023
Next Review: Annually

Purpose

Joyful Journey Occupational Therapy is committed to maintaining a safe, healthy, and secure environment for all employees, contractors, clients, and visitors. Workplace health, safety, and welfare are integral to our operations and decision-making. Through consultation, continuous improvement, and shared responsibility, we aim to minimise risks and promote a culture of safety across all aspects of our business.

This policy is designed to:

• Assist managers and employees in understanding WHS responsibilities.

• Ensure compliance with relevant legislation, codes of practice, and recognised WHS standards.

• Provide guidance for proactive hazard and risk management.

• Promote a culture where all individuals can reasonably expect to be free from injury or illness.

Joyful Journey Occupational Therapy operates under the VIC – Occupational Health and Safety Act 2004 and related legislation.

Policy Aims

1. Continuously improve WHS systems and standards for all staff, contractors, clients, and visitors.

2. Provide a safe and healthy workplace.

3. Increase awareness of personal responsibility in WHS.

4. Reinforce a culture of safe working practices.

5. Reduce or eliminate workplace incidents and injuries.

6. Facilitate early and safe return to work for injured employees.

7. Minimise costs associated with workplace accidents.

8. Promote employee welfare and wellbeing.

9. Consult employees on WHS issues.

Responsibilities

Responsible Officer

Hannah Lees is responsible for WHS across the organisation. Responsibilities include:

• Ensuring adequate staff training and resources for WHS.

• Maintaining safe buildings, facilities, and equipment.

• Conducting risk assessments and corrective actions.

• Ensuring compliance with relevant legislation and standards.

• Observing statutory and organisational WHS standards.

• Maintaining a safe workplace and access.

• Developing and improving safe work systems.

• Monitoring occupational health factors.

• Recording and investigating incidents and implementing corrective actions.

Employees

Employees must take reasonable care of their own health and safety and that of others. Responsibilities include:

• Performing work safely and following WHS procedures.

• Reporting hazards, incidents, and injuries promptly.

• Participating in rehabilitation programs as required.

• Completing incident reports within 24 hours.

WHS Framework

• Hazard Identification: Workplace inspections, incident reports, observation, and consultation.

• Risk Assessment: Evaluating likelihood, exposure, and consequence of hazards.

• Risk Control: Using the hierarchy of control—elimination, substitution, engineering controls, administrative controls, and PPE.

• Monitor and Review: Regularly review control measures to ensure ongoing effectiveness.

Specific WHS Areas

Manual Handling & Occupational Overuse Syndrome (OOS)

Employees must follow safe lifting techniques, use equipment appropriately, and perform movements smoothly to avoid strain or injury. Risk assessments must be conducted before lifting.

Hazardous Substances