Privacy Policy
At The Big Friendly Therapist, your privacy is of the utmost importance. This policy outlines
how we collect, store, use, and protect your personal health information (PHI), ensuring
compliance with mandatory privacy legislation and our commitment to inclusivity and respect
for all individuals.
Why do I collect personal information?
We collect personal information to:
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Contact you
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Provide invoices and receipts
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Assess your needs and develop a treatment plan
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Deliver therapy services
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Evaluate and improve our services
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Respond in case of emergencies
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Share records or provide consultations with other parties (with your written consent)
Where do I keep your information?
Physical Files: Supervised during use and stored in locked filing cabinets within a secure
room when not in use.
Electronic Files: Stored on a password and firewall-protected computer, transferred to an encrypted hard drive annually, and regularly backed up. We use OWL Practice, a secure, encrypted web-based practice management system compliant with personal health information (PHI) guidelines.
How do I destroy documents or files with your PHI?
What information do I keep?
We are required to maintain records of all clients, including:
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Contact and emergency information
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Consent forms and contracts
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Assessments and treatment plans
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Session notes and summaries
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Billing information
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Correspondence related to treatment
Retention Period for Records
We retain records for at least 10 years beyond the last contact or until the client reaches 28 years of age (for minors).
What is your access to your file?
You have the right to:
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Review your file. We will schedule a time to go through it with you.
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Request corrections. While professional opinions and observations will not be altered, you may provide documentation or notes to correct factual errors.
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Authorize sharing your file with another healthcare provider through a signed Release of Information (ROI)
Paper Documents: Shredded securely.
Electronic Information: Deleted, with hardware securely destroyed if discarded.
What is my privacy policy?
We ensure compliance with privacy legislation for all staff, contractors, and students at The Big Friendly Therapist. PHI is only shared outside of the clinic with your knowledge and consent, except as required by law in the following circumstances:
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Clear and imminent risk of serious harm to yourself or others
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Suspected abuse or neglect of a minor or dependent adult
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Suspected sexual abuse by a regulated health professional
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Suspected abuse in a long-term care facility
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Court-ordered subpoenas
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Regulatory inspections
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Insurance or third-party payer requirements (discussed with clients beforehand)
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Unforeseen disruption in services, where records may be transferred to Kate Flood, MA, MSW, RSW (The Therapy Collective Atlantic) for continuity of care
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If a third party pays for your treatment, they may access information about your session
attendance, as noted on invoices.
What is my use of electronic communication?
We communicate through phone, email, text, fax, and mail. While we strive to protect your privacy, these methods may carry risks. Please inform us of your preferred communication methods, and we will record all substantive contact in your health
record.
What is my inclusion of students at Steven Butler,
The Big Friendly Therapist (The BFT)?
As part of our commitment to training future clinicians, we involve students in observation, learning, supervision, and clinical tasks. All students are carefully
screened, trained, and supervised. They adhere to our standards of privacy and confidentiality. Students may assist with administrative tasks, group facilitation, or individual therapy, depending on their training level.
Safe Space
Every single one of us is entitled to work, heal, or relax in a safe space. A space free of discrimination or fear; a space, free of bullying and harassment of any kind. I vow to make my practice a safe space for everyone - regardless of race, socio-economic status, ability, sexual orientation, gender identity or expression.
Land Acknowledgement
The City of Saint John/Menaquesk is situated in the traditional territory of the Wolastoqiyik/Maliseet. I respectfully share that I live and practice as a guest on the unsurrendered and unceded Traditional lands of Wolastoqiyik/Maliseet peoples. I am committed to Piluwitahasuwawsuwakon (a Wolastoqey phrase that advocates for actions toward Truth and Reconciliation) as I engage and work with Indigenous peoples.