Consent Management

Proper consent management is essential for Australian healthcare compliance. Praxi helps you manage consent for treatment, record-keeping, and communication.

Consent Types

Praxi tracks several types of consent:

Consent Type	Description	Required
Treatment	Consent to receive treatment	Yes
Data Sharing	Permission to share with other providers	As needed
AI Processing	Consent for AI-assisted note generation	Recommended
Research	Participation in studies	Optional
Recording	Consent for session recording/transcription	If applicable
Marketing	Permission for marketing communications	Optional
MHR Access	Consent to access/upload to My Health Record	If applicable

Additional consent types are available for specific programmes:

• EAP consents -- Mandatory referral release and aggregate reporting notice for Employee Assistance Programme clients
• Pathway consents -- Data collection, practitioner sharing, court reporting, voice journal, and crisis contact consents for clients using Praxi Pathway

Recording Consent

Initial Consent

When a client first attends:

1. Open the client profile
2. Go to the Profile tab and expand Consent
3. Record each consent type:
   • Select consent type
   • Record how obtained (verbal, written, electronic)
   • Add date
   • Note any conditions or limitations
4. Save

Consent Methods

Method	When to Use	Documentation
Digital	Online intake forms	System records automatically
Paper	Formal consent forms	Upload signed document
Verbal	In-session consent	Record in notes with date

Digital consents can capture electronic signatures and witness details.

Minor Consent (Family Law Act 1975)

Australian law governs consent for clients under 18.

Age-Based Rules

Age	Who Can Consent	Praxi Behaviour
0-13	Parent/guardian only (Gillick not applicable)	Requires guardian consent
14-17	Client + parent/guardian (mature minor doctrine)	Both must consent
18+	Client only (guardian access auto-revoked)	Standard consent

Automatic Transition

When a minor client turns 18, Praxi automatically transitions their consent authority to client-only. Guardian access is revoked.

Capacity Assessment

Praxi supports documenting the client's capacity to consent, aligned with PsyBA Code of Conduct 2025 section 5.2:

Status	Meaning
Presumed	Adult with no capacity concerns (default)
Assessed Capable	Practitioner has confirmed capacity
Assessed Incapable	Cannot consent independently, needs substitute
Gillick Competent	Minor aged 14-17 assessed as competent
Substitute Decision Maker	Guardian or SDM consenting on behalf

Gillick Competence

For clients aged 14-17, a minor may consent without guardian involvement if they demonstrate sufficient understanding. This is known as "Gillick competence."

To record Gillick competence:

1. Open the minor's profile
2. Go to the Profile tab and expand Consent
3. Set the capacity status to Gillick Competent
4. Document your assessment:
   • Evidence of understanding
   • Topics explained
   • Decision-making capacity observed
5. Date and sign

Document Carefully

Gillick competence assessments may be scrutinised. Document thoroughly the basis for your determination.

Setting Up Guardian Consent

For clients requiring guardian consent:

1. Open the minor's profile
2. Go to the Profile tab and expand Family & Relationships
3. Click Add Guardian
4. Enter guardian details:
   • Name and relationship
   • Contact information
   • Consent authority (full or limited)
5. Record guardian consent:
   • Consent for treatment
   • Communication preferences
   • Access to records

Parental Responsibility

In separated families:

• Shared responsibility - Both parents can consent
• Sole responsibility - Only designated parent can consent
• Court orders - May restrict one parent's involvement

Document any court orders or custody arrangements in the client profile.

Couples Consent

For couples therapy, both partners must consent to shared notes. Specifically, both partners must explicitly consent to:

• Joint treatment
• Shared session notes (both partners can view)
• Information visible to both parties

Neither partner's notes from individual sessions are shared unless separate consent is obtained. See Couples and Families for detailed guidance.

Withdrawing Consent

Clients can withdraw consent at any time:

1. Open the client profile
2. Go to the Profile tab and expand Consent
3. Select the consent to withdraw
4. Click Withdraw Consent
5. Record:
   • Date of withdrawal
   • Reason (optional)
   • Actions taken (e.g., ceased SMS reminders)
6. Save

Effects of Withdrawal

Withdrawn Consent	Effect
Treatment	Must cease treatment
Data Sharing	No longer share information with third parties
AI Processing	AI-assisted features disabled for this client
Recording	Session recording and transcription must stop

Consent for Specific Situations

Telehealth Consent

Before telehealth sessions:

1. Confirm identity verification method
2. Explain privacy limitations (home environment)
3. Discuss emergency procedures
4. Record telehealth-specific consent

Third-Party Reports

Before sharing information with:

• GPs
• Schools
• Employers
• Legal proceedings

Obtain written consent specifying:

• What information may be shared
• With whom
• For what purpose
• Any limitations

Medicare Claiming

Medicare claims require client consent:

• Consent to claim through Medicare
• Consent to share clinical information with Medicare
• Usually obtained at registration

Consent Renewal and Expiry

Praxi tracks consent expiry dates and helps you stay compliant:

Renewing Consent

1. Open the client profile, go to the Profile tab, and expand Consent
2. Find the consent that needs renewal
3. Click Renew to extend the consent -- the record's expiry and revalidation dates are updated and the renewal is audit-logged
4. Update the expiry date and re-record how consent was obtained

Expiry Monitoring

Praxi monitors expiring and expired consents automatically:

• Expiring consents -- View all consents approaching their expiry date
• Expired consents -- View consents that have already expired
• Revalidation dashboard -- See which consents need renewal and overall compliance statistics
• Expiry emails -- Send reminder emails to clients or practitioners when consent is about to expire

Batch Operations

For managing consent across multiple clients:

• Batch revoke -- Revoke multiple consents at once (e.g., when a programme ends)

Automatic Reminders

• Expiring consent -- Some consents require periodic renewal
• Missing consent -- Required consents not recorded
• Minor turning 18 -- Consent authority automatically transitions

Consent Review

Periodically review consent:

• At 12-month intervals
• When treatment plan changes
• When circumstances change (e.g., family situation)

Consent Documentation

Consent Forms

Upload signed consent forms:

1. Go to the client's Files tab
2. Click Upload
3. Select the consent form
4. Tag as "Consent"
5. Link to the consent record

Electronic Signatures

For online consent:

• Client completes intake form
• System records consent with timestamp
• Digital signature captured
• Receipt sent to client

Tips

1. Record consent early - Capture at first contact
2. Be specific - Record exactly what was consented to
3. Document limitations - Note any conditions or restrictions
4. Review regularly - Consent can change over time
5. Keep copies - Upload signed consent forms

Frequently Asked Questions

Can a parent access their 16-year-old's records?

Generally, no, unless the minor consents or lacks capacity. Document the minor's wishes regarding parental access.

What if parents disagree about treatment?

If both have parental responsibility and disagree, treatment may need to wait until agreement is reached or a court order obtained.

How long should consent records be kept?

Same as clinical records - 7 years for adults, or until the minor turns 25.

Related

• Managing Clients
• Couples and Families
• Compliance Overview

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