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Risk Management Policy and Framework

Purpose

Healing Trust Hope Counselling is committed to identifying, assessing, and managing risks to participants, the provider, and others. This framework ensures risks are minimised and managed in a way that protects health, safety, and wellbeing while supporting continuity of services.

Scope

This policy applies to:

  • All NDIS participants receiving counselling services
  • The sole trader provider
  • Any support persons, visitors, or contractors involved in service delivery

1. Risk Management Approach

As a sole trader, Healing Trust Hope Counselling implements a proportionate and practical risk management system that:

  • Identifies hazards and risks
  • Assesses likelihood and impact
  • Implements controls to reduce risk
  • Reviews risks regularly or when circumstances change

Risk management is integrated into everyday practice and service planning.

2. Work Health and Safety (WHS) Risk Management

The provider:

  • Maintains a safe counselling environment (physical and virtual)
  • Identifies and manages hazards such as:
    • Psychological safety risks
    • Environmental hazards
    • Manual handling (where applicable)
    • Fatigue and workload management
  • Complies with applicable WHS legislation relevant to sole traders

3. Insurance Coverage

Healing Trust Hope Counselling maintains appropriate insurance, including:

  • Professional Indemnity Insurance
  • Public Liability Insurance
  • Personal Accident Insurance (where applicable)

Insurance coverage is reviewed annually and updated as required.

4. Emergency and Disaster Planning

A documented Emergency and Disaster Management Plan is in place to ensure participant safety and service continuity during events such as:

  • Fire or evacuation
  • Medical emergencies
  • Natural disasters
  • Power or technology outages
  • Pandemic or public health emergencies

The plan includes:

  • Emergency contact details
  • Procedures for cancellation or transition to telehealth
  • Communication with participants during disruptions
  • Priority consideration for vulnerable participants

5. Risk Assessments

Risk assessments are undertaken:

  • At intake and during service planning
  • When there are changes to participant needs
  • Following incidents or near misses
  • At least annually

a) Participant Reliance on Services

Risk assessments consider:

  • Whether participants rely on counselling services for emotional regulation, mental health stability, or crisis prevention
  • The level of participant vulnerability
  • Availability of alternative supports

b) Impact of Service Disruption

The provider assesses:

  • The potential impact on participant wellbeing if services are delayed or interrupted
  • Whether additional supports or referrals are required during disruptions
  • Contingency arrangements (e.g. telehealth, referral pathways)

6. Infection Prevention and Control

Healing Trust Hope Counselling implements standard infection prevention and control precautions, including:

  • Hand hygiene before and after sessions
  • Cleaning and disinfecting surfaces between appointments
  • Use of telehealth when participants or provider are unwell
  • Adherence to public health advice
  • Encouraging participants to reschedule if unwell

Infection control practices apply across all service settings, including in-person and remote sessions.

7. Incident and Risk Reporting

  • Risks, incidents, and near misses are recorded and reviewed
  • Actions are taken to prevent recurrence
  • Incidents are managed in line with NDIS Incident Management requirements where applicable

8. Continuous Improvement

Risk management practices are reviewed:

  • Regularly as part of service operations
  • After incidents, complaints, or service disruptions
  • To improve safety, service continuity, and participant outcomes

9. Documentation and Records

The provider maintains:

  • A Risk Register
  • Risk assessment records
  • Emergency and disaster plan
  • Insurance certificates

All records are stored securely and confidentially.

10. Review of Policy

This policy is reviewed at least annually, or sooner if:

  • There are changes in service delivery
  • New risks are identified
  • Legislative or NDIS requirements change