Assessment

Your first step. The Assessment.

At your first appointment you will receive a detailed assessment and observation of your child’s Speech, Language and Communication needs. Assessments are conducted through play and/or formal assessment depending on the age and needs of the child.

Time will be dedicated to discuss with you, your child's assessment findings and the most effective course of therapy if advised and required. A personalised and tailored therapy plan will be shared with you and resources to take home will also be included.

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Therapy

One to one, personalised therapy sessions

Regular Sessions may be offered if advised following initial assessment. The number of weeks will be discussed and agreed at this initial stage. Sessions will last approximately 45 minutes depending on the age and need of your child.

Sessions are fun, interactive and rewarding which will be effective in helping your child achieve their therapy aims. Detailed feedback will be given after each session.

I will work closely with you as parents to demonstrate activities and strategies to use in your daily routine to develop your child’s speech language and communications skills in a variety of settings. Personalised resources for home will also be provided.

Written therapy aims will be given to show therapy goals and monitor and measure effective practice.

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Specialist Training

Personalised training and activities for larger groups.

I can provide personalised training to playgroups, nurseries, schools and healthcare professionals.

Training will be discussed and tailored to you or your group's specific needs, but can include education on typical ages and stages of Speech and Language Development, advice on when to be concerned about a child’s speech language and communication skills, or training on a range of activities which can be used to help develop language and communication skills.
For further advice and information of what is offered please do not hesitate to contact me.

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Privacy Policy

Here's the boring stuff.

Data Protection Policy

Speech and Language NI appreciate that your need for privacy is important and that you trust us with your information and data. We therefore only obtain and retain the information needed to provide you with the best possible service. This privacy policy is meant to help you understand what data we collect, why we collect it, and what we do with it. If you have any questions please contact us.

Speech and Language NI is an Independent Speech and Language Therapy Service set up in 2019 by Mrs. Jill Coulter, a fully qualified Specialist Speech and Language Therapist registered with the “Health and Care Professions Council’ (HCPC), ‘Royal College of Speech and Language Therapists’ (RCSLT), The ‘Association of Speech and Language Therapists in Independent Practice’ (ASLTIP), the ‘Information Commissioners Office’ (ICO) and ‘Her Majesty Revenue and Customs’ (HMRC). Mrs. Jill Coulter - assumes the function of data controller and supervises the compliance with General Data Protection Regulation (GDPR) within the business.

Information we collect

Speech and Language NI holds personal data as part of conducting a professional service. The data comes under the following headings: healthcare records, educational records, clinical records, general administrative records, and financial records. The lawful basis for processing personal information is a ‘legitimate interest’ under article 6 of General Data Protection Regulation (GDPR). Speech and Language NI cannot deliver a service to your child without processing personal information. Information relating to a child’s health is classified as ‘Special Category Data’ under section 9 of the GDPR. The regulations state that health professionals who are “legally bound to professional secrecy” may have a lawful basis for processing this information. Speech and Language Therapists are legally bound to keep client information confidential and it is under this condition that personal information is stored and processed.

Health care records

A healthcare record refers to all information collected, processed and held both in manual and electronic formats pertaining to the service user and their care. Speech and language problems can be complex, and a wide range of information may be collected in order to best meet the needs of the client, and to maintain a high quality service which meets best practice requirements. In order to provide a high quality service, a range of information may be collected.
Examples of data collected and held on all current and active clients include the following:
Contact details: Name, address, phone numbers, e-mail address
Personal details: date of birth, family members
Other contacts: name and contact details of GP and any other relevant healthcare professionals involved.

For child services

Parent/guardian details, description of family, names/ages of siblings
Educational placements
Pre- and post-natal history: This can include information relating to mother’s pregnancy, and child’s birth.

Developmental data

developmental milestones, feeding history, audiology history.

Medical details

such as any relevant illnesses, medical diagnoses, medications, and relevant family history. Reports from other relevant allied health professionals such as: Audiology, Psychology, CAMHS (Child & Adolescent Mental Health Services), Occupational therapy, Physiotherapy.

Educational records

Relevant Individual Educational Plans (IEPs), progress notes from educational staff and school reports may be held.

Clinical records

Specific data in relation to communication skills may be collected and held, such as assessment forms, reports, case notes, e-mails, text messages and transcripts of phone calls. Audio and video files may also be collected and stored.

General administration records

Speech and Language NI -may hold information regarding attendance reports and accident report forms.

Financial records

A financial record pertains to all financial information concerning the practice, e.g. invoices, receipts, information for Revenue. Speech and Language NI may hold data in relation to: on-line purchasing history, card payments, bank details, receipts and invoices. Information will include name of bill payer, client name, address and record of invoices and payments made and accounts in arrears.

How we collect information

Personal data will be provided by the client, or in the case of a child (under 16 years), their parent(s)/guardian(s). This information will be collected as part of a case history form prior to and/or on the date of first contact (e.g. face to face, phone calls, emails, website enquires)
Personal Data may also be collected via the website www.speechandlanguageni.co.uk. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy policy.
The website contains links to other Internet sites which are outside our control and are not covered by this privacy policy. We are not responsible for data which you provide through any such linked websites.
Information may also be provided directly from relevant third parties such as schools, medical professionals and allied health professionals, with prior consent from the parent(s)/guardian(s).

How we use information

We use the information we collect to provide assessment and therapy as per the relevant professional guidelines, as well as to maintain the general running of the business, such as running our electronic booking system, keeping our accounts and updating you of any changes in policies or fees.
Information may also be used for research purposes, with the written consent of the client or parent/guardian.

Data retention periods

The retention periods are the suggested time periods for which the records should be held based on the organisation’s needs, legal and/or fiscal precedence or historical purposes. Following the retention deadline, all data will be destroyed under confidential means.

How long does Speech and Language NI keep personal information for?

Telephone enquiry - Until the enquiry has been completed. This is usually within 7 working days. If a referral is made, the information may be transferred to the child’s case notes otherwise the information will be destroyed.
Website enquiry - Until the enquiry has been completed. This is usually within 7 working days. If a referral is made, the information may be transferred to the child’s case notes otherwise the information will be destroyed.
Email - Emails are kept for approximately three months. After this time emails will be copied and stored on a password protected document as part of the child’s case notes or they will be destroyed.
Facebook Enquiry - Until the enquiry has been completed. This is usually within 7 working days. If a referral is made, the information may be transferred to the child’s case notes otherwise the information will be destroyed.
Case notes - Until the child’s 25th birthday or 26th birthday if they are 17 years old at the end of treatment. If under investigation or if litigation is likely, client files must be held in original form indefinitely.
Financial Records – Speech and Language NI - keeps electronic/paper records of financial data from those who use our services. Financial Data is kept for 6 years to adhere to Revenue guidelines. Financial Data (including non-payment of bills) can be given to Revenue at Revenue’s request.
Video Voice Recordings - Video records/ voice recordings relating to client care/video conferencing may be recorded with consent, analysed and then will be destroyed within 24 hours.

Information we share

We do not share personal information with companies, organisations and individuals outside Speech and Language NI unless one of the following circumstances apply:
With your consent
We will only share your Personal Identifying Information (PII) to third parties when we have express written permission by letter or email to do so. We require opt-in consent for the sharing of any sensitive information.
Third parties may include: hospitals, GPs, other allied health professionals, educational facilities.
For legal reasons
We will share personal information with companies or organisations outside of Speech and Language NI if disclosure of the information is reasonably necessary to:
Meet any applicable law, regulation, legal process or enforceable governmental request.
Meet the requirements of the Children First Act 2015.
To protect against harm to the rights, property or safely of Speech and Language NI, our service users or the public as required or permitted by law.
To meet financial requirements
Speech and Language NI –may also share financial data with a registered accountant in order to comply with local tax laws. Speech and Language NI will obtain a copy of the accountant’s own Data Protection Policy.
For Transfer of data outside the European Economic Area (EEA)
Speech and Language NI does not transfer personal data outside the EEA.

How and when we obtain consent

A link to the ‘Data Protection Policy’ will be included in the Initial Appointment confirmation email. During the initial assessment appointment, a consent form will need to be read and signed by the client or in the case of a child under 16 by the Parent(s)/ Guardian(s).
A copy of the ‘Terms and Conditions Policy’ will be provided and a signed copy will be held on file.
A copy of the ‘Cancellation Policy’ and ‘Services and Fees Policy’ will also be provided to clients.
Should a client wish to withdraw their consent for data to be processed and/or treatment, they can do so at any time by contacting Speech and Language NI.

How we protect your data

In accordance with the General Data Protection Regulation (GDPR), we will endeavour to protect your personal data in a number of ways:
By limiting the data that we collect in the first instance
All data collected by us will be collected solely for the purposes set out at 1 above and will be collected for specified, explicit and legitimate purposes. The data will not be processed any further in a manner that is incompatible with this privacy policy. Furthermore, all data collected by us will be adequate, relevant and limited to what is necessary in relation to the purposes for which it is collected to include the assessment, diagnosis and treatment of speech, language and communication disorders.
By transmitting the data in certain specified circumstances only
Data will only be shared and transmitted, be it on paper, electronically or verbally, only as is required, and as set out in section 4.
By keeping only, the data that is required
When it is required and by limiting its accessibility to any other third parties.
By retaining the data for only as long as is required
Client files will be held on record until the child’s 25th birthday or 26th birthday if they are 17 years old at the end of treatment.
Where data is required to be held by us for longer than the period set out above, we will put in place appropriate technical and organisational measures to ensure a level of security appropriate to the risk. These may include measures such as the encryption of electronic devices, pseudonymisation of personal data, and/or safe and secure storage facilities for paper/electronic records.
By destroying the data securely and confidentially after the period of retention has elapsed.
This could include the use of confidential shredding facilities or, if requested by the individual, the return of personal records to the individual.
By ensuring that any personal data collected and retained is both accurate and up-to-date.

Protecting your Rights to Data

Children

For children under the age of 16, data access requests are made by their Parents / Guardians. When a child turns 16, then they may make a request for their personal data. However, this is subject to adherence with the Children First Act.

Security

All persons working in, and with Speech and Language NI in a professional capacity are briefed on the proper management, storage and safekeeping of data.
All data used by Speech and Language NI, including personal data may be retained in any of the following formats:
Electronic Data
Physical Files
The type of format for storing the data is decided based on the format the data exists in.
Where applicable, Speech and Language NI may convert physical files to electronic records to allow us to provide a better service to clients.
Speech and Language NI -understands that the personal data used in order to provide a service belongs to the individuals involved. The following outlines the steps which Speech and Language NI use to ensure that the data is kept safe.

Electronic Data

All information about you, your child and their speech and language therapy is stored securely in our systems to ensure that we have a complete record of our service to them. We use a secure electronic cloud-based system which is compliant with general data protection regulations.
Writeupp is a cloud based application, physically located in the Republic of Ireland.
This system provider is aware of their requirements for GDPR compliance.
Microsoft Azureis the hosting platform who uphold the highest standards of privacy and data protection.
All persons working in Speech and Language NI have READ/WRITE/ DELETE access to records.
All persons require a secure log on and password in order to access the records.
A copy of the files ARE NOT made on the users’ computer when in use.


The data controller in Speech and Language NI CAN remove or delete users.
The data controller in Private Speech Therapy NI CAN change user passwords.

Physical Files

ONLY Mrs. Jill Coulter – Owner of Speech and Language NI has access to these files.
These files are kept in a container secured under lock and key within alarmed premises.

Security Policy

Speech and Language NI -understands that requirements for electronic and physical storage may change with time and the state of the art. As such, the data controller in Speech and Language NI reviews the electronic and physical storage options available to Speech and Language NI every 6 MONTHS.
All physical devices used by persons working in Speech and Language NI which may contain any identifiable PII (Patient Identifiable Information) - ARE enabled with loss theft tracking and remote wipe abilities.
All persons working in Speech and Language NI are aware and briefed on and refresh the requirements for good data hygiene every 6 MONTHS. This briefing compliance is monitored by the Speech and Language NI data controller and includes, but is not limited to:
- Awareness of client conversations in unsecure locations.
- Enabling auto-lock on devices when leaving them unattended, even within Speech and Language NI locations.
- Use of non-identifiable note taking options. (initials, not names).
- The awareness of Speech and Language NI procedure should a possible data breach occur, either through malicious (theft) or accident (loss) of devices or physical files.

Your Rights

Data protection legislation gives you, the parent, various rights. The most important of these are as follows:
You have the right to a copy of information we hold about your child.
You have the right to ask for your record to be amended if you believe that it is wrong.

How to access your child’s records

You can access the information we hold about you by writing to us at the address given below. Please apply in writing rather than by email, so that we receive an original signature to compare against the records we hold. A small administration fee will be payable.
We will provide access to your child’s records within 30 days of receipt of all necessary information. Please make your request in writing to: Subject Access Requests Speech and Language NI – 15 Tullymore Dale Broughshane BT43 7TD
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.
​If you have any further questions about how we use your information, please contact Mrs. Jill Coulter. Further information about data protection legislation and your rights is available from the Information Commissioner's Office.

Privacy Policy Review

Speech and Language NI will review this policy on a regular basis. The latest privacy policy and any updates can be found on www.speechandlanguageni.co.uk or by contacting Jill Coulter at Speech and Language NI. You should review this policy and any changes made from time to time to ensure that you are happy with any updates. This privacy policy is effective from 1st September 2019.


​ ​ Date of Document: 01 September 2019

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