Frequently asked questions
Adults- What does the first session involve?
The first speech and language therapy session usually lasts for 60-90 minutes and involves taking a full history of your journey following your acquired brain injury. This will include your medical history, therapy input so far and discussing your therapy goals. I will complete some initial assessments of your speech, language or eating and drinking. If you have already seen a speech and language therapist I will seek your permission to contact them for a handover of their input with you. I will provide you with a summary of our initial session and my recommended next steps for therapy. This initial session gives you the opportunity to meet me and to decide if you would like us to continue to work together.
Adults- What happens after the first session?
Following sessions will involve carrying out more detailed formal and informal assessments of areas to be targeted, such as speech, language and communication skills and eating and drinking. This information allows therapy to be tailored to your individual needs.
After the assessments are completed I will then discuss my findings with you and follow this up with a short written summary of our therapy plan.
Therapy sessions may involve working with a client directly, or working jointly with their family or carers. .
I may also provide you with therapy tasks to complete at home.
We will review your therapy and goals together after an agreed length of time.
The support network you have is important in helping you achieve your goals. I work with families, friends, other health professionals, schools and work colleagues. This can include:
– education on your brain injury and how it impacts you
– managing expectations (both of the client and those around them)
– providing a space for them to share and discuss their concerns or needs
– strategies for supporting you to work towards your goals
– training on how to carry out therapeutic activities
– conversation partner training
– reflection on the impact of therapy or new challenges
Children/Adolescents- What does the first session involve?
The first speech and language therapy session usually involves a full assessment.
This lasts for 60-90 minutes and involves taking a full history of your child’s development so far, and carrying out formal and informal assessments of their speech, language and communication skills and a screen of their feeding skills if required. This information allows therapy to be tailored to your child’s individual needs. Depending on your child’s levels of attention and fatigue assessment may need to be carried out in shorter bursts, or be integrated with other therapeutic activities. Following the assessment I will then discuss my findings with you and follow this up with a short written summary.
Children/Adolescents- What happens after the first session?
Following a detailed assessment of your child’s speech, language and communication skills, I may recommend:
· A course of therapy sessions which may be weekly, fortnightly or once every three weeks, depending on your child’s needs.
· Specifically tailored activities to be carried out at home and in school with your child, followed by a therapy appointment to review the progress your child has made.
· I may recommend no therapy is needed, as your child’s speech, language and communication skills are developing normally for their age.
Therapy sessions last for 45-60 minutes and will be adjusted based on your child’s needs. Children make the best progress in therapy when all the key people involved in their lives are working together to support them. I will work closely with you to provide advice and activities to support the skills your child learns in therapy to be carried over into their everyday life.
I am happy to liaise with NHS speech and language therapists. For children who are already on a NHS waiting list, I can support your child and then provide a detailed handover to the NHS when they are ready to be seen.
I am also happy to liaise with your child’s nursery or school.
Therapy targets are set collaboratively with parents and carers and these are reviewed on a regular basis, depending on the needs of each child.
General (Inc T&C's)
How is my data protected?
I am registered data processing officer with the Information Commissioner’s Office (ICO) I operate robust systems to protect data I hold about clients, which meet GDPR compliance. Upon giving written consent for treatment, you will be provided with written terms, conditions and copies of my policies to read and sign.
Are you DBS checked?
I have enhanced clearance from the Disclosure and Barring Service (DBS) and subscribe to their update service, allowing instant information about my DBS status.
What are your terms and conditions?
Helen Price is a Sole trader, since November 2018
Helen Price is a fully qualified Speech and Language Therapist registered with HCPC, RCSLT and ASTLTIP. She holds an up to date Disclosure and Barring Service (DBS) certificate and is a registered as a data holder with ICO.
Services offered and Pricing:
Initial needs phone consultation: Free
Initial Assessment; includes up to 90 minutes face to face consultation, preparation time, information gathering, formal and informal assessments as appropriate, written report £160
Hourly Rate: £80 / hour to cover:
Liaison with other professionals
Attendance at meetings
30 minutes £40
45 minutes £60
All fees are discussed and agreed prior to the start of therapy.
Fees are subject to annual review.
Payments can be made by bank transfer, cheque or cash
A printed receipt can be provided on request.
Half or full day sessions at schools / nurseries/ care homes for multiple clients: cost on request
Training packages: price on request
Travel costs from the therapist’s base are charged at 45 pence per mile plus a charge for time;
The first 15 minutes of travel time each way is free, charges for time will then be made in increments of 15 minutes at £10.00 per 15 minutes
Travel costs can be shared if there are multiple clients in a location.
You will receive an invoice for payment which is be payable within 14 days of receipt of the invoice. Payments can be made by bank transfer, cash or cheque payable to Helen Price
Cancellation of Appointments:
There is no charge for sessions cancelled with 24 hours notice (or within 24 hours if a valid reason given such as illness).
If more than two sessions in a row are cancelled or missed, therapy may be put on hold until circumstances allow for regular attendance.
If the therapist is unable to attend an appointment, the maximum possible notice will be given and the appointment will be rescheduled.
Where insufficient notification prior to the therapist starting her journey is given for cancellation, you will be charged, in full at the standard therapy session rate.
If a child’s therapy session is scheduled to take place at nursery or school, it is the parents’ responsibility to inform the therapist directly if their child is not at nursery or school that day.
Termination of Therapy
It is within the therapist’s rights to terminate therapy with 24 hours notice.
It is within the rights of the client to terminate therapy with 24 hours notice.
Frequency of Sessions:
It may be clinically important to continue initial assessment over more than one session. Any further assessment sessions will be charged at the standard rate, dependent on the level of additional assessment required.
Following assessment, the need for further therapy/advice will then be discussed and agreed with the client and or their carers.
Sessions are offered weekly, fortnightly, monthly as appropriate and depending on the needs of the client.
A speciﬁc number of therapy sessions will be discussed agreed between the therapist and parents/carers. A mutual review of arrangements will take place at the end of that block of sessions.
A brief update report will be provided after each block of sessions.
Decisions about Discharge
Following assessment and/or therapy sessions the recommendation may be to discharge the client from the therapist’s care. This decision will be fully discussed with the client’s parents/carers beforehand. A report will provided when the client has been discharged.
Access to NHS Therapy
All clients are eligible for Speech and Language Therapy within their local NHS team.
Clients who are currently receiving therapy from an NHS therapist or are on the waiting list must inform the independent therapist.
The NHS therapist should also be informed of any independent therapist involvement to ensure effective liaison.
Consent for Liaison and Distribution of Reports
Written consent for cross professional liaison will be sought from client/parents/ carers who have the right to decline consent for contact with other professionals. Written consent will be gained to share documentation with parents/carers via email, who have the right to decline consent for this.
Liaison, reports or advice from the independent therapist will only be distributed to other relevant professionals (e.g. school or GP) with the written consent of the client’s parents/carers.
Helen Price assumes the function of data controller and supervises the compliance with General Data Protection Regulation (GDPR) within the business.
1. Information I collect
2. Where I get my information
3. How I use the information I collect
4. Information I share
5. How and when consent is obtained
6. How I protect your data
7. Protecting your rights to data
8. Security of your personal data
1 Information we collect
Helen Price Therapy holds personal data as part of conducting a professional service. The data follows under the following headings: healthcare records, educational records, clinical records, general administrative records, and financial records.
1.1 Healthcare 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,
- Other contacts: name and contact details of GP and any other relevant healthcare professionals involved.
For child services:
• Parent/guardian details
• Description of family
• 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, 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, Ophthalmology.
For adult services:
• Employment/vocational history
• Mental health
1.2 Educational records
Relevant Individual Educational Plans (IEPs), progress notes from educational staff and school reports may be held.
1.3 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. Audio and video files may also be collected and stored.
1.4 General administrative records
Helen Price Therapy may hold information regarding attendance reports and accident report forms.
1.5 Financial records
A financial record pertains to all financial information concerning the practice, e.g.
invoices, receipts, information for Revenue. Helen Price Therapy 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.
2 Where I get my 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, or on the date of first contact.
Information may also be provided directly from relevant third parties such as schools, medical professionals and allied health professionals, with prior consent from the client/parent(s)/guardian(s).
3 How I use the information that I collect
I use the information I 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 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.
3.1 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.
3.2 Client Records
3.2.1 Clinical Records
Helen Price Therapy keeps both physical and electronic records of clinical data in order to provide a service.
• The preferred format for clinical data is electronic.
• Clinical data for adult clients (over the age of 18 years) is deleted/confidentially destroyed after 8 years from last invoiced session. (Usually post discharge).
• For children clinical records will be kept until a child’s 25th birthday or if the client was 17 at the conclusion of the treatment, until their 26th birthday.
• All data must be reviewed prior to destruction taking into account any serious incident retentions. This includes medical illustration records such as X-rays and scans as well as video and other formats.
• Clinical data used for research purposes, may be kept for longer than the periods above.
• Video records/ voice recordings relating to client care/videoconferencing records may be recorded with consent, analysed and then destroyed. If written consent is provided to use recordings for training purposes, the client will have the option to withdraw consent at any time. (Recordings may be kept for longer if blocks of therapy may occur over a length of time. Permission for this will be sought from the client or parent/guardian).
3.2.2 Financial Records
Helen Price Therapy keeps electronic/paper records of financial data from those who use our services.
Section 886 of the Direct Tax Acts states that the Revenue Commissioners require records to be retained for a minimum period of six years after the completion of the transactions, acts or operations to which they relate. These requirements apply to manual and electronic records equally.
• 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.
3.2.3 Contact Data
Contact Data is kept for 6 years to allow processing of Financial Data if required. (This may be retained for longer for safety, legal request, or child protection reasons.)
If under investigation or if litigation is likely, files must be held in original form indefinitely, otherwise files are held for the minimum periods set out above.
4 Information I share
I do not share personal information with companies, organisations and individuals outside Helen Price Therapy unless one of the following circumstances apply:
4.1 With your consent:
I will only share your Personal Identifying Information (PII) to third parties when I have express written permission by letter or email to do so. I require opt-in consent for the sharing of any sensitive information.
Third parties may include: hospitals, GPs, other allied health professionals, educational facilities.
4.2 For legal reasons:
I will share personal information with companies or organisations outside of Helen Price Therapy 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 Helen Price Therapy, our service users or the public as required or permitted by law.
4.3 To meet financial requirements:
Helen Price Therapy also is required to share Financial data with a book keeper in order to comply with local tax laws.
5 How and when I obtain consent
Prior to initial assessment or consultation, a link to the data protection policy on my website will be provided to clients along with a client contact and consent form which will need to be signed by the client prior to commencing the service.
Copies of the signed consent forms and client contract will be given to both parties.
Should a client wish to withdraw their consent for data to be processed, they can do so by contacting Helen Price Therapy.
6 How I protect your data
In accordance with the General Data Protection Regulation (GDPR), I will endeavour to protect your personal data in a number of ways:
6.1 By limiting the data that I collect in the first instance
All data I collect 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 those purposes save in the special circumstances referred to in section 5.1. Furthermore, all data I collect will be adequate, relevant and limited to what is necessary in relation to the purposes for which it is collected which include, inter alia, the assessment, diagnosis and treatment of speech, language and communication disorders.
6.2 By transmitting the data in certain specified circumstances only
Data will only be shared and transmitted, be it on paper or electronically, only as is required, and as set out in section 3.
6.3 By keeping only the data that is required
I shall only retain data when it is required and will protect it by limiting its accessibility to any other third parties.
6.4 By disposing of/destroying the data once the individual has ceased receiving treatment
Data will be disposed/destroyed within 8 years of the completion of this treatment for adults and when a child client reaches the ages specified in section 3.2.1 apart from the special categories of personal data as set out at 1.1 above. Where data is required to be held us for longer than the period specified in 3.2.1, I 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.
6.5 By retaining the data for only as long as is required
which in this case is the length specified in 3.2.1 except for circumstances in which retention of data is required in circumstances set out at part 1.1 above or in certain specific circumstances as set out at Article 23(1) of the GDPR.
6.6 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.
6.7 By ensuring that any personal data collected and retained is both accurate and up-to-date.
7 Protecting your Rights to Data
7.1 Adult clients
Adults have the right to request data held on them as per article 15 of GDPR. A request must be made in writing. Further information regarding accessing your personal data are available in the document ‘Rights of Individuals under the General Data Protection Regulation’, downloadable from: www.gdprandyou.ie
For children under the age of 16, data access requests are made by their 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.
Helen Price Therapy, as with most providers of healthcare services is aware of the need for privacy. As such, I aim to practice privacy by design as a default approach, and only obtain and retain the information needed to provide you with the best possible service.
All persons working in, and with Helen Price Therapy in a professional capacity are briefed on the proper management, storage and safekeeping of data.
All data used by Helen Price Therapy, including personal data may be retained in any of the following formats:
1. Electronic Data
2. Physical Files
The type of format for storing the data is decided based on the format the data exists in.
Where applicable, Helen Price Therapy may convert physical files to electronic records to allow us to provide a better service to clients.
8.1 Data Security
Helen Price therapy understands that the personal data used in order to provide a service belongs to the individuals involved. The following outlines the steps which Helen Price Therapy uses to ensure that the data is kept safe.
8.1.1 Electronic Data
All electronic data is contained in the following systems: Gmail, and folders in an online encrypted cloud store.
8.1.2 Physical Files
All physical data is located at my home address.
- Only Helen Price has access to these records.
- These records ARE kept in a container secured with a lock and key.
8.2 Security Policy
8.2.1 Helen Price Therapy understands that requirements for electronic and physical storage may change with time and the state of the art. As such, the data controller in Helen Price Therapy reviews the electronic and physical storage options available to Helen Price Therapy every year.
8.2.2 Helen Price uses strategies for good data hygiene including, not limited to:
Awareness of client conversations in unsecure locations.
Enabling auto-lock on devices when leaving them unattended, even within my home address.
Use of non-identifiable note taking options. (initials, not names).
The awareness of best practice procedure should a possible data breach occur, either through malicious (theft) or accident (loss) of devices or physical files.
Date of document: 11/11/2018
Review Date: 11/11/2019