Frequently Asked Questions

Is a contingency plan mandatory for psychologists?

Psychologists have professional obligations to plan for continuity of care if they become unexpectedly unavailable. The Psychology Board of Australia’s Code of Conduct includes requirements relating to maintaining continuity of services and appropriate arrangements for clients when a practitioner is unable to provide care.

A contingency plan helps psychologists document what should happen to their clients, records, practice systems and professional responsibilities if they become temporarily or permanently unavailable.

What does the Psychology Board Code say?

The Psychology Board of Australia’s Code of Conduct includes professional obligations relating to continuity of services and appropriate arrangements for clients when a psychologist is unavailable. A contingency plan helps you document how your clients, records and practice responsibilities will be managed if you cannot practise.

What is a Nominated Practitioner?

A Nominated Practitioner is a psychologist who has agreed to act if you become unexpectedly unavailable. Their role is to help manage your professional responsibilities, including appropriate client communication, continuity of care and access to relevant practice information.

Can my partner/spouse be my Nominated Practitioner?

A partner or spouse can have an important role in your personal affairs, but they may not be able to undertake professional responsibilities that require registration as a psychologist. Your contingency arrangements should clearly identify who is responsible for professional matters and who is responsible for personal or business matters.

What if I don't know another psychologist who will do it?

This is a common difficulty for psychologists, particularly those working independently. CPMA’s Nominated Executive Officer service provides an alternative for psychologists who do not have an appropriate colleague willing and able to act on their behalf.

Can CPMA be my Nominated Practitioner?

Yes. Eligible psychologists can use CPMA’s Nominated Executive Officer service to establish an arrangement for CPMA to assist with the professional responsibilities outlined in their contingency plan if the plan needs to be activated.

What happens if I become temporarily incapacitated?

Your contingency plan can set out what should happen during a temporary period of incapacity, including who should be contacted, how clients should be supported, how urgent matters should be managed and how access to relevant practice information can be provided.

What happens if I die?

Your contingency plan provides clear instructions about what should happen to your professional responsibilities, clients and records. It can help ensure that appropriate arrangements are in place rather than leaving your family or colleagues to determine what needs to be done during an already difficult time.

What happens to my clients?

Your plan should identify how clients will be contacted and supported, including arrangements for urgent clinical matters, referrals and continuity of care. The specific response will depend on your circumstances and the instructions contained in your plan.

What happens to my client files?

Your contingency plan should identify where client records are held, how they can be accessed appropriately and what should happen to them if you become unavailable, retire or cease practising.

What happens to paper files?

Paper records should be specifically addressed in your contingency plan. Your instructions can identify where physical files are stored and what should happen to them if your plan is activated.

What happens to my practice management software?

Your plan should identify the systems you use to operate your practice and provide appropriate instructions about access, administration and continuity. This can include practice-management, booking, email and other essential systems.

Can CPMA access my practice software?

Where appropriate arrangements and permissions have been established, CPMA can assist with accessing relevant practice systems when a contingency plan is activated. Access arrangements should be established in advance rather than relying on passwords or information being discovered after an emergency.

What happens to confidential passwords?

Your contingency plan should identify how essential access information can be securely managed without unnecessarily compromising confidentiality or security. CPMA provides secure arrangements for storing relevant contingency information.

What happens with subpoenas and client file requests?

Your contingency arrangements should identify who is responsible for responding to requests for records, subpoenas and other professional matters if you are unavailable. CPMA’s Nominated Executive Officer service can assist with the management of these matters where they fall within the agreed scope of the service.

What happens if I retire?

Contingency planning is not only about unexpected events. Your plan can also help you prepare for planned retirement or the closure or transfer of your practice, including arrangements for clients, records and ongoing professional responsibilities.

Can I use CPMA if I'm not a psychologist?

CPMA's services are primarily designed for psychologists and other eligible health professionals whose professional responsibilities require continuity arrangements. Contact CPMA to discuss whether the service is appropriate for your profession and circumstances.

Is CPMA a legal service?

No. CPMA provides contingency planning and practice continuity services. It does not replace independent legal, financial or estate-planning advice. You should obtain appropriate professional advice about matters such as your will, business structure, estate and legal obligations.

Does CPMA replace my will?

No. A will deals primarily with your personal estate and assets. A professional contingency plan deals with what should happen to your professional responsibilities, clients, records and practice if you become unavailable. They serve different purposes and should work together.

How often should I update my plan?

Your contingency plan should be reviewed regularly and whenever there is a significant change to your practice. This may include changes to your contact details, practice systems, premises, staff, business structure, nominated practitioner or client-record arrangements. An annual review is a useful minimum.

Why should I have a contingency plan if I already have a will?

A will does not provide detailed operational instructions for managing your psychology practice. A contingency plan addresses the professional and practical issues that may arise if you are unable to practise, helping ensure that your clients, records and practice responsibilities are not left without clear arrangements.