CPMA

Terms and Conditions 

CPMA Creation Storage and  NEO services

1. CPMA will act as the Nominated Executive Officer, hereby referred to as the NEO, in your Contingency Plan as recorded on the MyDocSafe individual portal

2. The Contingency Plan will hereto be referred to as the CP. The CP includes the documents and information contained within the CP portal linked to the CPMA login account as completed by the Signatory.

3. The Signatory acknowledges that they have practiced according to the regulatory requirements of AHPRA and has during the time of practice maintained professional indemnity insurance.

4. The Signatory refers to the AHPRA-registered Psychologist or allied health professional named in this CP who has applied a legally binding signature to the CP

5. The Signatory acknowledges that their CP can only be released to their authorised NEO and to no other person or persons.

6. Client refers to the service users of the Signatory.

7. Current clients refers to service users being seen by the Signatory at the time of a CP being activated

8. Notifying person is the person or informant who contacts CPMA on the Signatory’s behalf in the case of an unplanned activation of the CP.

9. Client Notes refer to the electronic and hard copy clinical notes collated by the Signatory in the provision of services provided to clients

10. Client File refers to the entirety of information relating to a single client, this may include client notes, professional correspondence, screeners and test results, and material produced within the client’s interaction with the Signatory within client sessions.

11. Testing materials includes kits, manuals, scoring materials, and results that are restricted access to particular professionals; this includes but is not restricted to Intelligence Testing, Academic Testing, Behavioural Testing  and Neurocognitive Testing.

12. It is the responsibility of the Signatory to complete all required fields within the CP document. 

13. The Signatory accepts responsibility to maintain an up-to-date CP. 

14. The Signatory acknowledges that in the case that relevant and required information is not completed, the NEO may not be able to fulfil the duties

15. The Signatory  acknowledges that in the case of the Signatory becoming incapacitated or dying, the NEO will not be held responsible for the payment of any fees, payments, or invoices on their behalf and that all financial issues regarding creditors, invoicing and outstanding debits and credits will be managed by the executor of their Will  or in the case of incapacity their next of kin, accountant, or business partner(s).

16. Unexpected Incapacitation refers to a Signatory experiencing an injury, accident or illness that prevents them from completing their professional duties as required under the Psychology Board of Australia Code of Conduct due to mental or physical incapacitation

17. Expected Incapcitation refers to a Signatory experiencing the results of a planned or known illness, period of absence, injury or diagnosis of a progressive or degenerative illness or disease that prevents them from completing their professional duties as required under the Psychology Board of Australia Code of Conduct 

18. Professional transition refers to the Signatory transitioning into a different career or non clinical pathway where they will be unable to maintain ongoing professional requirements

19. Migration refers to a Signatory relocating overseas where completion of professional duties of client contact, client files storage and management and subpoena requests may be unsustainable

20. Maternity Leave refers to a period of leave for pregnancy, birth and the post natal period

21. Parental Leave refers to a period of leave for child care

22. Carers Leave refers to leave to complete caring duties

23. Retirement refers to a Signatory ceasing paid employment in clinical services

24. Planned CP Activation may occur by the request of the Signatory in the event they professionally transition, migrate, take carer, maternity or parental leave, retire or are diagnosed with a progressive or debilitating illness.

25. Planned Activation - the Signatory will provide the reason and expected duration of the CP activation

26. Unplanned Activation refers to an event due to the Signatory becoming suddenly incapacitated or dying in an unplanned event

27. In an unplanned activation the CP will be activated when CPMA receives certified documentation confirming that the Signatory has become incapacitated or died,

28.  In  a planned activation, the Signatory provides written authorisation for the CP to be activated on their behalf.

29. The Informant refers to the notifying person providing information regarding the illness, injury or death of the Signatory in the event the Signatory is unable to do so.

30. Certified Documentation can include a certified Death certificate, Medical Certificate a Medical Certificate Cause of Death or Statutory Declaration detailing the Signatory’s status and the informant’s name, relationship and ID (Photo ID drivers licence, passport, etc)

31. A CPMA NEO’s role includes the following specified duties in an unplanned activation: accessing the Signatory’s client management software or diary, contacting clients, risk assessment and appropriate onward referral to appropriate services, acquisition of  and access of all hardware including business laptops, desktops phones and devices, acquisition of restricted testing materials, hard copy files, digitisation of hard copy files, ongoing storage of client files for the duration as required under the Psychology Board of Australia’s Code of Conduct. Responding to client requests for information, file transfer and responding to subpoenas. The NEO is responsible for the transfer and storage of files held on hardware, the removal of confidential current and past client material from these devices and the return to a nominated Executor, next of kin or business partner or disposal of these devices.

32. A CPMA NEO’s role includes the following specified duties in a planned activation: accessing the Signatory’s client management software or diary, onward referral to appropriate services, ongoing storage of client files for the duration as required under the Psychology Board of Australia’s Code of Conduct. Responding to client requests for information, file transfer, onward referrals and responding to subpoenas. Any further duties to be negotiated with CPMA

33. The Signatory acknowledges that non payment of subscription dues will result in the Signatory’s CP becoming inactive. 

34. The Signatory acknowledges that they are not employing clinicians at the time of signing this CP. 

35. The Signatory acknowledges information can only be released to a Next of Kin or Executor with signed consent from the Signatory within the CP.

36. The Signatory acknowledges and agrees that they will provide written information to current clients regarding the provision of Contingency Planning and how client information will be managed in the case of the Signatory’s incapacity or death. CPMA recommends this information be incorporated into the written consent documentation clients must sign prior to engagement.

37. The Signatory acknowledges in the case of an unplanned or planned activation, an activation fee will be charged as set by the organisation. These fees may be subject to change.

38. Activation fees will be due at the time a plan is activated. Activation fees as of 10.10.25 are $995 for Planned Activation and $3995 for Unplanned Activation. Activation fees are subject to change.