UNE Exercise Science Telehealth Clinic Placement Guide
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UNE Exercise Science Telehealth Clinic
Placement Guide
UNE Exercise Science Telehealth Clinic Placement Guide
1
Acknowledgement of Country
The University of New England respects and acknowledges that its people,
programs and facilities are built on land, and surrounded by a sense of belonging, both
ancient and contemporary, of the world's oldest living culture.
In doing so, UNE values and respects Indigenous knowledge systems
as a vital part of the knowledge capital of Australia.
words written by Debra Bennell
Purpose of this guide
The purpose of this guide is to assist students in the completion of the UNE Exercise Science
Telehealth Clinic Placement program as part of the broader Exercise and Sports Science
placement program. This guide should be viewed alongside the School of Science and
Technology- Bachelor of Exercise and Sports Science and Bachelor of Clinical Exercise
Physiology- Student Practicum Handbook
Clinical Placement Office
exerciseprac@une.edu.au
T: 02 6773 3712
Telehealth Clinic
telehealth@une.edu.au
Course Coordinator
Dr Kath Shorter
kshorter@une.edu.au
T: 02 6773 3338
UNE Exercise Science Telehealth Clinic Placement Guide
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Contents
1. Introduction........................................................................................................... 5
Telehealth in clinical exercise and sports science ..................................................................... 5
Definition .................................................................................................................................. 5
Telehealth clinic placement at UNE .......................................................................................... 5
Placement Outcomes ............................................................................................................... 6
UNE Telehealth clinic placement overview ............................................................................... 6
2. Safety and Quality ................................................................................................ 7
Maintaining professional standards .......................................................................................... 7
Clinical governance .................................................................................................................. 7
Privacy and security ................................................................................................................. 7
Why does Privacy Matter? ................................................................................................ 8
What can you do? ............................................................................................................ 8
Informed consent ...................................................................................................................... 8
Insurance ................................................................................................................................. 8
3. Getting started .................................................................................................... 10
Confirm placement dates and availability ................................................................................ 10
Equipment and system requirements...................................................................................... 10
Hardware:....................................................................................................................... 10
Software: ........................................................................................................................ 10
Network/internet connection: .......................................................................................... 10
Environment ........................................................................................................................... 11
Managing technical issues...................................................................................................... 12
Client recruitment and Intake .................................................................................................. 12
Intake procedure .................................................................................................................... 12
4. Preparing for the consultation .......................................................................... 13
Preparing the client................................................................................................................. 13
Being prepared as a clinician .................................................................................................. 13
Student uniforms and grooming policy .................................................................................... 14
5. During the consultation ..................................................................................... 15
Introductions and identity confirmation.................................................................................... 15
Privacy and security ............................................................................................................... 15
Technical optimisation ............................................................................................................ 15
Ending the consultation .......................................................................................................... 16
Safety incidents and accidents during telehealth placements ................................................. 16
Session evaluation ................................................................................................................. 16
UNE Exercise Science Telehealth Clinic Placement Guide
3
Domestic violence ‘Signal for Help’ ......................................................................................... 16
6. After the consultation ........................................................................................ 18
Documentation and storage (SOAP notes and programs) ...................................................... 18
Quality assurance and program evaluation ............................................................................. 18
Appendix A .................................................................................................................... 20
UNE Exercise Science Telehealth Clinic- Clinical Governance Framework ............................ 20
Appendix B .................................................................................................................... 26
Privacy and Confidentiality Checklist ...................................................................................... 26
Appendix C .................................................................................................................... 28
UNE Exercise Science Clinical Placement Agreement- Consent ............................................ 28
Appendix D .................................................................................................................... 32
UNE Exercise Physiology Telehealth Clinic- Initial Client Contact Form ................................. 32
Appendix E .................................................................................................................... 33
Client initial email ................................................................................................................... 33
UNE Exercise Science Telehealth Clinic Placement Guide
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1. Introduction
Telehealth in clinical exercise and sports science
Delivery of technology-based services (or digital health) is a growing area of practice in the
health, fitness and sport sectors and can include practices such as telehealth, electronic
prescribing, My Health Record and secure messaging services. To learn more about digital
health, the Australian Digital Health Agency have created two online 30-minute courses you can
access HERE.
The peak professional body for exercise and sports science ESSA, supports the delivery of
services via video conferencing as an effective way to improve the health, fitness, well-being and
performance of Australians.
Telehealth technology can significantly
improve access for clients who may otherwise I was more relaxed in my consultation.
have difficulties seeing their healthcare I was in my familiar environment and the
provider because: specialist and I were both at ease.
I didn’t have the stress of getting the two
They are geographically isolated (e.g. people I care for sorted before the 90-minute
those in rural and remote locations) drive to the city hospital for this appointment.
Have limited access to local services
I saved money on fuel and parking fees.
due to transport or mobility issues
I didn’t have to sit in a full waiting room.
Have trouble attending appointments I didn’t have to turn down work for that entire
due to caring responsibilities or family day because of the travel time and waiting
situation room time blowouts.
Workforce shortages in the area Australia’s Health Panel contributor
Cultural beliefs
Telehealth should not be used to replace in-
person services to discriminate against clients, or where a client’s situation and wishes would
indicate that telehealth is not appropriate.
Video services are generally preferred however services can also be delivered by phone where
video is not available or not suitable for the situation.
Definition
ESSA has defined telepractice as:
“The delivery of technology-based exercise and sports science services supporting wellness,
prevention of health conditions, health management and performance improvement which
involves the transmission of information using telecommunication technologies including but not
restricted to video, telephone, mobile applications and internet”
Telehealth clinic placement at UNE
UNE is offering a telehealth clinic placement option to EXSC322 and EXSC390 students to
ensure that students are workforce ready and are skilled in this emerging form of service delivery
UNE Exercise Science Telehealth Clinic Placement Guide
5
for exercise and sport science. UNE recognises that ensuring students are future fit for the
direction of the sector ensures employability in an ever-evolving sector.
Placement Outcomes
Demonstrate an understanding of the application of telehealth services in the exercise
science profession.
Conduct pre-exercise and health screening with clients via a telehealth platform.
Effectively prescribe and deliver exercise services via a telehealth platform to simulated
and community-based clients.
Demonstrate effective use of professional exercise prescription software.
UNE Exercise Science Telehealth Clinic placement overview
• Telehealth training modules
• Health Direct Video information session
Initial orientation • Consultation procedures
and training • Privacy tutorial
(Week 0-1)
• Students watch video assessment conducted by
Telehealth supervisor
Simulation
(Week 2)
• Student participation in UNE telehealth clinic
Telehealth Clinical
Placement
(Week 2-14)
UNE Exercise Science Telehealth Clinic Placement Guide
6
2. Safety and Quality
Maintaining professional standards
When delivering telehealth, UNE students, at all times must adhere to the ESSA Code of
Professional Conduct and Ethical Practice. This includes requirements to deliver evidence-
based, client-centred care in a safe, respectful and inclusive way that is responsive to the diverse
needs of people. UNE students must practice ethically and collaboratively, within the scope of
their current level of training.
When participating in the UNE Exercise Science Telehealth Clinic, students are required to
adhere to ESSA, state and national legislative requirements including but not limited to:
Authorities that regulate health records
Privacy legislation and/ or any other relevant privacy requirements
First aid and CPR certification
Working with children checks relevant for the state in which you are practicing
Clinical governance
UNE Exercise Science Telehealth clinic’s clinical
governance framework (Appendix A) underpins how
UNE, supervisors, students and administrative staff
share the responsibility and accountability for the quality
of care, continuous improvement, risk minimisation and
foster an environment of excellence in care and student
development and training.
Privacy and security
During placement participation, you will have access to identifiable personal and health
information. While some data fields might seem inconsequential, combined they could provide a
complete and complex picture of an individual. Health information can be sensitive and have
unattended consequences if disclosed.
Handwritten records of the practical session, such as written material contributed to group work
remain the responsibility of the student. Students will act in compliance with the ESSA Code of
Professional Conduct and Ethical Practice, which includes compliance with the NSW Health
Records and Information Privacy Act 2002 (HRIPA), the Privacy Amendment (Enhancing
Privacy Protection) Act 2012, and other relevant privacy legislation.
Disclosing any data collected within Telehealth sessions beyond its intended purpose is strictly
prohibited. This includes, but is not limited to, the disclosure of information on social medial of
any kind and in conversation with others. The taking of photographs, audio files or sharing of
UNE Exercise Science Telehealth Clinic Placement Guide
7
data collected and information discussed, for use beyond the intended application is not
permitted.
Why does privacy matter? Consequences of unauthorised disclosure of sensitive data can
include risks to the financial, emotional, and psychological wellbeing and employment prospects
of individuals, as well as considerable financial penalties and reputational damage to UNE.
Personal information is increasingly a commodity with significant financial value. Risks of
identity theft and individual and/or organisational harm from information exposure are
increasing.
What can you do? When handling the data please consider all aspects included below and
ensure you treat the information/data with confidentiality and security as a priority. Be
careful, as failing to comply with UNE’s Privacy obligations can also constitute a breach of the
ESSA Code of Professional Conduct and Ethical Practice and UNE policy.
UNE Exercise Science Telehealth Clinic has worked to ensure that the clinic meets the strict
privacy and security requirements set by legislation and the University of New England. It is the
responsibility of the student to ensure that they attend/ listen to the privacy and security tutorial
delivered by UNE privacy and complete and return the Privacy and Confidentiality Checklist
(Appendix B)
Informed consent
Telehealth is still a new concept to many clients so to ensure that the UNE Exercise Science
Telehealth Clinics’ clients are giving informed consent to their participation in the clinic the
following processes have been set up:
Clients will be provided with a consent form
(Appendix C) detailing possible risks and
benefits to participating in the telehealth clinic
Clients will be given the opportunity to speak
with an administrator about their participation
in the clinic if they have questions about their
involvement
Clients will be sent in initial information email
about the clinic, what to expect and what to
wear, etc (Appendix E)
Clients will also have access to a video on
how to set up a health direct video on their
chosen device.
Insurance
UNE covers full public risk and professional indemnity insurance in relation to acts and
omissions of students undertaken as part of their university program. UNE will affect and
maintain these insurance policies throughout each placement (including UNE Exercise
Science Telehealth Clinic):
public liability and professional indemnity cover of $10 million for students and the UNE
UNE Exercise Science Telehealth Clinic Placement Guide
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placement supervisor/s;
personal accident insurance cover for students not covered by workers' compensation
insurance; and
workers' compensation insurance as required by law.
Note: UNE’s insurance does not cover illness suffered while on placement. This is
particularly pertinent to the COVID-19 pandemic.
UNE will, on request, provide the placement site with copies of the Certificates of Currency
for the insurance policies referred to within the Clinical Placement (Legal) Agreement.
Please contact the Clinical Placement Office if you require further information or a copy of
the UNE insurance certificates.
UNE Exercise Science Telehealth Clinic Placement Guide
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3. Getting started
Confirm placement dates and availability
Placements occur during Trimester 2 and the UNE Exercise Science Telehealth Clinic only
operates during this period. Students will be asked to submit their preferences (days, times and
duration) for acceptance into the telehealth program.
Equipment and system requirements
It is essential that students have access to a reliable internet connection, video and audio to
competently communicate during telehealth sessions with clients and supervisors. Please get in
touch with the clinical placement team if you foresee issues with connectivity.
Hardware:
Desktop computer or laptop with video and microphone capability. The computer/device
Microphone and camera are essential. Microphone audio can be enabled with
headphones or sometimes your phone.
Handheld devices and tablets work well with an inbuilt camera and microphone.
These are just some examples, there is a range of options that are always changing – talk
to us if you are unsure.
Software:
Health Direct Video will be the telehealth platform students and supervisors will use to
communicate with clients.
Outlook Calendar will be the booking platform for students to manage their
client/supervisor sessions, using their student email address only.
Microsoft bookings will be used to confirm availability
Physitrack will be used to assist in the design and delivery of the exercise programs.
Students will be given access and training on this platform. UNE students can now
register at https://au.physitrack.com/register and - on the payment page - choose that
they are affiliated with UNE to receive free access.
Network/internet connection:
Video conferencing requires a reasonable internet connection. A wired connection in often more
effective than Wi-Fi, however Wi-Fi is useful if you need to be mobile during your sessions. For
video consultations the recommended upload speed for the internet connection is 512kps (testing
the speed of your internet connection can be done via the following website http://speedtest.net.
If the upload speed is too slow (i.e. less than 512kps), you may need to contact your internet
service provider to discuss options to improve your current connection.
If your current internet speed is adequate, it is also important to consider whether the network
(plan) can cope with the extra data transfer for video consultations. Stopping competing
applications such as video streaming services or gaming can improve your internet connection.
As a back-up, your phone can also be used as a hot-spot.
UNE Exercise Science Telehealth Clinic Placement Guide
10Environment
It is important to test equipment to ensure the technology you plan to use is appropriate.
Students will be trained during the orientation period to ensure they are confident using Health
Direct Video
and troubleshooting before they see their own clients.
Service delivery space for UNE Exercise Science Telehealth Clinic delivery considerations
includes:
A quiet room where the consultation will not be interrupted by background/ external
noises
A private space to protect the dignity of clients and ensure that any sensitive health or
medical data remain private
Technical equipment (phone, computer, devices, etc.)
Considerations for video consultations:
Good lighting
Professional background - neutral background, (no clutter, distracting patterns, people
walking through background etc.)
UNE Exercise Science Telehealth Clinic Placement Guide
11 Acoustics (no echo) – using headphones with a microphone (e.g., standard Apple, cabled
or Bluetooth headphones) typically offers better audio and may minimise these effects.
Camera set up at eye level
Tripod/stand if demonstrating exercises
Space to demonstrate assessments/exercises
Ready to access equipment for demonstration. This may also include video
demonstrations ready to go if you are unable to demonstrate
Clients will be encouraged to use a private room where they will not be disturbed, with adequate
lighting and no background noise.
Managing technical issues
Technical failures can sometimes occur when using video conferencing platforms. You need to
know the UNE Exercise Science Telehealth Clinic contingency plan in case this happens during
a telehealth video consultation. This should be covered briefly with clients at the beginning of a
video consultation.
The contingency plan to completing an interrupted consultation by phone. It is important to
confirm clients’ contact details and ensure they have their phone with them to enable this.
If there are problems with the quality of a video consultation, there are some other options you
can try:
if video quality is poor, you can turn the video off and proceed with audio only
if audio is poor, you can mute the audio and proceed with video, and use a phone for
audio communication
you can reschedule the appointment if clinically necessary and/or appropriate.
Client recruitment and Intake
All clients recruited for telehealth program are volunteers. Clients are initially sourced through
UNE internal staff emails, GP clinics, other allied health workforce and word of mouth.
All client bookings are 45 minutes in duration. To keep to time, client sessions must be
completed after 45 minutes. The appointment slots are 60 minutes to accommodate completion
of notes.
Prior to the initial session all clients will complete the UNE Clinical Placement Participation
Agreement. Once this has been received by the Clinical Placement Office an initial assessment
session will be booked and students will be notified.
Intake procedure
All recruitment and booking of clients will be managed by the UNE Exercise Science Telehealth
Clinic Office. For a copy of the intake form used by the clinical placement office please see
(Appendix D)
Once the client has had a basic screening administered to assess suitability for telehealth, they
will be allocated to a student practitioner and supervisor to begin assessment and intervention.
Allocation will be administered through the Microsoft booking system. Students will be notified on
how to provide their availability in this system.
UNE Exercise Science Telehealth Clinic Placement Guide
124. Preparing for the consultation
Preparing the client
All of the clients of the UNE Exercise Science Telehealth Clinic are volunteers who are offering
their time to support student learning in the Telehealth clinic placement program.
Clients will be sent a detailed email as part of the booking process that includes:
what equipment and/or platform is required to participate
how to set up their own environment for the consultation
how to test the system before the consultation
the option (or necessity) for the client to be accompanied by a family member, carer or
guardian
what identifying information they will be asked to provide at the beginning of the
consultation e.g. their name
a reminder to write a list of any questions they may like to ask during the consultation
instructions on how to proceed in the case of a technical failure e.g. have a phone to use
as backup, who will call whom
a request to confirm telephone contact details prior to the consultation and to have a
phone close by during the consultation in case of video technical failure
a consent form for the video consultation (possibly including consent to record the
consultation if necessary)
You can view a copy of the email sent to clients (Appendix E)
Being prepared as a clinician
Before conducting a video consultation, allied health professionals should consider both the
clinical and technical perspectives of the consultation.
Although the aim is to reproduce a face-to-face consultation as closely as possible, there are
some limitations to video consultations. Providers should consider:
what they are hoping to determine or deliver for the client and how this can be achieved
given the video medium, the client’s ‘remote’ location and their non-clinical environment
risks of any activities that may be used as part of clinical assessment/instruction e.g. falls.
Before commencing a video consultation, providers should also:
review protocols for video consultations and contingency procedures for how to proceed
in case of video technical failure
ensure that the webcam or device being used videoconferencing is fixed or on a stand to
eliminate camera movement
have a phone ready for backup and the client’s phone number for alternate
communication in case of video failure
UNE Exercise Science Telehealth Clinic Placement Guide
13 test audio and video on the video conference platform are working before connecting with
the client ensure any resources (equipment, videos) that may be required readily
available.
Student uniform and grooming policy
Please refer to the Student Practicum Handbook. Standard student uniform policies apply at all
times during telehealth placement sessions.
UNE Exercise Science Telehealth Clinic Placement Guide
145. During the consultation
Introductions and identity confirmation
In a face-to-face consultation, health professionals will usually introduce themselves and carry
out basic identity checks on each client. It is expected that students will do these checks at the
beginning of a telehealth video consultation.
Introduce yourself, including your name, role and reason for the call. Confirming your own
identity is particularly important for clients who may have impaired vision (including not
wearing their glasses).
Have the client confirm their name.
Ask if the client can hear and see you properly.
Ask if there is anyone else in the room with the client. If so, they should be introduced and
moved so they are in view of the camera.
Ask the client to enter their phone number into the chat function on Health Direct Video
and let them know how you will proceed/contact them if there are technical difficulties
during the consultation.
Privacy and security
Once the introductions are over, it is important to address security issues. You should confirm
with the client that:
the session is private and the technology being used is secure
session recording is disabled
the session will not be recorded
and that they are happy to proceed.
Technical optimisation
Testing and adjusting webcams and microphones at the beginning of a video consultation will
help ensure good interaction. Other tips for video conferencing may help maximise the quality
and clinical value of the telehealth video consultation.
Tips for the client include:
switching mobile phones off or to silent mode
minimising background noise
using a mobile phone headset if required
speaking clearly, without raising their voice and one at a time (if more than one person is
participating)
sitting so that all participants can be seen
adjusting the camera or lighting conditions so that you can see their face clearly
Tips for students include:
placing any external microphones close to you but away from other sources of noise that
could be amplified by the microphone e.g. paper rustling
minimise background noise e.g. typing on computer keyboard (mute audio when typing or
consider using a headset if this will be a consistent part of your video consultations)
adjusting the camera angle to allow ‘eye contact’ with the client where possible
UNE Exercise Science Telehealth Clinic Placement Guide
15 adjusting your position so that the webcam view of you is filled with your head and
shoulders.
Ending the consultation
It may be useful to finish the consultation by:
summarising what was discussed
agreeing on the next steps for the client’s management
asking the client for any feedback on the telehealth session
confirming the date/time of their next appointment or recommending a timeframe for their
next appointment, and whether that will be a face-to-face or video consultation.
as a precaution, cameras and microphones should be turned off when not in
Safety incidents and accidents during telehealth placements
Every placement carries with it some element of risk.
Any safety incident or accident involving clients or students shall be reported immediately to your
supervisor. Additionally, the Clinical Placement Educator must be notified of any such
incident within 24 hours and the incident should be reported online in line with prescribed
UNE procedures Incident and Hazard Reporting - University of New England (UNE)
Session evaluation
After your first session, your client will be send a quick feedback link (More information HERE).
Please let them know that they will find it in their inbox and to please complete it.
Domestic violence ‘Signal for Help’
The social isolation measures necessitated by the COVID-19 pandemic are making it more
difficult for those who are at risk of abuse or violence to safely reach out for help.
“Signal for Help” is a simple one-handed sign someone can use on a video call. It can help a
person silently show they need help and want someone to check in with them in a safe way.
There’s ample evidence that disaster situations can lead to a surge in gender-based violence.
Public health directives on home isolation might increase danger and risk for people in abusive
relationships.
The Signal for Help is a tool that may help some people, some of the time. Some people do not
have the ability to make video calls. If you see someone use the Signal for Help, check in with
the person safely to find out what they need and want you to do.
If you or someone you know is in immediate danger, call 000 or 112 from your mobile.
Some ways you can check in safely
Call them and ask questions that can be answered with “yes” or “no”. This may reduce risk if
someone is listening. For example: “Would you like me to call 000?”, “Would you like me to call a
shelter on your behalf?” (Find a shelter in NSW by visiting HERE.)
UNE Exercise Science Telehealth Clinic Placement Guide
16Use another form of communication such as text, social media, WhatsApp, or email and ask
general questions. This may reduce risk if someone is watching the person’s device or
accounts. For example, you can ask: “How are you doing?”, “How can I help you out?”, “Get in
touch with me when you can.”
Other questions you can ask: “Do you want me to reach out to you regularly?”, “How else can I
support you?”
Watch a video HERE of the hand signal in action during a health consultation.
If any of the above information is distressing for you or you are concerned about someone you
know please contact either:
1800 RESPECT- 1800 737 732
Lifeline 13 11 14
UNE Exercise Science Telehealth Clinic Placement Guide
176. After the consultation
Documentation and storage (SOAP notes and programs)
As with face-to-face consultations, it is important to document telehealth consultations with
clients. This should include standard clinical notes such as presentation, assessments,
outcomes, plans and follow up care.
All notes must remain deidentified. Students must use the following labelling conventions:
Unit(322/390); your last name, client number (i.e. session 1).
All documentation related to client interactions must be uploaded to Moodle into
Assignment Submission Portals within Moodle labelled “Documentation: Week beginning
XXXX”. All students must upload all deidentified documents related to each client
interaction. This includes any material related to learning activities that supports entries
within their logbook in the week the client interactions take place. These portals will be
closed each Sunday. That is, you have until the Sunday of the week in which the
appointment falls to upload the related material. This reflects industry requirements for
up-to-date note taking that is no accessible once uploaded to a practice management
system.
It is important you maintain a deidentified copy of the notes until your supervisor has
signed off on the hours. It may also be appropriate to maintain deidentified notes for
follow-up appointments. All notes related to placement must be deleted from your
computers at the completion of the unit.
Information uploaded must be accurate and comprehensive. This information may be
used to verify your logbook entries. It may be appropriate to make effective and efficient
note taking a learning activity if at any time you are having trouble
Understanding the client experience
At the UNE Exercise Science Telehealth Clinic, after a client’s first video consultation, it is
important to find out how they found the experience.
we will be sending a survey to your clients to ask questions about:
the information and instructions provided prior to the video consultation
the quality of video and audio during the consultation and any technical difficulties
the quality of care and information provided via the video format
their willingness to have a telehealth video consultation in the future
what could be done to improve the service.
Survey’s will be sent out via email using Qualtrics and each student will have a unique link.
Feedback will be forwarded to each student via the placement office and client information will be
de-identified.
Quality assurance and program evaluation
The UNE Exercise Science Telehealth Clinic understands that client feedback can help improve
the quality and safety of the clinics video consulting service and is an important part of quality
assurance and continuous improvement processes.
UNE Exercise Science Telehealth Clinic Placement Guide
18Recording and monitoring client evaluations will provide information service improvement and
risk management strategies in areas such as:
the client communication processes
data management and storage processes
student video consultation technique
the video conferencing platform we use.
At the end of the telehealth program, all volunteer clients will be sent a program evaluation for
completion. This process will ensure we can continue to build on the quality of the program in
following years.
UNE Exercise Science Telehealth Clinic Placement Guide
19Appendix A
UNE Exercise Science Telehealth Clinic- Clinical
Governance Framework
1. Introduction
1.1 Purpose
The Framework is to define the Clinical Governance operational requirements for
UNE Exercise Science Telehealth Clinic to ensure that:
• That the clinical services delivered by the UNE Exercise Science Telehealth
Clinic are clinically safe, effective, appropriate, client focused, accessible and
efficient.
• There is an established framework that enables UNE Exercise Science
Telehealth Clinic to meet its legal and ethical responsibilities; for the provision
of integrated quality, safe service delivery provided by staff, contractors and
students in accordance with the Clinical Governance Framework.
• High quality experiential learning opportunities to consolidate learning in the
Bachelor of Clinical Exercise Physiology and the Bachelor of Exercise and
Sports Science developing awareness of workplace practices through
emerging technology service delivery
1.2 Background
Consistent with Exercise and Sports Science Australia (ESSA) Telepractice Policy
Statement which states that ‘ESSA considers telepractice as an appropriate delivery
modality for individual and group exercise-based interventions where services are
evidence-based and delivered to an equivalent standard of care as in person
services’; UNE Exercise Science is offering a telehealth clinic placement option to
EXSC322 and EXSC390 students to ensure that students that complete the units are
workforce ready and are skilled in this emerging form of service delivery for exercise
and sport science. UNE recognises that ensuring students are future fit for the
direction of the sector ensures employability in an ever-evolving sector.
1.3 Outcomes
The UNE Exercise Science Telehealth Clinic is expected to used best practice service
provision to achieve its outcomes of:
• Demonstrate an understanding of the application of telehealth services in the
exercise science profession.
• Conduct pre-exercise and health screening with clients via a telehealth
platform.
• Effectively prescribe and deliver exercise services via a telehealth platform to
simulated and community-based clients.
• Demonstrate effective use of professional exercise prescription software.
UNE Exercise Science Telehealth Clinic Placement Guide
201.4 Scope
The scope of activities that require clinical governance are articulated in the ESSA
Practicum Guide
2. Clinical Governance Components
To be effective, this framework needs to be implemented at all levels of the clinic (refer to
roles and responsibilities below).
This Clinical Governance Framework is built upon:
Governance, Client safety and
leadership and quality improvement
culture systems
Components of
Clinical Governance
Clinical performance Safe environment for
and effectiveness the delivery of care
3. Roles and Responsibilities
Good clinical governance is achieved by the UNE Exercise Science Telehealth Clinic
when all stakeholders both internal and external to the clinic, consider safety and quality
implications in service delivery.
3.1 Clinical Governance Committee
• Ensure that clinical systems, up-to-date clinical policies and program and service
frameworks are in place.
• Making sure that systems are in place to ensure that health professionals engaged
as supervisors are suitably qualified and experienced for the clinical work to be
undertaken.
• Review the clinics responses to clinical incidents, adverse clinical events and
client complaints and make recommendations as required to the Discipline
Convenor Exercise and Sports Science – Teaching and Learning.
• Review, ratify and oversee the clinical risk management framework for identifying,
monitoring, and managing significant clinical risks.
• Review and evaluate results of client, student and supervisor satisfaction surveys.
• Make recommendations to the UNE Exercise Science Telehealth Clinic concerning
the scope and frequency of client, student and supervisor satisfaction surveys.
• Fostering evidence-based practice.
• Providing advice to management and the Clinical Placement Educator regarding
clinical governance.
• Proving high level assurance to the Head of School that an appropriate clinical
governance structure and framework is established and functioning effectively.
UNE Exercise Science Telehealth Clinic Placement Guide
21• Monitor clinical performance against identified indicators or service standards.
3.2 Clinical Placement Educator:
• Assumes overall responsibility for the smooth, efficient and safe administration
and operation of the UNE Exercise Science Telehealth Clinic.
• Provide reports of the clinic’s operations to relevant School or Faculty
functionaries as required.
• Ensures that all students and supervisors in the clinic are given a copy of this
telehealth guide.
• Ensures the clinic is run to the highest professional and ethical standards.
• At the request of either the student or supervisor, mediate any discussion of
problems which may arise.
• Inform and arrange a meeting with the student, relevant supervisor at the earliest
possible time, if there is any reason why the student may not meet the placement
requirements.
• Deal with complaints of clients with any relevant student, and their supervisor,
being fully informed of the issues and approach taken.
• Undertake supervision of students as required.
• Debrief clinic supervisors and students in the aftermath of any emergency situation
and monitor its ongoing effects in accordance with UNE WHS procedures.
3.3 Supervisors:
In the provision of supervision for clients seen by students in the clinic:
• Maintain current registration with ESSA or relevant accreditation body.
• Maintain a current Working With Children check.
• Read and follow the policies and procedures as set out in this telehealth guide.
• Maintain professional and ethical conduct with regard to all clinic matters.
• Ensure client confidentiality. Ensure appropriate confidentiality of the student’s
personal issues.
• Monitor and report breaches of the student’s professional and ethical behaviour in
all matters related to the Clinical Placement Educator.
• Provide guidance and joint planning of the service provision and exercise
prescription with the student.
• Check that the student obtains the written consent of the client for all procedures
that require it.
• Observe the student’s provision of service and provide feedback to them.
• Inform the student, at the earliest possible time, of any concerns with their work.
• Inform the Clinical Placement Educator at the earliest possible time, if there is any
reason why the student may not demonstrate competency.
• Document all information and discussions held with the student or others,
regarding the student’s progress.
• Manage and escalate accordingly, complaints or grievances of clients concerning
any student, with the full knowledge and awareness of the particular student and
the Clinical Placement Educator (complete the Incident Reporting Form and
submit a copy to the Clinical Placement Educator
• Monitor and co-sign all reports and letters that leave the clinic, which are written by
the student.
• Monitor and co-sign the student’s Log book.
• Complete the feedback form of the student’s work in the Clinic at the completion of
the placement.
UNE Exercise Science Telehealth Clinic Placement Guide
22• Be responsible to the Clinical Placement Educator for following the Procedures of
the Clinic.
• Read and follow the ESSA code of Professional Conduct and Ethical Practice
including:
o Conflict of Interest
o Scope of practice and competencies
o Safety and adverse events
o Privacy and confidentiality
• Read and follow the ESSA Telepractice Professional Standards
3.4 Student:
Prior to students commencing their placement at the Clinic, they must supply the
following mandatory compliance documentation, and ensure it is maintained for the
duration of their placement:
• Current Working With Children check (or local state equivalent).
• Current First Aid and CPR certification
In addition, students must:
• Read and follow the policies and procedures as set out in this Telehealth
guide.
• Maintain professional and ethical conduct with regard to all clinic matters.
Ensure client confidentiality at all times.
• Inform the supervisor urgently if there are any concerns about the safety of a
client or there is any risk to the safety of others in the clinic.
• Be responsible for client administration such as appointment making and
scheduling, and file keeping. Maintain files promptly and carefully.
• Arrive punctually before any session and on time for supervision and
meetings.
• Appropriately screen all adult clients before prescribing any exercise program.
• Ensure that the Supervisor co-signs any written reports or letters that leave the
Clinic.
• Complete an Incident Report Form as required for any incident requiring
action, submit it to the supervisor for them to sign it and submit a copy to the
Clinical Placement Educator on the day of the incident or complaint.
• Maintain a logbook of client sessions
• Follow instructions given by the Clinical Placement Educator and the
supervisor where they pertain to clinic matters.
• Inform the supervisor if you feel that adequate guidance or opportunities for
development are not being provided or if you are unable or unwilling to follow
the supervisor’s instructions.
• Notify the Clinical Placement Educator of any problems in the supervisory
relationship.
• Address complaints and grievances professionally and through the appropriate
channels.
• Attend to areas of knowledge or skills identified by the Supervisor as requiring
improvement.
• Read and follow the ESSA code of Professional Conduct and Ethical
Behaviour
• Read and follow the Student Practicum Handbook
3.5 Admin/ Organisation:
Working under the broad direction of the Clinical Placement Educator:
UNE Exercise Science Telehealth Clinic Placement Guide
23• Provide high level administrative support to the Clinical Placement Educator
• Manage the day-to-day running of the clinic.
• Coordinate client intakes/referrals and assist in maintaining waiting lists.
• Monitor and manage compliance of clinic staff and students with Working With
Children’s checks, First Aid and CPR.
• Assist with maintaining policy and procedure documentation.
• Maintain all administrative records of the clinic for the University.
• Induct all students on placement and new staff to the clinic
• Updating the UNE Exercise Science Telehealth Clinic’s marketing material.
4. Managing serious incidents
The focus of clinical incident management and reporting is to promote care quality and
continuous improvement.
Upon becoming aware of a clinical incident:
• Staff
• Supervisors
• Students;
must take immediate actions, consistent with their role, qualifications and level of skill and
expertise to:
• provide immediate care to the individuals involved;
• make the situation safe;
• prevent an immediate recurrence;
• notify relevant carers or emergency contact persons; and
• notify relevant emergency services, if appropriate.
Staff, supervisors and students must report and record any clinical incident or near miss of
which they become aware:
• to the person, and in the manner, required by the applicable protocols; and
• as soon as possible and, in any event, within 24 hours.
5. Quality Assurance
The UNE Exercise Science Telehealth Clinic has embedded feedback loops for quality
assurance by clients, students and supervisors. The results of these feedback loops are
assessed and recommendations made by the Clinical Governance committee
6. Review of the clinical governance framework
The review of the clinical governance framework will take place at the end of each
placement period. This review will be conducted by the Clinical Placement office and
presented to the clinical Governance Committee for feedback and endorsement.
7. Related documents
UNE Exercise Science Telehealth Guide
UNE Student Practicum handbook STUDENT PRACTICUM HANDBOOK
(une.edu.au)
UNE Exercise Science Telehealth Clinic Placement Guide
24ESSA Practicum Guide Practicum (essa.org.au)
ESSA telepractice Policy Statement/ Policy Statements (essa.org.au)
ESSA Telepractice Standards
ESSA scope of practice ESSA Scope of Practice Documents
ESSA Code of Professional Conduct ESSA Code of Professional Conduct &
and Ethical Practice Ethical Practice
UNE privacy Privacy - University of New England
(UNE)
UNE Exercise Science Telehealth Clinic Placement Guide
25Appendix B
Privacy and Confidentiality Checklist –UNE Exercise
Science Clinical Placement Participation – Student
Practitioners
During placement participation, you will have access to identifiable personal and health information.
While some data fields might seem inconsequential, combined they could provide a complete and
complex picture of an individual. Health information can be sensitive and have unattended
consequences if disclosed.
Handwritten records of the practical session, such as written material contributed to group work remain
the responsibility of the student. Students will act in compliance with the ESSA Code of Professional
Conduct and Ethical Practice, which includes compliance with the NSW Health Records and
Information Privacy Act 2002 (HRIPA), the Privacy Amendment (Enhancing Privacy Protection) Act
2012, and other relevant privacy legislation.
Disclosing any data collected within Telehealth sessions beyond its intended purpose is strictly
prohibited. This includes, but is not limited to, the disclosure of information on social medial of any kind
and in conversation with others. The taking of photographs, audio files or sharing of data collected and
information discussed, for use beyond the intended application is not permitted.
Why does Privacy Matter? Consequences of unauthorised disclosure of sensitive data can include
risks to the financial, emotional, and psychological wellbeing and employment prospects of individuals,
as well as considerable financial penalties and reputational damage to UNE. Personal information is
increasingly a commodity with significant financial value. Risks of identity theft and individual and/or
organisational harm from information exposure are increasing.
What can you do? When handling the data please consider all aspects included below and ensure
you treat the information/data with confidentiality and security as a priority. Be careful, as failing to
comply with UNE’s Privacy obligations can also constitute a breach of the ESSA Code of Professional
Conduct and Ethical Practice and UNE policy.
Know your Privacy Responsibilities: Are you familiar with your responsibilities under the UNE
Privacy Management Rule and the ESSA Code of Professional Conduct and Ethical Practice. Take the
time to read the policies, now.
I agree to the following privacy and security requirements as part of my participation in the Exercise
Science Clinical Placement Program:
Security and Privacy Safeguards:
I will ensure operating systems are up to date and my device is running genuine software;
I will not use unsecure connections including public Wi-Fi at any time;
I will maintain up to date anti-virus, which is available free to all students if I don’t have my
own;
I will never leave physical devices containing notes, communications or appointments, related
to Telehealth sessions unattended (including in a locked car) and will ensure any notes
containing personal or health information are deidentified and password secured, prior to
saving or storage;
I will ensure my devices screen is locked before moving away from it, even for short periods
of time;
During a Telehealth session I will ensure the screen of my device or any associated screens
UNE Exercise Science Telehealth Clinic Placement Guide
26are not in the view, either directly or otherwise, of any other person;
If I am unsure of how to record deidentified information I will ask my Placement Coordinator
I will be mindful of indirect identifiers such as a place of residence which when combined, may
make it possible to re identify information. Where possible I will avoid recording such fields
and ensure notes are taken in a deidentified manner using an agreed code or pseudonym or
session details;
If I inadvertently record identifiable personal information in my notes (digital or hard copy), I
will take immediate action to delete this information including any copies, and ensure the
deleted items folder or recycle bin is also emptied, hard copies will be shredded;
I will not email identifiable personal or health information related to the Telehealth sessions;
I will ensure my UNE password is unique, not shared with any other persons (including staff)
and not written or displayed in or around my work station or on my device;
Any loss of passwords, written information disclosing passwords, or other details which
compromise my log in details, will be disclosed to my immediate supervisor and Placement
Coordinator. I will take steps to secure my account as soon as practicable and consider
whether this needs reporting as a potential data breach, to the UNE Privacy Officer.
Exercise Control of information and contents – including in communications & report
issues
I understand no part of the information in the Telehealth session can be downloaded to
portable devices, the desktop, or via snipping tools, print screen or other means.
I understand Telehealth Health Direct Video sessions can never be recorded.
I acknowledge identifiable information from the Telehealth sessions should not be
communicated by any means (e.g. verbal, written, audio or video recording) to any other
parties including staff members and students unless required by law or to prevent a serious or
imminent threat to an individual’s life, health or safety;
I will report any loss or inadvertent disclosure of information or data from a Telehealth Session
to my immediate supervisor or Placement Supervisor who will also contact privacy@une.edu
as is standard practice for data breaches at UNE.
Flag potential issues and seek guidance as needed.
I will ensure any questions or concerns regarding the security of the data/information are
communicated to my immediate supervisor and advice obtained from the UNE Privacy Officer if
necessary.
I understand the UNE Privacy Officer is available to answer any questions or concerns
and assist with Privacy obligations or complaints from UNE staff and students via
Privacy@une.edu.au or (+61) 2 6773 3852.
Name: Signature
Date
This document must be read in conjunction with UNE’s Privacy Management Rule, other relevant
policies and professional requirements
UNE Exercise Science Telehealth Clinic Placement Guide
27Appendix C
UNE Exercise Science Clinical Placement Agreement- Consent
If you do not understand any part of this form, or have any questions, please ask our clinic staff for
assistance prior to signing.
During your participation in the UNE Exercise Science Telehealth Clinic will be collecting your personal and
health information including details about your physical health and fitness for example, weight, BMI and
medical history. The UNE Exercise Science Telehealth Clinic operates as a student run clinic for educational
purposes only. The telehealth sessions are conducted live via the video conferencing facility, Health Direct
Video and are supervised by experienced, professionally qualified, UNE staff at all times.
All personal and medical information collected by the students is deidentified (this means your name and any
information which may make it possible to determine who you are, is removed prior to the information being
stored). The sessions will not be recorded at any time and information collected will not be used by UNE
exercise science and exercise physiology students in any other area of their university studies. UNE staff will
use the conversations and deidentified material generated in connection with the UNE Exercise Science
Telehealth Clinic to facilitate the development of skills relevant to the exercise and exercise physiology
professions.
UNE exercise science and exercise physiology students will view the material during a session through a
password protected UNE information management system. Information provided will not be shared via hard
copy printed documents, but may be shared with other team members via screen share, to enable students
to view any deidentified documents provided.
The deidentified information will be stored securely and not disclosed to any third parties and will be subject
to requirements in the Health Records and Information Privacy Act (NSW) 2002 and the State Records Act
1998 (NSW). You can find details on the way UNE manages personal information in the UNE Privacy
Management Rule.
What will be involved?
Specific activities/tasks will vary between participants. Please tick the activities/tasks you are consenting to
have recorded (via deidentified notes) below:
Responses to interview questions (provided verbally via telehealth session).
Collection of personal and medical information including prescribed medications (provided verbally
during telehealth session).
Collection of medical imaging or pathology reports (provided via screen share during telehealth
session).
Collection of anthropometric data - measurements of the muscle, bone, and adipose tissue used to
assess the composition of the body (written notes during telehealth session).
Collection of health and lifestyle related information (provided verbally via telehealth session).
Collection of exercise assessment data (written notes and provide verbally during telehealth
session).
Exercise program delivery including home exercise programs and workplace exercise programs
(programs sent via email).
Other (please specify here).
What is expected of participants?
UNE Exercise Science Telehealth Clinic Placement Guide
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