KNOWLEDGE BASE

Introduction

This handbook provides an overview of the standards, expectations, and workplace practices that apply to all Employees. It should be read alongside your Employment Agreement, Position Description, and Bodyfocus policies and procedures.

The information contained in this handbook is intended to support a professional, safe, and collaborative workplace that delivers high-quality care to our patients.

About Us

Bodyfocus Wellness Centre is an allied health practice located in Rouse Hill, NSW.

Our team includes physiotherapists, podiatrists, exercise physiologists, massage therapists, and administration staff working together to provide high-quality patient care.

We are committed to maintaining a professional, safe, and supportive environment for both patients and employees.

Our Purpose

Bodyfocus Wellness Centre exists to help people move, function, and live better through evidence-based allied health care.

We are committed to providing high-quality services that support our patients to achieve meaningful improvements in their health, wellbeing, and quality of life.

About This Handbook

Employees are covered by an Employment Agreement and, where applicable, a modern award. Where there is any inconsistency between this handbook, an Employment Agreement, an Award, or legislation, the Employment Agreement, Award, or legislation will prevail.

This handbook is intended as a guide to workplace expectations and practices. It does not form part of an Employee's contract of employment and may be amended by Bodyfocus from time to time.

Equal Opportunity

Bodyfocus is committed to providing a workplace free from discrimination, harassment, and bullying.

Employment decisions are based on merit, qualifications, skills, and business requirements.

1. Employment Basics

Employment Types

Bodyfocus employs staff under the following employment arrangements:

• Full-Time

• Part-Time

• Casual

Employment conditions, hours of work, and entitlements are outlined in the Employee's Employment Agreement and applicable Award or legislation.

Probationary Period

All new Employees are subject to a six (6) month probationary period.

During this time, performance, conduct, attendance, and suitability for the role will be assessed. Employment may be confirmed, extended where appropriate, or terminated in accordance with applicable legislation and the Employee's Employment Agreement.

Position Descriptions

Each Employee will be provided with a Position Description outlining their duties, responsibilities, and reporting requirements.

Employees are expected to perform the duties of their role and any reasonable duties within their skills, qualifications, and scope of practice.

Performance Reviews

Performance reviews are generally conducted every six (6) months.

Reviews provide an opportunity to discuss performance, professional development, workplace goals, and any support required to perform the role effectively.

Employees are encouraged to raise questions, concerns, or development opportunities throughout the year and not solely during formal review periods.

2. Workplace Expectations

Professional Conduct

Employees are expected to conduct themselves professionally at all times and comply with Bodyfocus' Code of Conduct, policies, procedures, and lawful directions.

Employees must:

• Treat patients, colleagues, contractors, and visitors with courtesy and respect.

• Maintain professional boundaries at all times.

• Act honestly, responsibly, and in the best interests of patients.

• Contribute to a positive and collaborative workplace.

  
  

Professional Relationships

Employees are expected to maintain professional and respectful working relationships with colleagues, patients, contractors, students, and visitors.

Workplace disagreements should be managed professionally and respectfully and should not interfere with patient care or workplace operations.

Uniform and Presentation

Employees are required to present themselves in a clean, neat, and professional manner.

Employees must:

• Wear the approved Bodyfocus uniform while on duty.

• Wear enclosed footwear at all times.

• Maintain appropriate personal hygiene and grooming standards.

• Ensure clothing and appearance are suitable for a healthcare environment.

  
  

Attendance and Punctuality

Employees are expected to attend work as rostered and arrive ready to commence duties at the start of their scheduled shift.

Employees must:

• Notify management as soon as possible if they are unable to attend work or will be late.

• Accurately record attendance as required by Bodyfocus.

• Follow all rostering and attendance procedures within Deputy.

Repeated lateness, absenteeism, or failure to follow attendance procedures may result in disciplinary action.

Communication

Deputy is Bodyfocus' primary communication and workforce management platform.

Employees are responsible for regularly monitoring Deputy and responding to requests, announcements, roster changes, and other workplace communications within a reasonable timeframe.

Mobile Phones and Personal Devices

Personal mobile phones should not be used while treating patients, attending reception, or undertaking work duties unless required for legitimate work purposes.

Personal devices must not be used to photograph, record, store, or transmit patient information.

Social Media

Employees must use social media responsibly and professionally.

Employees must not:

• Share confidential patient or business information.

• Make comments that could harm the reputation of Bodyfocus, colleagues, or the professions represented within the practice.

• Present personal opinions as official Bodyfocus views.

  
  

Following Policies and Procedures

Employees are expected to familiarise themselves with and comply with all

Bodyfocus policies and procedures relevant to their role.

Where clarification is required, Employees should seek guidance from management.

3. Patient Care, Privacy and Clinical Records

Patient Care

Employees play an important role in ensuring patients receive safe, professional, and high-quality care.

Employees must:

• Treat all patients with courtesy, dignity, and respect.

• Maintain appropriate professional boundaries.

• Work within their qualifications, scope of practice, and level of competence.

• Escalate concerns regarding patient safety, wellbeing, or care where appropriate.

• Support a welcoming and inclusive environment for all patients.

  
  

NDIS Responsibilities

Employees involved in the delivery of NDIS supports must comply with all relevant NDIS requirements, Bodyfocus policies, and worker screening obligations.

Employees must:

• Respect the rights, dignity, privacy, and choice of participants.

• Support participant safety and wellbeing.

• Immediately report concerns relating to abuse, neglect, exploitation, violence, misconduct, or risks to participant safety.

• Cooperate with any safeguarding or incident management processes.

Child Safety

Bodyfocus is committed to providing a safe environment for children and young people.

Employees must:

• Act in the best interests of children and young people.

• Maintain professional boundaries.

• Report concerns regarding the safety or wellbeing of a child.

• Comply with applicable child-safe requirements and Bodyfocus procedures.

Privacy and Confidentiality

Employees are entrusted with confidential patient and business information.

Employees must:

• Protect the privacy and confidentiality of patient information at all times.

• Access information only where required to perform their duties.

• Never discuss patient information in public areas or with unauthorised persons.

• Ensure confidential information is stored, handled, and disposed of securely.

• Comply with all applicable privacy and health records legislation.

Confidentiality obligations continue after employment ends.

Clinical Records

Accurate clinical records are essential for patient care, communication, and legal compliance.

Employees responsible for clinical documentation must:

• Maintain accurate, objective, and contemporaneous records.

• Complete clinical notes as soon as practicable following patient appointments.

• Ensure records are clear, professional, and support continuity of care.

• Correct errors appropriately and never alter records in a misleading manner.

Access to Patient Information

Patient records and Bodyfocus systems may only be accessed for legitimate work purposes.

Employees must not:

• Access records out of curiosity or personal interest.

• Access information relating to family members, friends, colleagues, or themselves unless authorised as part of their role.

• Share login credentials or allow unauthorised access to Bodyfocus systems.

Heidi Health

Bodyfocus uses Heidi Health to assist with clinical documentation.

Practitioners are expected to use Heidi Health in accordance with Bodyfocus policies and procedures.

Practitioners must:

• Obtain verbal patient consent prior to activation at each appointment.

• Ensure patients are aware they may decline or withdraw consent.

• Use Heidi Health only for approved clinical purposes.

• Follow all privacy, security, and documentation requirements relating to its use.

Professional Boundaries

Employees must maintain appropriate professional boundaries with patients at all times.

Employees must not:

• Enter into personal, sexual, or exploitative relationships with patients.

• Use their position for personal gain.

• Share personal contact details or social media accounts with patients without management approval.

Professional boundaries protect both patients and Employees and are essential to maintaining trust and professional standards.

4. Work Health and Safety

Our Commitment

Bodyfocus is committed to providing a safe and healthy workplace for Employees, patients, contractors, and visitors.

Work health and safety is a shared responsibility and all Employees are expected to contribute to a safe working environment.

Employee Responsibilities

Employees must:

• Follow all workplace health and safety policies and procedures.

• Take reasonable care for their own health and safety and that of others.

• Use equipment and facilities safely and as intended.

• Follow reasonable health and safety instructions.

• Report hazards, incidents, injuries, and near misses promptly.

• Participate in required health and safety training.

Hazard and Incident Reporting

Employees must immediately report:

• Workplace injuries.

• Patient incidents.

• Near misses.

• Unsafe equipment.

• Hazards or unsafe work practices.

• Security concerns.

Prompt reporting allows risks to be addressed before further incidents occur.

Infection Control

All Employees are required to follow infection prevention and control procedures.

Employees must:

• Maintain appropriate hand hygiene practices.

• Use personal protective equipment where required.

• Follow cleaning and disinfection procedures.

• Manage clinical waste appropriately.

• Not attend work when suffering from a contagious illness that may place patients or colleagues at risk.

• Complete required infection control training.

Infection control requirements apply to all staff, including practitioners, administration staff, students, and contractors.

Emergency Procedures

Employees must familiarise themselves with:

• Emergency exits.

• Evacuation procedures.

• Emergency assembly points.

• Fire safety equipment.

• Emergency contact procedures.

Employees must follow the directions of emergency wardens, emergency services personnel, or management during an emergency.

Manual Handling

Employees must use safe manual handling techniques when moving equipment, stock, furniture, or assisting with workplace tasks.

Where a task presents a risk of injury, Employees should seek assistance or use appropriate equipment.

Injury Management

Employees who suffer a work-related injury must notify management as soon as practicable.

Bodyfocus will support injured Employees through appropriate reporting, workers compensation processes, and return-to-work arrangements where required.

5. Training and Professional Development

Induction

All Employees are required to complete the Bodyfocus’ induction process.

Induction may include:

• Workplace orientation.

• Policies and procedures.

• Work health and safety requirements.

• Infection control training.

• NDIS requirements.

• Role-specific systems and processes.

Employees are expected to actively participate in induction and seek clarification where required.

Mandatory Training

Employees must complete all mandatory training relevant to their role.

This may include:

• Infection control.

• NDIS orientation and training.

• Work health and safety training.

• Emergency procedures.

• Privacy and confidentiality requirements.

• Other training identified by Bodyfocus from time to time.

Failure to complete mandatory training may result in restrictions on duties or disciplinary action.

Professional Registration and Memberships

Where a role requires professional registration, accreditation, certification, or membership, Employees are responsible for maintaining these requirements at all times.

Employees must notify management immediately if:

• Registration lapses.

• Conditions are imposed on registration.

• Registration is suspended or cancelled.

• Any matter arises that may affect their ability to practise.

Continuing Professional Development

Bodyfocus supports ongoing learning and professional development.

Employees are encouraged to maintain and develop their knowledge and skills through education, training, professional development activities, and reflective practice.

Where continuing professional development requirements apply to a profession, Employees remain responsible for meeting those requirements.

Training Records

Bodyfocus may maintain records of completed training, certifications, registrations, and professional development activities.

Employees may be required to provide evidence of completed training or qualifications upon request.

6. Technology, Systems and Information Security

Use of Bodyfocus Systems

Employees are provided access to Bodyfocus’ systems and technology to perform their duties.

Employees must:

• Use Bodyfocus systems responsibly and professionally.

• Access systems only for legitimate work purposes.

• Protect Bodyfocus and patient information from unauthorised access.

• Follow all policies relating to privacy, confidentiality, and information security.

Deputy

Deputy is Bodyfocus’ primary workforce management and communication platform.

Employees are responsible for:

• Maintaining accurate personal details.

• Reviewing rosters regularly.

• Responding to requests and notifications within a reasonable timeframe.

• Recording attendance as required.

• Reviewing and acknowledging Bodyfocus communications, policies, and updates.

Communications published through Deputy may be considered formally communicated by Bodyfocus.

Passwords and Security

Employees are responsible for protecting their login credentials and system access.

Employees must:

• Keep passwords confidential.

• Use strong passwords where possible.

• Not share login credentials with others.

• Log out of systems when leaving shared devices unattended.

• Report suspected security breaches immediately.

Email and Internet Use

Bodyfocus email, internet access, and technology resources are provided primarily for work-related purposes.

Limited personal use may be acceptable provided it:

• Does not interfere with work duties.

• Does not compromise security.

• Does not breach Bodyfocus policies.

• Does not create excessive costs or disruption.

Employees must not use Bodyfocus systems for unlawful, offensive, discriminatory, or inappropriate purposes.

Bodyfocus Equipment

Employees must use Bodyfocus equipment responsibly and take reasonable care to prevent loss, damage, theft, or misuse.

Bodyfocus equipment may include:

• Computers.

• Tablets.

• Mobile devices.

• Treatment equipment.

• Keys and access devices.

Bodyfocus property must be returned upon request or at the conclusion of employment.

External Devices and Software

Employees must not:

• Connect unauthorised USB devices or external storage devices to Bodyfocus’ systems.

• Install software, applications, or programs without approval.

• Circumvent security controls or access restrictions.

These controls help protect patient information and Bodyfocus systems from security threats.

Remote Access and Patient Information

Access to Bodyfocus systems outside the workplace must be for legitimate work purposes only.

Employees accessing systems remotely must:

• Maintain patient confidentiality.

• Use secure devices and internet connections.

• Prevent unauthorised persons from viewing confidential information.

• Log out of systems when work is complete.

Patient information must never be downloaded, copied, stored, or shared outside approved Bodyfocus systems.

Artificial Intelligence (AI) Tools

Only approved AI tools may be used in connection with patient care, clinical documentation, or Bodyfocus operations.

Employees must not enter confidential patient information into unapproved AI platforms or services.

Any use of AI must comply with Bodyfocus policies, privacy obligations, and professional standards.

Personal Use of Bodyfocus Information

Employees must not:

• Remove patient information from Bodyfocus systems.

• Save patient information to personal devices.

• Forward Bodyfocus information to personal email accounts.

• Share Bodyfocus documents without authorisation.

7. Leave and Absences

Leave Entitlements

Employees are entitled to leave in accordance with their Employment Agreement, applicable Award, and relevant legislation.

This may include:

• Annual Leave

• Personal/Carer's Leave

• Compassionate Leave

• Parental Leave

• Community Service Leave

• Long Service Leave

Casual Employees are not entitled to paid leave except where provided by law.

Requesting Leave

Leave requests should be submitted through Deputy as early as reasonably practicable.

Approval of leave is subject to operational requirements and staffing needs.

Employees should not make non-refundable travel or personal commitments until leave has been approved.

Personal Leave and Unexpected Absences

Employees who are unable to attend work due to illness, injury, or an unexpected circumstance must notify management as soon as possible.

Notification should occur before the commencement of the scheduled shift wherever practicable.

Employees may be required to provide supporting documentation, including medical certificates or statutory declarations, in accordance with Bodyfocus requirements and applicable legislation.

Excessive absenteeism, whether authorised or unauthorised, may be subject to review and management action.

Shift Changes

Employees must not exchange, give away, or swap shifts without approval.

Any proposed roster changes should be submitted through Deputy and approved before the change occurs.

Extended Absences

Employees should maintain reasonable communication with Bodyfocus during extended periods of approved leave where appropriate.

Where additional leave or changes to return-to-work arrangements are required, Employees should notify management as soon as practicable.

Unauthorised Absence

Failure to attend work without notification or approval may be treated as misconduct and managed in accordance with Bodyfocus policies and procedures.

8. Workplace Concerns and Conduct Management

Raising Workplace Concerns

Bodyfocus encourages Employees to raise concerns promptly so issues can be addressed fairly, respectfully, and before they escalate.

Employees are encouraged to discuss concerns with management in the first instance where appropriate.

Concerns may relate to:

• Workplace conduct.

• Bullying or harassment.

• Safety issues.

• Patient care concerns.

• Policy or procedure compliance.

• Workplace relationships.

• Any matter affecting the workplace environment.

Employees who raise concerns in good faith will be treated fairly and respectfully.

Bullying, Harassment and Discrimination

Bodyfocus is committed to providing a workplace free from bullying, harassment, discrimination, victimisation, and inappropriate behaviour.

Employees are expected to:

• Treat others with dignity and respect.

• Behave professionally at all times.

• Report inappropriate behaviour where observed or experienced.

• Cooperate with any investigation or review process.

All concerns will be managed appropriately and confidentially where possible.

Complaints and Investigations

Where concerns are raised, Bodyfocus may:

• Seek additional information.

• Meet with relevant parties.

• Review records or documentation.

• Conduct an investigation where appropriate.

Employees are expected to cooperate honestly and professionally with any investigation process.

Conduct Management

Where concerns regarding conduct, performance, attendance, or compliance arise, Bodyfocus may implement conduct management processes.

Depending on the circumstances, this may include:

• Informal coaching or guidance.

• Verbal counselling.

• Written warnings.

• Performance improvement measures.

• Further disciplinary action where appropriate.

Bodyfocus will consider the nature and seriousness of the issue when determining an appropriate response.

Serious Misconduct

Serious misconduct may result in immediate disciplinary action, including termination of employment.

Examples may include:

• Theft or fraud.

• Violence or threats of violence.

• Serious breaches of patient confidentiality.

• Serious breaches of workplace health and safety requirements.

• Harassment, discrimination, or bullying.

• Being under the influence of drugs or alcohol at work.

• Deliberate misuse of Bodyfocus systems or patient information.

Speaking Up

Employees are encouraged to raise concerns where they believe:

• A patient may be at risk.

• Workplace safety is compromised.

• Policies or legal obligations are not being followed.

• Unethical or inappropriate conduct has occurred.

Maintaining a safe, professional, and respectful workplace is the responsibility of all Employees.

9. Acknowledgement

This Employee Handbook outlines the standards, expectations, and workplace practices that apply to all Employees of Bodyfocus Wellness Centre.

Employees are responsible for familiarising themselves with the contents of this handbook and complying with all relevant policies, procedures, and lawful directions issued by Bodyfocus.

Bodyfocus may amend this handbook, policies, procedures, and workplace requirements from time to time. The most current version will be made available to Employees through Deputy, the Bodyfocus Staff Portal or other approved communication channels.

Receipt and acknowledgement of this handbook may be completed through Bodyfocus' Deputy HR system or upon completion of the Bodyfocus Staff Induction Program.

Employees who require clarification regarding any aspect of this handbook should speak with management.