Our Clinical Policies

Policies for Consent and Client Care

Oasis endeavours to provide accurate and adequate information about the counselling process, in order that clients make a well-informed and voluntary decision to accept treatment. This information includes but is not limited to, what counselling entails and the possible outcomes. Oasis respects and values an individual’s autonomy to make the best decisions for themselves. In the case of minors and children under 18 years old, we will require parental/guardian consent before the client is able to receive any intervention.

Consent is understood as an ongoing process rather than a one-time form. Clients may ask questions at any stage of counselling, may decline to answer questions they are not ready to discuss, and may withdraw from counselling at any time. Where a client appears uncertain about the nature, purpose, risks, benefits, limitations, fees, confidentiality, or alternatives to counselling, the counsellor will take reasonable steps to clarify this information before proceeding.

Scope of Service

Oasis provides counselling and psychotherapy services intended to support emotional, relational, behavioural, spiritual, and personal wellbeing. Counselling is not a substitute for medical care, psychiatric treatment, legal advice, or emergency crisis intervention. Where a client may benefit from additional medical, psychiatric, educational, legal, safeguarding, or community support, Oasis may discuss appropriate referral options with the client.

Intake Process

Oasis asks that all our clients fill out and submit an intake form. This form is for the purpose of:

• Collecting contact information in order to schedule appointments.

• Collecting general information on what it is that you wish to discuss with your counsellor.

• Collecting other facts that will enable your counsellor to support you to the best of their ability.

We encourage you to keep a copy of the intake form for your personal records. If you would like to request a hard copy of this document, please reach out to our office administrator. By filling out the intake form you are agreeing to the following policies.

Assignment and Referral

Upon receiving your intake form, we will review it and assign you to a suitable counsellor. In this process, we take into consideration both your availability and specific needs as well as the availability of the counsellor and their specialisations.

Please note that if your concerns are better served elsewhere or if it is beyond the scope of our practice or competence, we will provide you with referrals to providers that can better address your needs.

If a referral is recommended, the client remains free to choose whether to contact the suggested provider. Where there is a significant or immediate risk to safety, Oasis may need to take further steps consistent with its duty of care and applicable laws.

Children/Adolescents

Counselling is most effective when your child feels comfortable speaking openly with their counsellor. Oasis will take into account your child’s age and level of maturity in order to guide the degree of disclosure.

In general, when receiving a client between the ages of 5-11, your counsellor may share more details of the sessions with parents if requested and your child’s counsellor deems appropriate and valuable to your child’s counselling. Whenever possible any information shared will be collaborative. This will be determined between yourself and your child’s counsellor at the beginning of therapy.

In general, when receiving a client between the ages of 12-17 less information regarding the content of counselling may be shared. Whenever possible any information disclosed will be collaborative. This will be determined between yourself and your adolescent’s counsellor at the beginning of therapy.

Parents and guardians are encouraged to support the counselling process by respecting the child or adolescent’s confidentiality while also remaining involved in agreed goals, safety planning, attendance, and practical support.

Client Rights and Responsibilities

Clients have the right to be treated with dignity, respect, and cultural sensitivity.

Clients have the right to ask questions about the counselling process, fees, confidentiality, records, and the counsellor’s approach.

Clients are encouraged to attend sessions on time, provide accurate information, communicate concerns about counselling, and inform Oasis of any significant changes that may affect safety or care.

Clients may request to pause, review, transfer, or end counselling, subject to safety considerations and any outstanding administrative matters.

Confidentiality

Counsellors owe a duty of care to maintain the confidentiality of all information obtained in the course of providing treatment/intervention to clients of any age. This duty of care requires that information cannot generally be released to others without the client’s permission or, where competency is in question, the permission of the client’s parent or legal guardian.

Confidentiality also applies to communications by email, phone, online platforms, and administrative contact, although no electronic communication can be guaranteed to be completely secure. Clients are encouraged to use private devices, secure internet connections, and appropriate discretion when communicating about counselling matters.

Breach of Confidentiality

Although we treat client information in strict confidentiality, there are certain exceptions which also fall into Oasis' duty of care.

If the counsellor believes there is a threat of harm to the client, whether by themselves or by another person every effort, including but not limited to the disclosure of this information, will be made to ensure no harm takes place.

If a client discloses information about harm to another person, including child or vulnerable person or abuse, your counsellor will take whatever steps necessary as required by law or permitted by law to prevent the potential harm from happening and to ensure a level of safety. If the client disclose that there has been or is being a crime committed in accordance to Hong Kong law, your counsellor will be required to disclose this information. If a breach of confidentiality is necessary, it will be carried out with your participation as much as possible. For children and adolescents, please trust that if there is a discloser, or their therapist discovers intent to harm self, harm others, child abuse, elder abuse, or a crime, your child’s counsellor will reach out to you accordingly.

Emergencies and Crisis Support

Oasis does not provide 24-hour emergency or crisis services. If a client is at immediate risk of harm, is unable to keep themselves safe, or requires urgent medical or psychiatric assistance, the client should contact emergency services, attend the nearest Accident and Emergency department, or contact an appropriate crisis service. Counsellors may also take reasonable steps to support safety where serious risk is identified.

Online Counselling and Communication

Where counselling is provided online or by telephone, clients are responsible for choosing a private and safe location, using a stable connection where possible, and informing the counsellor of their physical location at the start of the session if requested for safety purposes. If technology fails, the counsellor and client will agree on an alternative method of contact where practicable.

Usage and Storage of Personal Information

By engaging the service of Oasis for Counselling & Psychotherapy you agree to the collection and use of personal information in accordance with this policy. Oasis complies with the Personal Data (Privacy) Ordinance of Hong Kong. Once Oasis has collected your information it will be processed and stored in a secure manner.

The data that is collected will be used for the purpose of providing a competent and best-practice service. Data will also be used for Oasis to gain statistical information and for the communication of upcoming events and educational material. All data collected is voluntarily given and you have the right to access/make corrections to this data at any time.

Oasis engages the use of Theranest Inc. Services to store client information, including appointment details and session notes. This software service is HIPAA compliant. Oasis respects and upholds the Six Data Protection Principles as recommended by the Privacy Commissioner for Personal Data (Hong Kong).

Our counsellors are not medical doctors or registered with the Medical Council of Hong Kong. Therefore, no medical records are kept other than the counsellor's session notes. These notes are private and confidential and will not be released to any third party except if they are subpoenaed by the Court.

Records, Access, and Retention

Oasis keeps records only for legitimate clinical, administrative, legal, supervision, and governance purposes. Records may include intake information, contact details, attendance, billing information, consent documentation, correspondence, risk-related information, and counselling notes. Clients may request access to, or correction of, their personal data in accordance with applicable privacy requirements. Access to counselling notes may be subject to legal, ethical, clinical, or third-party confidentiality considerations.

Personal data will be retained only for as long as reasonably necessary for the purposes for which it was collected, or as required for legal, clinical, audit, safeguarding, or organisational reasons. When records are no longer required, Oasis will take reasonable steps to dispose of or anonymise them securely.

Supervision and Consultation

Counsellors may discuss client work in professional supervision, consultation, or internal case review for the purpose of maintaining safe, ethical, and effective practice. Information shared for supervision or consultation will be limited to what is reasonably necessary and handled confidentially.

Complaints and Concerns

Clients are encouraged to raise concerns about counselling, administration, fees, confidentiality, or client care as early as possible. Concerns may be discussed directly with the counsellor, or raised with Oasis through the published contact details. Oasis will seek to respond to concerns respectfully, fairly, and in a timely manner.

Governance

Oasis Counselling & Psychotherapy is governed by The Vine Church Ltd, its Elders and its board of Directors. This relationship requires that Oasis access the services of the Vine Church Finance Department and is included in The Vine Church’s annual audit.

Cancellation

A scheduled appointment means that the time is reserved only for you. If you need to cancel or reschedule your counselling session, you must notify your counsellor 24 hours before your scheduled appointment. If 24 hours’ notice is not given, or if you do not show up for your scheduled appointment you will be charged in full. This fee is equivalent to the fee per session established in the fee agreement.

Payment

All clients are expected to pay in full for each session at the time it is held unless it is agreed otherwise. Bank transfer is the preferred form of payment. Accounts must be kept current in order to continue counselling at Oasis. After three unpaid invoices, sessions will be suspended. You may request your counsellor to provide you with an invoice for your records. All receipts are processed from The Vine Church Ltd.

Ending Counselling

Counselling may end when goals have been met, when the client chooses to stop, when another service is more appropriate, when there is a prolonged break in contact, or when continuation would no longer be clinically, ethically, or practically appropriate. Where possible, Oasis will support an appropriate ending process, including review of progress, relapse-prevention planning, and referral options if needed.

Social Media Policy

At Oasis Counselling & Psychotherapy, we are committed to maintaining the professional integrity of the therapeutic relationship. As part of our commitment to your privacy and the efficacy of your counselling journey, we have established the following social media policy. 

Professional Boundaries

To protect the therapeutic space and respect your privacy, our counsellors do not accept "friend" or "follow" requests from current or former clients on personal social media platforms (e.g., Facebook, Instagram, LinkedIn, X). 

Please understand that this is not a reflection of how we value our connection with you, but a necessary step to maintain clear boundaries that support your emotional safety and confidentiality. By keeping our personal and professional lives separate, we ensure that your identity as a client (present of past) remains protected. 

Communication

Social media platforms are not secure or confidential channels for communication. For the security of your personal health information, we ask that you do not use social media (e.g., Facebook Messenger, Instagram DMs, or X replies) for: 

• Scheduling or changing appointments. 

• Discussing clinical matters or sharing personal details about your therapy sessions. 

• Reporting emergencies or crisis situations. 

Please note that we will not response to these requests on social media platforms. If you have emergency situation, please call 999. 

How to contact us: If you need to reach our administrative team, please use our secure, dedicated channels: 

• Email:info@oasishktherapy.com

• Phone: +852 3527 6054 

If you need to reach your counsellors, please email them directly.  

If you are in an immediate crisis, please do not wait for a response. Contact 999 or the nearest hospital, 1811 Mental Health Support Hotline, or The Samaritans at 2896 0000.

Your Privacy and Digital Footprint

We want you to be aware that engaging with our professional social media pages (e.g., "liking," "following," or "commenting") may make your identity as a client visible to your contacts or the public. We respect your autonomy and encourage you to prioritize your privacy when engaging with any mental health content online. 

Our counsellors do not search for present or past clients on social media. We believe it is important to learn about your life directly from you in the counselling room, where you have the agency to decide what you wish to share. 

Use of Social Media by Oasis

Our social media channels are intended for educational and informational purposes only. We may share general resources, mental health tips, or information about our services. These posts are not a substitute for professional therapy or medical advice. 

In adherence to ethical standards, we do not solicit or accept testimonials from clients on social media platforms. We believe that your feedback is best shared directly with your counsellor during a session, where it can be processed within therapeutic relationship. 

Updates

From time to time, we may make updates to our clinical policies. We will post the last update date below. If you have any questions regarding this information, please reach out to Oasis via email at: info@oasishktherapy.com.

Last Updated: 26/08/2026