At Phuong Tran (trading as Smiling Hearts and Minds), our counsellors and psychotherapists practise within the professional scope of counselling and psychotherapy and in accordance with the ethical standards of PACFA and ACA.
As part of our practice policy, we provide Letters of Attendance only. These letters contain factual information, such as confirmation of attendance, dates of sessions, and the duration of engagement with our service, where appropriate and with the client’s written consent.
We do not provide diagnostic assessments, mental health diagnoses, medico-legal reports, fitness-for-work or study opinions, capacity assessments, or documentation that requires a diagnostic, forensic, or expert clinical opinion.
If you require documentation for legal, insurance, employment, educational, NDIS, Centrelink, court, or other administrative purposes that requires a formal diagnosis or clinical opinion, you should consult a General Practitioner (GP), psychologist, psychiatrist, or another appropriately qualified registered health practitioner authorised to provide such assessments and reports.
Where appropriate and with your written consent, we are happy to collaborate with your treating health professionals to support continuity of care.
Letter of Attendance may be provided upon your written request and with your signed consent.
A Letter of Attendance confirms factual information only and may include:
- Your name.
- Confirmation that you attended counselling or psychotherapy at Smiling Hearts and Minds.
- The date(s) of attendance.
- The duration of your engagement with our service, where appropriate.
To protect your privacy and maintain professional boundaries, a Letter of Attendance does not include:
- A mental health diagnosis.
- Clinical opinions or recommendations.
- Details of therapy discussions or treatment content.
- Psychological assessments.
- Fitness for work, study, or other activities.
- Capacity assessments.
- Medico-legal opinions.
Letters are prepared using information contained within your clinical record and only with your written authorisation.
Requesting a Letter Of Attendance
Processing Time and Costs
- Processing Time:
Please allow a minimum of seven (7) business days for the preparation of a Letter of Attendance. Letters are completed during your counsellor’s scheduled working days and may require additional time during periods of high demand. We encourage you to submit your request well in advance of any deadlines. - Fees: Preparation of a Letter of Attendance is a professional service and is charged according to the time required to review your clinical record, prepare the document, and complete the necessary administrative work.
Fees are generally equivalent to:
Half of a counselling session, or
A full counselling session
depending on the complexity of the request and the time required.
Where appropriate, your counsellor may ask you to book an appointment to:
– Discuss your request.
– Clarify the intended purpose of the letter.
– Ensure the requested documentation falls within our scope of practice.
– Payment is required before the letter is released.
Eligibility Requirements
As part of our practice policy, requests for a Letter of Attendance are generally considered after you have attended a minimum of three counselling or psychotherapy sessions.
This allows your counsellor or psychotherapist sufficient opportunity to establish a therapeutic relationship, maintain accurate clinical records, and confirm your engagement with our service.
All requests are considered individually and remain subject to:
- Professional judgement.
- Our practice policies.
- Your signed Consent to Release Information.
Submitting a request does not guarantee that a letter will be issued.
School and Workplace Attendance Confirmation
If you require confirmation that you attended your counselling or psychotherapy appointment, we can provide a Confirmation of Attendance letter for your school, university, or workplace at no additional cost.
This letter is available on the day of your appointment and confirms only:
- Your attendance at your scheduled appointment.
- The date of attendance.
- The appointment time, where appropriate.
No personal, clinical, diagnostic, or therapeutic information will be disclosed.
This letter may be used to support requests for:
- Full-day leave.
- Part-day leave.
- Hourly leave.
- Attendance verification.
Extended Leave from School or Work
If you require extended leave from school, university, or work due to a physical or mental health condition that is not solely related to attending a counselling or psychotherapy appointment, you should consult an appropriately qualified registered health practitioner.
Counsellors and psychotherapists at Smiling Hearts and Minds do not issue:
- Medical certificates.
- Certificates of fitness for work or study.
- Recommendations regarding extended leave or incapacity.
Where appropriate and with your written consent, we are happy to collaborate with your treating health professionals to support your ongoing care.
Documentation We Do Not Provide
To maintain professional and ethical standards, Smiling Hearts and Minds does not provide documentation that falls outside the scope of counselling and psychotherapy.
This includes, but is not limited to:
- Formal mental health diagnoses.
- Diagnostic assessments.
- Medical certificates.
- Certificates of fitness for work or study.
- Capacity assessments.
- Psychological, psychiatric, or neurodevelopmental assessment reports.
- Court reports.
- Expert witness reports.
- Medico-legal reports.
- Workers’ compensation reports.
- Insurance reports requiring diagnostic or medical opinions.
- NDIS functional capacity assessments.
- Documentation requiring opinions beyond the counsellor’s professional competence.
Consent to Release Information
Your privacy and confidentiality are fundamental to our practice.
Before any documentation is prepared or shared, you must complete and sign a Consent to Release Information form specifying:
- The information to be disclosed.
- The person or organisation receiving the information.
- The purpose of the disclosure.
Only the minimum information necessary for the stated purpose will be disclosed, in accordance with applicable privacy legislation and professional ethical standards.
Referral to Other Health Professionals
We believe that the best outcomes are achieved when clients receive the right care from the right professional at the right time.
If your needs extend beyond the scope of counselling and psychotherapy, or if additional assessment, treatment, or specialised documentation is required, your counsellor or psychotherapist may recommend referral to another appropriately qualified registered health practitioner.
This may include referral for:
- Formal mental health diagnosis.
- Medical assessment or treatment.
- Psychological or psychiatric assessment.
- Neurodevelopmental assessment (e.g. ADHD or autism assessments).
- Medication review.
- Specialist medical care.
- Documentation required for legal, insurance, employment, educational, Centrelink, NDIS, or court purposes.
With your written consent, we are happy to collaborate with your GP, psychologist, psychiatrist, paediatrician, or other treating health professionals to support coordinated, person-centred, and holistic care.
Delivery of Reports and Support Letters
To ensure that your reports or support letters are sent accurately and promptly, please follow these steps when requesting this service:
How to Request:
- Third Party’s Contact Details:
Include the email address or postal address where the report or support letter should be sent. - Your Reference Number:
Provide any relevant reference numbers for easy identification. - Specific Reason:
Clearly state the purpose of the letter of attendance or support letter to guide the content accurately.
Send Your Request Via Email:
Please email the above information to us at contact@phuongtran.com.au or info@theshm.com.au. This helps us to process your request efficiently and ensure the document meets your needs.
This policy ensures that we maintain professional and ethical standards in providing accurate and timely documentation to support your needs.
For any questions or to request a report, please contact us at 0449 521 397.
Our Commitment
At Smiling Hearts and Minds, we are committed to providing ethical, compassionate, and evidence-informed counselling and psychotherapy while practising within our professional scope of competence.
Our documentation reflects factual information supported by your clinical record and is prepared in accordance with the ethical standards of PACFA and ACA, respecting your privacy, dignity, and wellbeing.
If you are unsure whether the documentation you require falls within our scope of practice, please speak with your counsellor or contact our practice before submitting your request. We will be happy to discuss your needs and guide you to the most appropriate support.
(V2, Updated 26/06/2026)