Medical, Health and Allied Health Practice VA Confidentiality Agreement Template

The essential confidentiality agreement for VAs working with medical, health and NDIS clients

If you are a Virtual Assistant working with medical practices, allied health providers or NDIS clients, handling sensitive information is part of the job, and it comes with serious legal responsibilities.

This template is designed to help you protect yourself, your client, and their patients by clearly setting out your confidentiality obligations in a professional, compliant and client-ready way.

Why you need this as a VA

When you work with medical and allied health clients, you are often given access to:

• Patient and client records

• Health and sensitive information

• Clinical notes, reports, and referrals

• Practice systems, inboxes, and billing platforms

This is highly sensitive information regulated under Australian privacy laws.

Without the right agreement in place, you risk:

• Breaching privacy obligations

• Losing client trust

• Being exposed to legal and reputational risk

• Missing out on higher-level clients who expect proper documentation

This template helps you position yourself as a professional, compliant and trusted VA.

What this template does for you

This is a one-way confidentiality agreement designed for you (the VA) to provide to your client and sign before accessing their systems or data.

It helps you:

✔ Show professionalism from day one

Demonstrates to clients that you understand the seriousness of handling sensitive health information.

✔ Clearly define your obligations

Sets out how you will:

• handle confidential and health information;

• protect client data;

• comply with privacy requirements; and

• manage access to systems and files.

✔ Address privacy and legal compliance

Includes obligations aligned with the Privacy Act 1988 (Cth) and Australian Privacy Principles.

✔ Cover cybersecurity and remote work risks

Includes practical protections around:

• passwords and access control

• secure devices and systems

• data storage and transfer

• breach notification

Who this template is for

This template is ideal if you are a:

• Virtual Assistant working with medical or allied health practices

• VA supporting NDIS providers or health-based businesses

• Online Business Manager (OBM) working in health-related industries

• Admin or operations VA handling sensitive client data

How to use this template

• Download instantly in Word format

• Customise your details and your client’s details

• Tailor the Confidential Information section if needed

• Provide it to your client as part of your onboarding process

• Ensure it is signed before accessing any systems or data

Disclaimer

 Ready to Boss Legal is a legal publisher. We are not a law firm and you acknowledge that by purchasing, downloading and customising this template, Ready to Boss Legal is not acting as your lawyer or providing you with legal advice.

This template is legal information only and should not substitute for or constitute professional legal advice. We recommend you consult with a lawyer for legal advice, noting Ready to Boss Legal is a legal publisher and not a law firm.

All copyright in this document belongs exclusively to Ready to Boss Legal. We grant you a one use non-exclusive, royalty-free, revocable license to use this document for the purposes of using it in your business or for personal use. However, this document may not be copied, given to a third party, re-sold, reproduced, transmitted electronically or otherwise used in any way in whole or in part for the purpose of commercial gain by you for any purpose that may amount to competition with Ready to Boss Legal.