Introduction

This privacy policy is to provide information to you, the patient, on how your personal information (which includes your health information) is collected and used within the practice, and the circumstances in which it may be shared with third parties.

Why and when your consent is necessary

When you register as a patient at the practice, you provide consent for the GPs and practice staff to access and use your personal information, so you can be provided with the best possible healthcare. Only staff who need to see your personal information will have access to it. If your information is needed to be used for anything else, additional consent will be requested from you.

Why do we collect, use, hold and share your personal information?

The practice will need to collect your personal information to provide healthcare services to you. The main purpose for collecting, using, holding and sharing your personal information is to manage your health, it can also be used for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (eg staff training).

What personal information do we collect?

The information collected about you includes your:

  • names, date of birth, addresses, contact details
  • medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors
  • Medicare number (where available) for identification and claiming purposes
  • healthcare identifiers

Dealing with the clinic anonymously

You have the right to deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless it is required or authorised by law to only deal with identified individuals.

How do we collect your personal information?

The practice may collect your personal information in several different ways.

  1. When you make your first appointment the practice staff will collect your personal and demographic information via your registration.
  2. During the course of providing medical services, the staff may collect further personal information. The practice encourages the use of eHealth, including My Heath Record.
  3. The clinic may also collect your personal information when you visit our website, send us an email or SMS, telephone us or make an online appointment.
  4. In some circumstances personal information may also be collected from other sources. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:
  • your guardian or responsible person
  • other involved healthcare providers, such as specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services
  • your health fund, Medicare, or the Department of Veterans’ Affairs (as necessary).

When, why and with whom does the clinic share your personal information?

The clinic sometimes shares your personal information:

  • with third parties who work with the practice for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy
  • with other healthcare providers
  • when it is required or authorised by law (eg court subpoenas)
  • when it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent
  • to assist in locating a missing person
  • to establish, exercise or defend an equitable claim
  • for the purpose of confidential dispute resolution process
  • when there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification)
  • during the course of providing medical services, through eTP, My Health Record (eg via Shared Health Summary, Event Summary).

Only people who need to access your information will be able to do so. Other than in the course of providing medical services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent.

The clinic will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.

The practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying our practice in writing.

How does the clinic store and protect your personal information?

Your personal information is stored electronically at the practice. All paper based correspondence is scanned into your medical record and then destroyed.

The practice stores all personal information securely. All computers are password protected and these passwords are changed 6 monthly. All computers automatically screen lock if not used for 3 minutes, the computers are backed up daily.

All staff and contractor’s confidential paperwork is kept in a locked filing cabinet on the premises. All staff sign a confidentiality agreement on employment.

How can you access and correct your personal information at the practice?

You have the right to request access to, and correction of, your personal information.

The practice acknowledges patients may request access to their medical records. It is a requirement that you put this request in writing and the practice will respond within a reasonable time. The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, you will be asked to verify that your personal information held by the practice is correct and current. You may also request that your information be updated.

How can you lodge a privacy-related complaint, and how will the complaint be handled by the practice?

Complaints and concerns regarding privacy are taken seriously. You should express any privacy concerns you may have in writing. The practice will attempt to resolve it in accordance with the resolution procedure.

Please address any complaint to;
Practice Manager
15 Martins Lane, Viewbank 3084
9458 3911
[email protected] (note not a secure messaging service ).

The Practice Manager will endeavor to address your complaint in a timely manner, please allow up to 30 days.

You may also contact the OAIC. Generally, the OAIC will require you to give them time to respond before they will investigate. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992.

Privacy and the website

Although email correspondence is accepted, the practice does not encourage this form of communication as this is not a secure messaging service. If a request is made for sensitive information via email this will not proceed until consent either written or verbal is given. This consent is then documented in your medical record.

Policy review statement

This privacy policy will be reviewed annually to ensure it remans in accordance with any changes that may occur. Notification of any changes will be published on the website.

Disclaimer

The Privacy policy template for general practices is intended for use as a guide of a general nature only and may or may not be relevant to particular practices or circumstances. The Royal Australian College of General Practitioners (RACGP) has used its best endeavours to ensure the template is adapted for general practice to address current and anticipated future privacy requirements. Persons adopting or implementing its procedures or recommendations should exercise their own independent skill or judgement, or seek appropriate professional advice. While the template is directed to general practice, it does not ensure compliance with any privacy laws, and cannot of itself guarantee discharge of the duty of care owed to patients. Accordingly, the RACGP disclaims all liability (including negligence) to any users of the information contained in this template for any loss or damage (consequential or otherwise), cost or expense incurred or arising by reason of reliance on the template in any manner.