Your medical record is a confidential document. It is the policy of this practice to maintain security of personal health information at all times and to ensure that this information is only available to authorised members of staff.
Why and when your consent is necessary
When you register as a patient of our practice, you provide consent for our GPs and practice staff to access and use your personal information so they can provide you with the best possible healthcare. Only staff who need to see your personal information will have access to it. If we need to use your information for anything else, we will seek additional consent from you to do this.
Why do we collect, use, hold and share your personal information?
Our practice will need to collect your personal information to provide healthcare services to you. Our main purpose for collecting, using, holding and sharing your personal information is to manage your health. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (e.g. Staff training).
What personal information do we collect?
The information we will collect 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
Health fund details.
How do we collect your personal information?
Our practice may collect your personal information in several different ways.
When you make your first appointment our practice staff will collect your personal and demographic information via your registration form.
During the course of providing medical services, we may collect further personal information.
Information can also be collected through electronic transfer of My Health Record, e.g. via Shared Health Summary, Event Summary. We may also collect your personal information when you visit our website, send us an email, telephone us, make an online appointment or communicate with us using social media.
We may also collect your personal information when you visit our website, send us an email, telephone us, make an online appointment or communicate with us using social media.
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 do we share your personal information?
We sometimes share your personal information:
with third parties who work with our 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 (e.g. some diseases require mandatory notification)
During the course of providing medical services, though, My Health Record (e.g. 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, our practice will not share personal information with any third party without your consent.
We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Our practice will not use your personal information for marketing any of our goods.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms.
Our practice store all personal information as electronic records, as required and with patient consent any photo’s i.e skin check’s or to facilitate wound management, in patient electronic files and any photos taken on any device are deleted once uploaded to patient file.
Our practice stores all personal information securely.
All personal information is collected via patient information form, this information is scanned into patient file and then shredded and disposed of in collection bin to be destroyed.
All Staff sign a confidentiality agreement and are aware of their legal obligations and consequences of breaking that confidentiality agreement. Any contractors, student doctor’s nurses or surveyors whom attend the practice are also required to sign confidentiality agreement. There are several levels of access relative to need i.e reception access, clinical access and management. All staff have individual passwords and are to log in and off using their passwords.
We have a secure server that backs up all information entered into patient files.
How can you access and correct your personal information at our practice?
You have the right to request access to, and correction of, your personal information.
Our practice acknowledges patients may request access to their medical records. We require you to put this request in writing and send to Practice manager, who will advise patient GP. Our practice will respond within a reasonable time frame i.e. 30 days is the usual time frame some would be earlier dependent on amount of information contained in patient records. Availability is generally within 14 days.
A cost of $20.00 is required if a large file is requested. A summary has nil cost. All patients will be informed of
associated costs prior to collection.
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by our practice is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to Practice Manager or email: email@example.com or in person at the practice
How can you lodge a privacy-related complaint, and how will the complaint be handled at our practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve it in accordance with our resolution procedure. Email Practice Manage at firstname.lastname@example.org or post to Practice Manager, Shop 12 Falcon Grove Shopping Centre, Old Coast Road Falcon 6210 phone 95342380
You will be contacted by manager within 48 hrs. of receipt of complaint and contacted to acknowledge receipt and process that will take place.
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 our website
Policy review statement