Privacy policy

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 such as staff training.

What personal information do we collect?

The information we collect about you includes your:

• names, date of birth, addresses and 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
• health fund details.

Dealing with us 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 we are required or authorised by law to deal only with identified individuals.

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.
• During the course of providing medical services, we may collect further personal information.
• We may also collect your personal information when you visit our website, send us an email or SMS, 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 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; or 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 the Australian Privacy Principles and this policy
• with other healthcare providers
• when it is required or authorised by law, for example 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 where 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 a confidential dispute resolution process
• when there is a statutory requirement to share certain personal information, for example where some diseases require mandatory notification
• during the course of providing medical services, through eTP and My Health Record — for example via a Shared Health Summary or 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 without your consent, unless under exceptional circumstances that are permitted by law.

Our practice will not use your personal information to market 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 do we store and protect your personal information?

Your personal information may be stored at our practice in various forms. Our practice stores all personal information securely.

How can you access and correct your personal information?

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

Our practice acknowledges that patients may request access to their medical records. We require you to put this request in writing, using a request form for file transfers, and our practice will respond within a reasonable time — within 30 days.

Our practice will take reasonable steps to correct your personal information where it is not accurate or up to date. From time to time we will ask you to verify that the personal information we hold is correct and current. You may also request that we correct or update your information. Requests should be made in writing, marked to the attention of the Practice Manager, and can be emailed to the practice, handed in at the reception desk, or faxed to 02 9971 7279.

How can you lodge a privacy-related complaint?

We take complaints and concerns regarding privacy seriously. Please express any privacy concerns in writing, marked to the attention of the Practice Manager and emailed to the practice, handed in at the reception desk, or faxed to 02 9971 7279. Such requests will be responded to within 7 business days.

You may also contact the Office of the Australian Information Commissioner (OAIC). Generally the OAIC will require you to give us time to respond before they will investigate. For further information visit oaic.gov.au or call the OAIC on 1300 363 992.

Policy review statement

This privacy policy is reviewed regularly to ensure it remains in accordance with any changes that may occur. We will notify you of any amendments to this policy through pamphlets in the surgery.