PRIVACY POLICY
1st March 2018
Introduction
This privacy policy is to provide information to you, our patient, on how your personal information (which includes your health information) is collected and used within our practice, and the circumstances in which we may share it with third parties.
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
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 only deal 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.
Information may also be collected through electronic transfer of prescriptions (eTP), My Health Record, e.g. via Shared Health Summary, Event Summary (where applicable).
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 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 (e.g. 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, through eTP, My Health Record (e.g. via Shared Health Summary, Event Summary) where applicable
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 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. Examples of these forms include paper records, electronic records, visual records (X-rays, CT scans, videos and photos) and audio recordings etc
Our practice stores all personal information securely.
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 to the Practice Manager and our practice will respond within 30 days.
There is no fee to lodge a request for access. We will, where required, charge a reasonable fee to cover administrative costs such as photocopying. A fee will be charged for the doctor’s time spent (if required) perusing the notes or explaining them directly to the patient, or rewriting incomprehensible records, in accordance with fees suggested within the Victorian Health Records Act and the Health Records Regulations or Freedom of Information legislation. These charges, cannot be claimed on Medicare or Health Funds.
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 the Practice Manager, 391 Nepean Hwy, Chelsea VIC 3196 or info@chelseabeachmedical.com.au
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. If you have a complaint regarding the way your personal information has been handled by our Practice, please put it in writing and addressed to the Partners, 391 Nepean Hwy, Chelsea VIC 3196 or email admin@chelseabeachmedical.com.au We will acknowledge receipt of your complaint within 14 days, and endeavour to provide a full response within 30 days of receipt. If you are dissatisfied with the outcome of our handling of your complaint, you may lodge your written complaint with Victorian Privacy Commissioner at https://privacy.vic.gov.au and/or the Victorian Health Services Commissioner at http://www.health.vic.gov.au
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.
Policy review statement
Our privacy policy will be periodically reviewed to ensure it is in accordance with any changes that may occur.
Patients will be notified when this policy has been amended.