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 that 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:
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.
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 will collect your personal information:
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 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 Veteran’s Affairs (as necessary).
Who do we share your personal information with? 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 Electronic Transfer of Prescriptions (eTP), MyHealth Record/PCEHR system (e.g. via Shared Health Summary, Event Summary).
Only people that 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 such as paper records, electronic records, x-rays and scans.
Our practice stores all personal information securely.
Backup tapes or other media are stored securely or destroyed;
Anti-virus software is used for all computers with automatic updates
Files from external sources are checked for viruses before being used;
Anti-virus updates are obtained and distributed promptly when available;
Confidential information is not sent by e-mail;
Work-related e-mail is handled, stored and disposed of in accordance with relevant legislation;
Access privileges are granted only on a ‘need to know’ basis and there is an access approval process;
Contractors who require access to the system have signed confidentiality agreements;
IT equipment is stored in secure private areas of the practice and there are building security measures in place;
There is a Disaster Recovery Plan;
There are maintenance and service level agreements in place for equipment and software;
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 our practice will respond within a reasonable time with further information and any costs that this request may incur.
Our practice will takes 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 your personal information held by our practice is correct and up-to-date. You may also request that we correct or update your information.
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. 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 336 002.
Your Trusted Family Health Clinic in Arncliffe, Serving You Better
Clinic Address: 1-3 Queen St, Arncliffe NSW 2205 | Telephone: 02 9597 3366 After Hours Service: Call Sydney Medical Service on 02 8724 6300