Current as of 15/9/2017
Why and when your consent is necessary
When you register as a patient of our clinic, you provide consent for our clinic 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 clinic 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 (eg 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.
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 clinic may collect your personal information in several different ways.
When you make your first appointment our 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 GPs, specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services
your health fund, Medicare, WorkCover, the Transport Accident Commission, 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 clinic 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, our clinic 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 clinic 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 clinic in writing.
How do we store and protect your personal information?
Your personal information may be stored at our clinic in various forms.
This can include paper records, electronic records, visual records (X-rays, CT scans, videos and photos) and audio recordings.
Our clinic stores all personal information securely primarily on a password and encrypted database via CorePlus software. Any excess documentation is securely destroyed with a certificate of destruction and any paperwork kept on premises is under lock and key.
How can you access and correct your personal information at our clinic?
You have the right to request access to, and correction of, your personal information.
Our clinic acknowledges patients may request access to their medical records. We require you to put this request in writing and our clinic will respond within a reasonable time of 30 days. There may be a small administration/collation fee.
Our clinic 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 clinic is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to firstname.lastname@example.org.
How can you lodge a privacy-related complaint, and how will the complaint be handled at our clinic?
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. Complaints can be lodged via email (email@example.com) or by mail (2/41 Railway Rd, Blackburn, 3130). We will endeavour to respond to your complaint within 30 days of lodgment.
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
At times Active Health Clinic may collect personal information via our website or interact with you digitally (eg through social media or by email). The collection of personal information that occurs through the website or social media and the use of website analytics, cookies, etc. will only be used by Active Health Clinic and not passed onto any third parties unless related to your health care.
Policy review statement