Current as of: 17 May 2024

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.

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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.

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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.

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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.

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1. When you make your first appointment our practice staff will collect your personal and demographic information via your registration.

2. While providing medical services, we may collect further personal information. Information can also be collected through electronic transfer of prescriptions (eTP), My Health Record, eg via Shared Health Summary, Event Summary.

3.  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

4.  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:

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•  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).

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When why and with whom do we share your personal information?

We sometimes share your personal information:

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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 (eg some diseases require mandatory notification)

• while providing medical services, through eTP, My Health Record (eg via Shared Health Summary, Event Summary).\

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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.

 

Our practice may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data.

 

We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified, and the information is stored within Australia. You can let our reception staff know if you do not want your information included.

 

How do we store and protect your personal information?

Your personal information may be stored at our practice in various forms. This may be in the form of paper records, electronic records, visual records (X-rays, CT scans, videos and photos), audio recordings.

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Our practice stores all personal information securely. All data within the practice management system is password protected. All the information is backed up daily to a cloud server based offsite at a secure location.  Backups are routinely tested to ensure daily duplication processes are valid and reasonable. At no stage will any information be used for the purpose of direct marketing. All Glen Iris General Practice employees are required to read and sign a privacy and confidentiality agreement. All employees are aware that a breach of patient privacy or confidentiality is considered a dismissible offence.

 

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 bring this to the attention of administrative employees. Our practice will respond to your request within 30 days. You will not be charged for making a request, however if medical records or results are required or photocopied an administration fee will be charged.

 

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. (please refer to our website for contact details)

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Where you dispute the accuracy of the information Glen Iris General Practice has recorded, you are entitled to submit a written request to the Doctor to correct that information. Please be advised that the request and a note will be placed on your fil, however Glen Iris General Practice will not erase the original record. You will be notified once this correction has been made.

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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. Please send all requests to The Practice Manager at 2 Hillside Parade, Glen Iris VIC 3146.

 

All received letters will be acknowledged and a response will be sent to you within 30 days. You may also contact 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.

 

You may also contact the OAIC. Generally, the OAIC will require you to give them time to respond before they investigate. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992.

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Privacy and our website.

A copy of this privacy policy is also available on the Glen Iris General Practice website.

 

Policy review statement.

This privacy policy is reviewed regularly to ensure it is in accordance with any changes that may occur. Glen Iris General Practice also endeavours to notify our patients wherever amendments are made to this policy[State that this privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. State how you will notify your patients when you amend this policy.]

 

Australian Privacy Principles.

The commonwealth Privacy Act was amended in 2012 and from March 2014 will incorporate 13 Australian Privacy Principles (the APPs) that set out the rules for the handling of personal information in Australia. The APPs replace the previous National Privacy Principle (NPP).

 

In the interests of providing quality health care this practice has developed a privacy policy that complies with the privacy legislation and the APPs. The provision of quality health care is our principle concern. It requires a doctor patient relationship of trust and confidentiality. Your doctor regards patient health information as confidential and will only collect information with patient consent.

 

A patient’s personal information is handled in accordance with the practice’s privacy policy and consistent with the privacy legislation. Patients are entitled to know what personal information is held about them, how and under what circumstances they may have access to it; why it is held; its use; to whom and under what circumstances it may be disclosed when consent is required for these purposes and how it is stored.

 

Every effort will be made to discuss these matters with patients at the time personal information is collected from patients attending the practice. As there will be occasions when it is not practical to make patients aware of these matters at the time of collection this document is designed to outline how this practice endeavors to protect privacy of patient’s health information.

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Title: Glen Iris General Practice – Privacy Policy for Patients Current as of 17/05/2024 Next Review Date: 17/05/2025 Version: 001 4. 2 Hillside Parade Glen Iris, VIC 3146