Privacy of Information
PRIVACY POLICY
Current as of 20/01/2025
Introduction
This privacy policy is to provide information to you, on how your personal information (which includes your health information) is collected and used within this facility, 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 this facility you provide consent for the GPs and their practice personnel to access and use your personal information so they can provide you with the best possible healthcare. Only authorized members of the GP's team 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?
The GPs at this facility will need to collect your personal information to provide healthcare services to you. The main purpose for collecting, using, holding and sharing your personal information is to manage your health and to also use it for: business activities such as financial claims and payments, practice audits, accreditation, and business processes (eg training).
What personal information do we collect?
The information the GPs and their practice team 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.
Anonymity
You have the right to request anonymity or use a pseudonym unless it is impracticable for the GP’s to do so in the course of your care, or unless it is required or authorized by law to only deal with identified individuals.
How do we collect your personal information?
The GP's and their practice team at this facility may collect your personal information in several different ways:
1. When you make your first appointment at this facility, practice personnel will collect your personal and demographic information via your registration form.
2. During the course of providing medical services, we may collect further personal information.
(through electronic transfer of prescriptions (eTP), My Health Record, eg via Shared Health Summary, Event Summary)
3. Your information may also collected when you visit this website, send an email or SMS, telephone the facility.
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:
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?
The GPs and their Practice team may sometimes share your personal information:
with third parties who work with this facility 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 authorized 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, the GP's and their personnel at this facility will not share your personal information with any third party without your consent.
Your personal information will not be shared with anyone outside Australia (unless under exceptional circumstances that is permitted by law) without your consent.
The GPs and their Practice team at this facility 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 this facility in writing.
The GPs and their Practice team at this facility may use your personal information to improve the quality of the services they offer to their patients through research and analysis of patient data.
The GPs and their Practice team at this facility may provide de-identified data to other organizations (e.g. local primary health network) 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 practice personnel know if you do not want your information included and wish to opt out of de-identified data collection for secondary use.
How do we store and protect your personal information?
Your personal information may be stored at this facility in various forms (e.g. electronic records, visual records such as X-rays, CT scans).
The GPs at this facility store all personal information securely onsite. Personal information is stored electronically in a protected information system within secured areas within this facility. Personal information can only be accessed by authorized GP practice team members with use of individual passwords and specific access permissions to their role at this facility. Confidentiality agreements are required to be signed by all GP practice personnel and their contractors.
The GPs at this facility have security measures in place to ensure the privacy of personal information within the facility and will inform you if there are any risks associated with external communications. The GPs at this facility uses telephone, e-fax, paper mail and password protected e-mail and electronic messaging tools (HealthLinks) to handle patient information and communications.
Telephone conversations in the waiting room are kept at low volume and muffled by background television noise.
Paper mail is delivered directly to front desk. Priority patient information is sent via registered mail with a record of tracking number which is recorded in patient health records.
Electronic correspondence, health reports and test results received from external organizations such as Hospitals, Pathology companies, Insurance companies are imported and securely stored into the facility’s health information system.
The GP's business' E-mails have a two-step verification access. E-mail communication is limited for business use only and any confidential information received via e-mail will be imported into the GPs information system. If confidential information is required to be sent to you via e-mail, then practice personnel will first contact you to verify your identity, verify your e-mail address, inform you of the potential risks to information privacy and/or malware and obtain your consent for transmission via e-mail.
Faxes are sent and received electronically (eFax) and processed within 24-48 hours into your electronic health records. Faxes are sent with a disclaimer and marked as “Confidential” and every effort is made to ensure the correct information is sent to the correct recipient and contact numbers are accurate.
The GPs and their practice personnel at this facility use no-reply mobile phones to: send appointment reminders, results/recall reminder and conduct Telehealth appointments with/without use of interpreters. These mobile phones do not leave the facility, have security passcodes and can only be used by authorized GP personnel for aforementioned purposes. If you do not wish to be contacted by mobile phone please inform the facility manager.
How do we use your personal information?
Your personal information will only by used and accessed by the GPs and their practice personnel at this facility in the course of providing medical services to you.
The GPs at this facility will ensure that only relevant information is used in referral letters. The GPs and health professionals at this facility will check documents before signing and sending to relevant third parties. Your consent is always obtained and your information will only be sent with your agreement.
How can you access and correct your personal information at this facility?
You have the right to request access to, and correction of, your personal information.
The GPs at this facility acknowledge that patients may request access to their medical records. Should you require to access your personal information please put this request in writing (using the GPs request for information form) and a response will be made to you within 30 days of receipt of this request form. Collection Fees will apply for information collation in complying with the request.
The Gps at is facility will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, you may be asked to verify that your personal information held by the GPs at this facility is correct and current. You may also request for correction or update of your information where necessary, you should make such requests by booking an appointment with your treating GP who can edit your information within their electronic health information system.
How can you lodge a privacy-related complaint, and how will the complaint be handled at this facility?
The Gps and their Practice Personnel at this facility take your complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing addressed to a GP or the Facility Manager at 127 Durham Rd Sunshine Vic 3020 ph.03 99396741. Your complaint will be resolved it in accordance with the Gps resolution procedure. Please allow 30 days for handling.
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
This website does not collect any of your personal information and does not have any marketing endorsements.
Policy review statement
This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur and the most current version of this policy will be available on the facility’s website.