Current as of: 1st September, 2020
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 (eg 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
- healthcare identifiers
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 – our practice uses eTP Electronic Transfer of Prescriptions, My Health Record PCEHR.
- 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).
- When you enter our medical centre, you will now be prompted to sign in using a QR code or book to enter your contact details for contact tracing purposes during the COVID-19 pandemic. This information is stored for 2 months and then after this time is deleted.
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, medical researchers 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 Electronic Transfer of Prescriptions (eTP), MyHealth Record/PCEHR system (eg 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. This Practice does not send any information overseas unless we have express consent from you.
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. Our practice stores all personal information securely.
- Your information is stored electronically
- Paper files predating the implementation of our computer system are held in a locked compactus
- All official documents are securely stored
- Passwords are required to access the computers
- Permissions are given for staff to access areas of your file according to their job role
- Confidentiality Agreements are in place for all staff and contractors
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.
- Patients are required to make an appointment with their normal GP to discuss and adjust accordingly
- A request to forward Medical Records on to another surgery requires the patient to sign appropriate forms at their chosen practice which are then forwarded on to us. We would respond within 7 days, unless it was considered more urgent, with a current Health Summary for which there is no charge. A letter indicating costs for any further information is sent at that time.
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 your personal information held by our practice is correct and up-to-date.
- You will be asked to verify your details each time you arrive for an appointment to ensure our information is correct.
- You may also request that we correct or update your information, and you should make such requests in writing to the Practice Manger.
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 will be asked each time you arrive for an appointment to ensure our information is correct. You should express any privacy concerns you may have in writing to the following:
The Practice Manager
Wellers Hill Medical Centre
16 Denham Terrace
Wellers Hill, Qld. 4121
Ph: 07 3848 2111
Fax: 07 3892 7094
We will then attempt to resolve it in accordance with our resolution procedure within 7 days.
You may also contact the OAIC (Office of the Australian Information Commissioner) 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.
Privacy and our website
Policy review statement