This privacy police is to provide information to you, our patient, on how your personal information (which includes your health information) is collected and used within out practice, 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 our practice, you provide consent for our medical practitioners and practice staff to access and use your personal information so they can provide you with the best possible care. Only staff who need to see your personal information will have access to it. If we need to use your information for any other reason, 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 and treatments 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 such as staff training.
What personal information do we collect?
The information we collect about you includes your:
- Names, date of birth, addresses, contact details, medical information including medical history, medications, allergies, past adverse events, immunisations, social history, family history and risk factors.
- Medicare number for identification and claiming purposes.
- Healthcare identifiers.
- Health fund details.
- Photographs of you should you decide to have a cosmetic treatment with us. These images are kept private unless you provide consent for us to use them for marketing purposes.
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 way:
- When you call to make your first appointment our practice staff will collect your personal and demographic information over the phone.
- When you make an appointment with us, you will be sent an automated message via our software (clinicminds), providing you with a secure link to fill out personal information, demographic information and medical questions prior to your appointment with us. If you would prefer, you can opt to fill this out when you arrive for your appointment.
- When your personal information (e.g. address or contact details) or medical history has changed you are required to notify practice staff and they will update this in our software (clinicminds).
- During the course of providing you with medical services, we may collect further personal information through electronic transfer of prescriptions (eTP), the My Health Record (via a Shared Health Summary or Event Summary) or through our Clinicminds software.
- 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, parent and carer
- 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?
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 APP’s and this policy.
- With other healthcare providers.
- When it is required or authorised by law such as 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 such as some diseases require mandatory notification.
- During the course of providing medical services, through eTP, My Health Record (via Shared Health Summary, Event Summary), or through Clinicminds.
Only people who need access to 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 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 not consent, you may opt out of direct marketing at any time by notifying out practice in writing.
How do we store and protect you personal information?
Your personal information may be stored at our practice in various forms:
- Paper record
- Electronic record
Our practice stores all personal information securely.
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 complete a “Request for Personal Health Information” application form. Our practice will respond within 30 days of receiving your application and you will also be required to pay a fee of $1.00 per page of photocopying.
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.
How can you lodge a privacy-related complaint, and how will the complaint be handled at our practice?
We take complaints 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 and endeavour to respond within 30 days of receiving your complaint.
Our contact details are as follows:
Age Reduxion Clinic
160 Cowper Street, Warrawong NSW 2502
Attention. Practice Principle (Dr. Alie Ajam, Dr. Zarah Ajam or Elizabeth)
Telephone (02) 4276 3320
You may 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 363 992.
Policy review statement