PRIVACY POLICY

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.

We are committed to protecting the privacy of patient information and to handling your personal information in a responsible manner in accordance with the Privacy Act 1988(Cth), the privacy amendment (Enhancing Privacy Protection) Act 2012, the Australian Privacy Principles and relevant State and Territory privacy legislation (referred to as privacy legislation).

This privacy Policy explains how we collect, use and disclose your personal information, how you may access that information and how you may seek the correction of any information. It also explains how you make a complaint about a breach of privacy legislation.

This Privacy policy is current from January 2023. From time to time we may make changes to our policy, processes and systems in relation to how we handle your personal information. We will update this Privacy Policy to reflect any changes. Those changes will be available on our website and in the practice.

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 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
• Next of Kin and Emergency contact details
• Pension card, Health care card or DVA details
• Preferred communication
• Consent to receive sms appointment reminders/recalls for results

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.

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

2.      During the course of providing medical services, we may collect further personal information. This can be collected through electronic transfer of Prescriptions, My Health record e.g., Via Shared Health summary, event summary.

3.      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).

We collect information that is necessary and relevant to provide you with medical care and treatment, and manage our medical practice. This information may include your name, date of birth, gender, health information, family history, credit card and direct debit details and contact details. This information may be stored on our computer medical records system and/or in hand written medical records. Wherever practicable we will only collect information from you personally. However, we may also need to collect information from other sources such as treating specialists, radiologists, pathologists, hospitals and other health providers. We collect information in various ways, such as over the phone or in writing, in person in our practice or over the internet if you transact with us online. This information may be collected by medical and non-medical staff.

In emergency situations we may also need to collect information from your relatives or friends. We may be required by law to retain medical records for certain periods of time depending on your age at the time we provide services.

How do we store and protect your personal information? 

Your personal information may be stored at our practice in various forms, Such as paper records, electronic records, visual records (X-rays, CT scans, videos and photos)

Our practice stores all personal information securely. We will take reasonable steps to ensure that your personal information is accurate, complete, up to date and relevant. For this purpose, staff may ask you to confirm your identity (Name, DOB, Address etc), and confirm that your contact details are up to date and correct when you attend your consultation. We request that you let us know if any of the information we hold about you is incorrect or out of date.  The personal information we hold is protected by:

• securing our premises
• placing passwords and varying access levels on databases to limit access and protect electronic information from unauthorised interference, access, modification and disclosure.
• Providing locked cabinets and rooms for the storage of physical records

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 our practice will respond within a reasonable time (30days). There may be a fee for the administrative costs of retrieving and providing you with copies of your medical records.

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 Practice Manager/ Shop 1b, 212 Young Road, Narangba QLD 4504.

We may deny access to your medical records in certain circumstances permitted by law, for example, if disclosure may cause a serious threat to your health and safety. We will always tell you why access is denied and the options you have to respond to our decision.

We will not transfer your personal information to an overseas recipient unless we have your consent or we are required to do so by law.

How we securely destroy your records?

Your personal information may be stored at our practice in various forms, Such as paper records, electronic records, visual records (X-rays, CT scans, videos and photos). Correspondence from other providers, specialists, imaging departments, hospitals etc are sometimes sent in the mail. Once your records are scanned and attached to your medical file within our clinical software, all original papers are destroyed using ShredX. . All personal information is kept in a secure and locked container which is then in a locked room with no access to anyone other than authorised staff at the practice.

ShredX use Federal police cleared, security bonded personnel who deliver a Secure Container to our office and arrange secure collection and transportation to a Shred-X destruction facility, upon destruction of your sensitive data, Shred-X will provide a Certificate of Destruction

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 complaint’s resolution procedure.

Practice Manager/Shop 1b, 212 Young Road. OR info@nvmc.com.au or, (07) 3385 7666

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. Or, The Office of the Health Ombudsman QLD, Phone: 133646 info@oho.qld.gov.au PO Box 13281 George Street, Brisbane Qld 4001

Policy review statement

This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. Those changes will be available on our website and in the practice.

Disclaimer

The Privacy policy template for general practices is intended for use as a guide of a general nature only and may or may not be relevant to particular practices or circumstances. The Royal Australian College of General Practitioners (RACGP) has used its best endeavours to ensure the template is adapted for general practice to address current and anticipated future privacy requirements. Persons adopting or implementing its procedures or recommendations should exercise their own independent skill or judgement, or seek appropriate professional advice. While the template is directed to general practice, it does not ensure compliance with any privacy laws, and cannot of itself guarantee discharge of the duty of care owed to patients. Accordingly, the RACGP disclaims all liability (including negligence) to any users of the information contained in this template for any loss or damage (consequential or otherwise), cost or expense incurred or arising by reason of reliance on the template in any manner.