How we look after your information

Introduction

It is the policy of this practice to always maintain the security of personal health information, so that it is only available to authorised members of staff. We abide by the Australian Privacy Principles, available on the OAIC website.

Our practice also runs quality improvement activities, clinical audits, preventative care and early case detection reminders. This policy tells you how your personal information (including your health information) is collected and used within the practice, and when we may share it with third parties.

When your consent is needed

When you register as a patient, you give consent for the 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 ask for your additional consent first.

Why we collect your information

We need to collect your personal information to provide healthcare services to you. Our main purpose for collecting, using, holding and sharing it is to manage your health.

We also use it for directly related business activities, such as Medicare claims and payments, practice audits and accreditation, and business processes like staff training.

What we collect

The information we collect about you includes your:

• names, date of birth, addresses and 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
• 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 we are required or authorised by law to deal only with identified individuals.

How we collect it

We may collect your personal information in several ways:

• When you make your first appointment, our staff collect your personal and demographic details when you register.
• While providing medical services, we may collect further personal information.
• When you visit our website, send us an email or SMS, phone us, book online or contact us through social media.
• In some cases from other sources, when it is not practical or reasonable to collect it from you directly. This may include your guardian or responsible person; other healthcare providers such as specialists, allied health professionals, hospitals, community health services, pathology and diagnostic imaging services; or your health fund, Medicare or the Department of Veterans' Affairs, as necessary.

When we share your information

We sometimes share your personal information:

• with third parties who work with our practice for business purposes, such as accreditation agencies or IT providers. They must comply with the Australian Privacy Principles and this policy
• with other healthcare providers
• when required or authorised by law, such as a court subpoena
• when necessary to lessen or prevent a serious threat to a patient's life, health or safety, or to public health or safety, and it is impractical to obtain consent
• to assist in locating a missing person
• to establish, exercise or defend an equitable claim
• for a confidential dispute resolution process
• when there is a statutory requirement, such as mandatory notification of some diseases
• while providing medical services, through electronic prescribing and My Health Record (for example a Shared Health Summary or Event Summary)

Only people who need to access your information will be able to do so. Other than as described above, we will not share your personal information with any third party without your consent.

We will not share your personal information with anyone outside Australia without your consent, unless in exceptional circumstances permitted by law.

We will not use your personal information to market goods or services directly to you without your express consent. If you do consent, you can opt out at any time by letting us know in writing.

How we store and protect it

Your personal information may be stored in various forms, such as paper records, electronic records, and images like x-rays, CT scans, videos and photos.

All personal information is stored securely. Electronic records sit in protected systems with person-specific passwords and backups. Paper records are kept on site in a secure, locked environment. All staff and contractors sign confidentiality agreements.

Accessing and correcting your information

You have the right to request access to, and correction of, your personal information.

To access your medical records, please put your request in writing. We will respond within a reasonable time.

We take reasonable steps to correct your personal information where it is not accurate or up to date, and from time to time we will ask you to check that the details we hold are current. You can also ask us to correct or update your information by sending us a message or speaking to reception.

Privacy complaints

We take complaints and concerns about privacy seriously. Please put any privacy concern in writing, and we will try to resolve it under our resolution procedure.

You may also contact the Office of the Australian Information Commissioner (OAIC). Generally, the OAIC will ask you to give us time to respond before they investigate. Visit www.oaic.gov.au or call 1300 363 992.

Policy review

This privacy policy is reviewed regularly to keep it in line with any changes that may occur.

Contact us

To ask about this policy, or to request access to your records, call us on (03) 9702 5577, visit our contact page, or write to us at Brentwood Park Family Practice, 37 Bemersyde Drive, Berwick VIC 3806.