Privacy & Confidentiality:
Shoalhaven Family Medical Practices’ privacy policy
Current as of 27th May 2024
Introduction
This privacy policy is designed to inform you, our patient, about how we collect and use your personal information (including your health information) within our practice and the circumstances in which we may share it with third parties.
Why and when your consent is necessary
Your consent is paramount when you register as a patient of our practice. It allows our GPs and practice staff to access and use your personal information, empowering them to provide you with the best possible healthcare. Rest assured, 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 your additional consent.
Why do we collect, use, hold and share your personal information?
We collect your personal information to provide healthcare services. Our primary 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 (e.g., 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
- Health fund details.
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 deal only with identified individuals.
How do we collect your personal information?
Our practice may collect your personal information in several different ways.
- 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.
- Sometimes, 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, 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 APPs and this policy - with other healthcare providers
- when it is required or authorised by law (e.g. 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 a confidential dispute resolution process
- when there is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
- during the course of providing medical services through eTP, My Health Record (eg via Shared Health Summary, Event Summary). We utilise My Health Record and encrypted electronic reports and results with specialists and local health districts.
- To avoid inadvertent breaches, both automated and manual releases of information will be Audited to ensure that only information relevant to the health outcome will be shared.
Additionally, the patient will be allowed to consent before sharing.
Only people who need to access your information can do so. Other than providing medical services or as 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.
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 primary source is via electronic records. Our practice stores all personal information securely. All staff have individual passwords, and all personal information is securely stored and protected by passwords. Confidentiality agreements are signed by staff and contractors prior to the commencement of work.
Telehealth sessions ARE NOT recorded.
Use of AI Transcription
Our practice uses AI services as a transcription tool, not a recording system. You will be asked for your consent prior to its use. You can decline AI transcription at any time.
Accessing and Correcting Your Personal Information
You have the right to request access to, and correction of, your personal information.
Our practice acknowledges that 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—usually within 30 days.
We will take reasonable steps to correct your personal information where it is not accurate or up to date. From time to time, we will ask you to verify that the personal information held by our practice is correct and current. You may also request corrections in writing to the Practice Manager.
Privacy Complaints and How They Are Handled
We value your privacy and take any complaints or concerns seriously. If you have privacy concerns, please express them in writing. We will attempt to resolve the matter in accordance with our resolution procedure.
You may also contact the Office of the Australian Information Commissioner (OAIC). Please note that the OAIC will require you to allow us time to respond before they investigate. For more information, visit www.oaic.gov.au or call 1300 363 992.
Your feedback is important to us.
Privacy and Our Website
We do not collect or store personal information through our website.
Policy Review Statement
This policy will be reviewed annually or when changes to the Privacy Legislation are advertised.
Disclaimer
The privacy policy template for general practices is intended only as a general guide. It 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 adapt the template to general practice in line with current and anticipated privacy requirements. However, anyone using this template should apply their own judgement or seek appropriate professional advice.
While the template is designed for general practice, it does not ensure legal compliance or guarantee discharge of a duty of care owed to patients. The RACGP disclaims all liability (including negligence) to users of this information for any loss, damage, cost, or expense incurred through reliance on the template.