Current as of: July 2020
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.
Patient health information in our practice is neither stored nor left visible in areas where members of the public have unrestricted access, or where constant staff supervision is not easily provided.
Our facsimile machines, printers and other communication devices are only accessible to authorised staff.
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
- 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 authorized 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.
- When you make your first appointment our practice staff will collect your personal and demographic information via your registration.
- During providing medical services, we may collect further personal information. Information can also be collected through electronic transfer of prescriptions (eTP), My Health Record, eg via Shared Health Summary, Event Summary.
- We may also collect your personal information when you visit our website, send us an email or telephone us.
- 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).
When, why and with whom do we share your personal information?
We sometimes share your personal information:
- https://ama.com.au/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 confidential dispute resolution process
- when there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification)
- during providing medical services, through eTP, My Health Record (eg via Shared Health Summary, Event Summary).
Only people who 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.
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 is stored at our practice via electronic records. Our practice has systems in place to protect the privacy, security, quality, and integrity of the data held. Appropriate staff are also trained in computer security policies and procedures.
Our practice stores all personal information securely.
Our practice has the following areas documented in the computer security policy:
- GPs and staff have personal passwords to authorise appropriate levels of access to health information
- screensavers or other automated privacy protection devices are enabled
- backups of electronic information are performed at a frequency consistent with a documented information disaster recovery plan
- backups of electronic information are stored in a secure offsite environment
- backups are tested
- antivirus software is installed and updated
- all internet connected computers have hardware/software firewalls installed
- disaster recovery plan that has been developed, tested, and documented
- data transmission of patient information over a public network is encrypted.
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 address to the Practice Manager and our practice will respond within 30 days.
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 verbally or in writing to:
Landmark Family Medical and Dental Centre
Shop 5/515 Cowpasture Road
Len Waters Estate.NSW 2171
Email- reception@landmarkfmdc.com.au
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 resolution procedure.
Please address all complaints to the Practice Manager in writing and will be actioned within 30 days.
Landmark Family Medical and Dental Centre
Shop 5/515 Cowpasture Road
Len Waters Estate.NSW 2171
Email- reception@landmarkfmdc.com.au
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
Privacy and our website
Our practice is committed to making information about our practice and its services readily accessible for all patients and the community. One way to achieve this is through our practice website.
In complying with the Privacy Act 1988, our practice provides the following advice to users of our website about the collection, use and disclosure of personal information. The aim of this advice is to inform users of our website about:
- What personal information is collected by our practice?
- Who is collecting the personal information?
- How personal information is used by our practice
- Access to personal information collected by our practice, and
- Security of personal information collected by our practice.
Policy review statement
Practice Privacy Policy will be reviewed annually, any changes to our policy will be amended in the practice website and patient information sheet.
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 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.