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.
1. 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.
2. 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 (e.g., staff training).
3. 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
4. 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.
5. How is personal information collected?
The 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. Information can also be collected through electronic transfer of prescriptions (eTP), My Health Record, e.g., via Shared Health Summary, Event Summary.
- We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment, or communicate with us using social media.
- In some circumstances, personal information may also be collected from other sources, such as:
- 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)
6. When, why and with whom do we share your personal information?
We sometimes share your personal information:
- With third parties 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 (e.g., in referral letters)
- 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 the purpose of a confidential dispute resolution process
- When it 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 (e.g., via Shared Health Summary, Event Summary).
7. How do we store and protect your personal information?
We hold your personal information in several forms, including electronic or digital images, and/or hard copy-based documents. We employ a range of physical and electronic security measures to ensure your personal information is adequately protected.
- Using anti-virus software to protect electronic information
- Storing your personal information in a secure facility
- Protecting patient information by securely shredding hard copy documents after they are scanned into electronic files
- Limiting access to your personal information to those persons who are required to access it for the purpose of providing services to you or us.
8. 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 email to info@yourfamilydoctors.com.au. We will respond to your request within 30 days.
9. 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 in writing to:
Practice Address: 602 Terrigal Drive, Erina NSW 2250
Email: info@yourfamilydoctors.com.au
10. How are Artificial Intelligence (AI) Scribes used?
Some of our practitioners use an AI scribe tool to support them in taking notes during their consultations with you. The AI scribe uses an audio recording of your consultation to generate a clinical note for your health record. The practice AI scribe service used at YFD is Heidi.
- Does not share information outside of Australia
- Destroys the audio file once the transcription is complete
- Removes sensitive, personal identifying information as part of the transcription
11. Policy Review Statement
Our privacy policy is regularly reviewed to ensure compliance with current obligations. If any changes are made:
- They will be reflected on the website.
- Significant changes may be communicated directly to patients via email or other means.
Please check the policy periodically for updates. If you have any questions, feel free to contact us.
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.