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.
Why and when your consent is necessary
When you register as a patient of our practice, you provide consent for our specialists 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 (e.g. staff training).
What personal information do we collect?
The information we will collect about you includes your:
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names, date of birth, addresses, contact details
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medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors
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Medicare number (where available) for identification and claiming purposes
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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 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.
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When you make your first appointment our practice staff will collect your personal and demographic information via your registration and/or referral.
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During the course of providing medical services, we may collect further personal information. Information can also be collected through electronic transfer of prescriptions, My Health Record via Shared Health Summary or Event Summary.
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We may also collect your personal information when you visit our website, send us an email or SMS, telephone us or complete the online questionnaire as part of the pre appointment paperwork.
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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:
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your guardian or responsible person
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other involved healthcare providers, such as specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services
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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:
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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
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with other healthcare providers
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when it is required or authorised by law (e.g. court subpoenas)
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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
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to assist in locating a missing person
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to establish, exercise or defend an equitable claim
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for the purpose of confidential dispute resolution process
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when there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification)
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during the course of 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.
Our practice may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data.
We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified and the information is stored within Australia. You can let our reception staff know if you do not want your information included.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms. Our practice stores information electronically via a secure Practice Management Software. Paper copies of records including ECG’s, assessments from third parties and other physicians are destroyed using a compliant document destruction method. Any third parties responsible for destruction of documents are compliant with industry regulations.
Our practice stores all personal information securely. Information stored electronically is secured using compliant practice management software password protected for each user. User account usage is monitored to ensure appropriate use, passwords are required to be changed on a quarterly basis and in the case of employee termination. Staff and contractors are required to read and sign confidentiality agreements.
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 via email to practice management grace@paediatrichq.com.au and our practice will respond within a reasonable time. All requests are responded to within 30 days of receipt of the email, in the case of request to clinical documentation, diagnosis letters and other assessments prepared by staff and contractors of PaediatricHQ a $35 (incl GST) will be charged. Payment of the release of information fee is required before staff will prepare the documentation.
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 grace@paediatrichq.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 contact grace@paediatrichq.com.au, Suite 20, Ground Floor SJOG Medical Centre 700 Robertson Drive, College Grove WA 6230 0475 862 209. We will respond within 30 days and provide details of our resolution process.
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 requires completion of patient, details, questionnaires and assessment details via our secure website. These are available to be completed in a paper copy should this be preferred a copy can be requested in person at Suite 20, Ground Floor, SJOG Medical Centre 700 Robertson Drive College Grove, WA 6230. Our practice reserves the right to use website analytics and cookies for the optimal functioning of the website and improved customer experience. The practice website is secure, data collection is compliant with this privacy policy and industry standards. Our practice takes all reasonable measures to ensure customer data is secure. In the event of any concerns our practice will contact those affected. By using the PaediatricHQ website you agree to this policy. In the instance you do not agree to this, you may opt for these assessments/information to be gathered during the appointment – this will require two double appointments to allow enough time during consult. The cost will be equal to two standard consult fees at the time of the appointment.
Policy review statement
The Paediatric HQ Privacy Policy will be reviewed on an annual basis, and when any changes occur to regular practice operating that may impact the policy set out in this document. Patients will be notified in clinic at scheduled appointments of any changes.