Our aim is to provide timely and compassionate care of the highest standard with our patients’ dignity respected at all times, particularly confidentiality.

Patient health information is handled in accordance with the practice’s Privacy Policy, professional health care codes, and consistent with the federal Privacy Act. This Policy explains what personal information we hold, what it is used for within the practice, to whom it is required to be disclosed outside the practice, how and under what circumstances you may have access to it, and how it is stored. 

Our Privacy Policy is a summary only, and is not an exhaustive statement of our obligations under the Privacy Act.  These are set out in the National Privacy Principles themselves.   The Clinic has a Privacy Officer to assist patients with privacy matters, including requests for access. 

Health information collected by the general practitioner, whether by interview, observation or in writing, will usually be conducted in the privacy of the doctor’s consulting room, to which no other member of the public has access.  Emergencies and minor procedures may be dealt with in our treatment area, where privacy will be protected as much as possible. 

Generally patients’ consent will be sought to collect health information that is necessary to make an accurate medical diagnosis, prescribe appropriate treatment and to be proactive in patient health care. Information about a patient’s medical and family health history is needed to provide accurate medical diagnoses and appropriate treatment. From time to time we may receive patient information from others.  When this occurs we will, whenever possible, make sure the patient knows we have received this information. 

The Clinic is a teaching practice for both undergraduate (medical student) and postgraduate (Registrar) training.  During placements, patient consent to a third party presence at the consultation will be sought.

It is necessary for us to keep patients’ information after their last attendance at this practice for as long as required by law, 7 years or, in the case of a minor, until the age of 25 years.

A patient’s personal health information is used or disclosed for purposes directly related to their health care in line with professional ethical guidelines and in ways that are consistent with a patient’s expectations.  In the interests of the highest quality and continuity of health care this may include sharing information with other health care providers who comprise a patient’s medical team from time to time (i.e. Pathology, Radiology, specialists).  Your doctor will discuss this with you.

Practice staff access medical records as authorized by medical staff and for purposes directly related to the provision of health care.  Any breach of confidentiality of personal health information, whether it be verbal, written, or auditory, is a dismissable offence.

Some information is provided to Medicare for medical rebate purposes, and to our debt collection agents.

The Clinic will in future use encrypted electronic transfer of health information between practitioners, as for example, sending a referral letter to a specialist.  This secure means of transmission will also allow us to electronically lodge accounts with Medicare. Our software providers may at times remotely access our database to fix technical problems.  Data security is protected by means of a dedicated dial-in line, and password protection.  Any database information downloaded for purposes of research will be de-identified.

The Health Insurance Commission and our accrediting body periodically conduct audits of medical records to ensure compliance to professional standards and government regulations. Practitioners may also undertake clinical audits as required by the HIC. Patient surveys we conduct from time to time for accreditation and self assessment purposes are undertaken on a strictly anonymous basis.

There are circumstances when information has to be disclosed without patient consent, such as:
·                 Emergency situations;
·                 Doctors are legally  required to disclose information in the interests of  public health, e.g. mandatory reporting of communicable diseases to the health authorities, statutory reporting of child abuse or drug addiction.
·                 It may be necessary to disclose information about a patient to fulfil a medical indemnity insurance obligation.

All patient information held by this Clinic relevant to the functions of providing health care will be maintained in a form that is accurate, complete and as up-to-date as possible.  The Clinic employs both written file notes and electronic record keeping.

Practitioners and staff ensure that patients and other visitors to the practice will not have access to the medical record storage areas and that records, test results and other papers containing personal health information are not left where they may be accessed by unauthorised persons.  Medical records and other papers containing personal health information are filed promptly after each patient contact.  Electronic medical records are backed up to tape nightly and stored in a fire-proof safe.  A monthly back-up is kept off-site on a CD-ROM.

Requests for transfer of medical records to another practice by the patient will be actioned upon receipt of a signed authorization by the requesting practitioner, accompanied by the written consent of the patient.  This written consent may cover the release of medical records for minors under the care of that patient if so requested.  This Clinic will supply a relevant summary letter prepared by the usual treating practitioner, accompanied by copies of relevant results while retaining the original information on site at the Clinic, as required by law.   Transfer of electronic medical records may also be released where the requesting practice operates a compatible clinical database. 

It is our preferred policy to return full medical records if sent to us by another practice for a patient transferring to our care.  We request a summary only of relevant information and results be provided by the other practice.

Patients may access their own health records pursuant to their request, either verbal or written, and subject to validation of proof of identity by our Privacy Officer.  If the matter is a complex one, it is our preference that the request be in writing.  Our Privacy Officer will clarify with the patient the exact nature of the request, and what form of access would be the most appropriate.

Written acknowledgment of requests for access will be provided within 14 days, along with an indication as to cost.  Costs are incurred in provision of staff and doctor’s time, and in resources such as photocopying.  Fees are levied in accordance with the Freedom of Information Schedule of Fees & Charges, and with appropriate AMA fees.  Once we ascertain the scope of your request, our Privacy Officer will be happy to provide you with an estimate of the cost.

The material over which the doctor has copyright might be subject to conditions that prevent further copying or publication without the doctor’s permission.

There are some circumstances in which access is restricted, and in these cases reasons for denial of access will be explained.

Where necessary, patients will be given the opportunity to amend any personal health information held that they deem inaccurate, not complete or up-to-date. This will need to be discussed with your doctor.

We acknowledge the rights of children to privacy of their health information.  Based on the professional judgement of the doctor and consistent with the law, it might at times be necessary to restrict access to personal health information by parents or guardians.

It is important to us that your expectations about the way in which we handle your information are the same as ours.  Please do not hesitate to discuss any concerns, questions or complaints about any issues related to the privacy of your personal information with your doctor, our Privacy Officer, or Practice Manager.

If you are still dissatisfied, you may complain to the Federal Privacy Commissioner.

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