Privacy Policy

Introduction

We are committed to protecting the privacy of patient information and to handling their personal information in a responsible manner in accordance with the Privacy Act 1988 (Cth), the Privacy Amendment (Enhancing Privacy Protection) Act 2012, the Australian Privacy Principles and relevant State and Territory privacy legislation (referred to as privacy legislation). This Privacy Policy explains how we collect, use and disclose your personal information, how you may access that information and how you may seek the correction of any information. It also explains how you may make a complaint about a breach of privacy legislation. This Privacy Policy is current from Aug 2020 and is reviewed annually. From time to time we may make changes to our policy, processes and systems in relation to how we handle your personal information. We will update this Privacy Policy to reflect any changes. Those changes will be available on our website and in the practice.

Collection

We collect information that is necessary and relevant to provide you with medical care and treatment, and manage our medical practice. This information may include your name, address, date of birth, gender, health information, family history, credit card and direct debit details, and contact details. This information may be stored on our computer medical records system and/or in handwritten medical records. Wherever practicable we will only collect information from you personally. However, we may also need to collect information from other sources such as treating specialists, radiologists, pathologists, hospitals, other health care providers, and the MyHealth record system. We collect information in various ways, such as over the phone, or in writing, in person in our Practice or over the internet if you transact with us online. This information may be collected by medical and non-medical staff. In emergency situations we may also need to collect information from your relatives or friends. We may be required by law to retain medical records for certain periods of time depending on your age at the time we provide services.

Use and Disclosure

We will treat your personal information as strictly private and confidential. We will only use or disclose it for purposes directly related to your care and treatment, or in ways that you would reasonably expect that we may use it for your ongoing care and treatment. For example, the disclosure of blood test results to your specialist or requests for X-rays. There are circumstances where we may be permitted or required by law to disclose your personal information to third parties. For example, to Medicare, Police, insurers, solicitors, government regulatory bodies, tribunals, courts of law, hospitals, debt collection agents, the electronic transfer of prescriptions service, or to the MyHealth record system. We may also from time to time provide statistical data to third parties for research purposes. We may disclose information about you to outside contractors to carry out activities on our behalf such as an IT service provider, solicitor, or debt collection agent. We impose security and confidentiality requirements on how they handle your personal information. Outside contractors are required not to use information about you for any purpose except for those activities we have asked them to perform.

Use of AI in Consultation Notes

We use AI tools to assist in documenting consultation notes, ensuring accuracy and efficiency in record-keeping. AI tools are employed under strict privacy and security controls, and their use aligns with legal and ethical healthcare standards.

How AI is Used:

• AI processes information from consultations to draft notes.
• These notes are reviewed and finalised by your treating doctor.

Your Information:

• No AI-generated content is stored outside of secure systems compliant with Australian healthcare regulations.
• AI tools are configured to minimise data exposure.

Please let your GP know if you are not comfortable with this.

Data Quality and Security

We will take reasonable steps to ensure that your personal information is accurate, complete, up-to-date, and relevant. For this purpose our staff may ask you to confirm that your contact details are correct when you attend a consultation. We request that you let us know if any of the information we hold about you is incorrect or out of date.

Personal information that we hold is protected by:

• Securing our premises;
• Placing passwords and varying access levels on databases to limit access and protect electronic information from unauthorised interference, access, modification and disclosure;
• Providing locked cabinets and rooms for the storage of physical records.

Corrections

If you believe that the information we have about you is not accurate, complete, or up-to-date, we ask that you contact us in writing (see details below).

Access

You are entitled to request access to your medical records. We request that you put your request in writing and we will respond to it within a reasonable time. There may be a fee for the administrative costs of retrieving and providing you with copies of your medical records. We may deny access to your medical records in certain circumstances permitted by law, for example, if disclosure may cause a serious threat to your health or safety. We will always tell you why access is denied and the options you have to respond to our decision.

Complaints

We take complaints and concerns about your privacy seriously. If you have a complaint about the privacy of your personal information (including complaints about our use of the MyHealth record system), we request that you contact us in writing. Upon receipt of a complaint, we will consider the details and attempt to resolve it in accordance with our complaints handling procedures. You can email your complaint to pm@shiredoctorsanddentists.com.au

You may also contact the Office of the Australian Information Commissioner (OAIC).

Phone: 1300 363 992

Email: enquiries@oaic.gov.au

Website: www.oaic.gov.au

Postal Address: GPO Box 5218 Sydney NSW 2001

Document Destruction

Our clinic uses a shredder located within the admin office to destroy confidential documents.

Staff Training

All staff are introduced and inducted against strict guidelines. Staff also signs a confidentiality agreement as outlined below.

PRIVACY, CONFIDENTIALITY & SECURITY AGREEMENT

Shire Doctors and Dentists is committed to ensuring the organisation complies with relevant Privacy, Confidentiality, and Security legislation – to protect our clients, our staff, and our organisation. To facilitate this, individuals are required to understand their obligations and responsibilities including what it means to sign this agreement. All persons, including Shire Doctors and Dentists staff, contractors, volunteers, and nursing/medical students who come into contact with, or have access to, confidential information have a responsibility to maintain the privacy, confidentiality, and security of that information.