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 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 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. 

  • When you make your first appointment our practice will collect your personal and demographic information via your registration.  

  • During the course of providing medical services, we may collect further personal information.  

  • We may also collect your personal information when you telephone us or make an online appointment.  

  • 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: 

  • 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  

  • 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 the purpose of confidential dispute resolution process  

  • when there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification) 

 

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? 

Our practice stores all personal information securely in electronic format. Our practice has systems in place to protect the privacy, security, quality and integrity of the data held electronically.   

At the practice of Dr Jennifer Rothfield, we are trained in computer use computers are only accessible via individual password access to those in the practice team who have appropriate levels of authorisation and our security policies and procedures and updated when changes occur. The practice of Dr Jennifer Rothfield uses their own resources to support the practice in the IT areas, therefore not requiring an IT company to support the small practice has been designated responsibility for overseeing the maintenance of our computer security and our electronic systems. 

Your personal information may be stored at our practice in various forms. Specify the ways in which our practice stores information: 

  • Electronic records: Medical Software – Medical Director Helix 

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 by completing a Patient Request for Personal Health Information Form (available at reception) and our practice will respond within 30 days. Fees may be charged for a copy of your file and if an appointment with a GP is required. 

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 drjrothfield@gmail.com. 

Current Process of obtaining personal information: 

  • Email 

  • Fax 

  • USB 

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 Dr Jennifer Rothfield in writing to drjrothfield@gmail.com or call 03 9193 4037.  

Please allow 30 days for the provision of the complaint handling 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.  

Policy review statement 

This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. We will notify you by notating new copies of the document available at reception