Introduction

The objective of this privacy notice is to provide you, our patient, with clear information on how your personal information is collected and used within the practice. Occasionally we also need to share your personal information to involve others in your healthcare and this policy outlines when, how, and why we share your information

Who can I contact about this policy?

For enquiries concerning this policy, you can contact Narelle Lessue/Practice Manager on reception1@allcaremedical.com.au

Why and when your consent is necessary?

When you register as a patient of this practice, you provide consent for the GPs and practice staff to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to practice team members who require it for your care. If we ever use your personal information for purposes other than healthcare provision, we will obtain additional consent from you. 

It is important to us that as our patient, you understand why we collect and use your personal information. 

Why do we collect, use, hold and share your personal information?

The practice collects, uses, stores, and shares your personal information primarily to manage your health safely and effectively. This includes providing healthcare services, managing medical records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as practice audits, accreditation purposes, and staff training to maintain high-quality service standards. 

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, medicines, allergies, and adverse reactions immunisations, social history, family history and risk factors 

• Medicare number (where available) for identification and claiming purposes 

• healthcare identifier numbers 

• health fund details. 

Dealing with us anonymously

You can 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.

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

2. During the course of providing medical services, we may collect further personal information. Upon consent Information maybe collected through electronic transfer of prescription (eTP), Hotdoc, My Health Record, eg via Shared Health Summary, Event Summary through the eHealth services. You will be required to complete a consent for this to occur and will be asked for verbal consent prior to this access.

3. 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.

4. 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 (if relevant). 

• While providing medical services, further personal information may be collected via: 

• electronic prescribing 

• My Health Record 

• online appointments.

"We will always comply with privacy obligations when collecting personal information from third-party sources. This includes ensuring transparency with patients, obtaining necessary consents, maintaining data accuracy, securing the information, and using it only for specified purposes." 

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 confidential dispute resolution process 

•  When it is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification) 

• When it is provision of medical services, through electronic prescribing, My Health Record (e.g. via Shared Health Summary, Event Summary). 

Only people who need to access your personal information will be able to do so. Other than providing medical services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent. 

We do not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.

Will your information be used for marketing purposes? 

The practice will not use your personal information for marketing any goods or services directly to you without your expressed consent. If you do consent, you may opt out of direct marketing at any time by notifying the practice in writing. 

How is your information used to improve services?  

The practice may use your personal information to improve the quality of the services offered to patients through research, analysis of patient data for quality improvement and for training activities with the practice team 

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 reception staff know if you do not want your information included. 

How are document automation technologies used? 

Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.  

The practice uses document automation technologies to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant medical information. 

These document automation technologies are used through secure medical software Medical Director Clinical.

All users of the medical software have their own unique user credentials and password and can only access information that is relevant to their role in the practice team. 

The practice complies with the Australian privacy legislation and APPs to protect your information. 

All data, both electronic and paper are stored and managed in accordance with the Royal Australian College of General Practitioners Privacy and managing health information guidance. 

How are Artificial Intelligence (AI) Scribes used? 

The practice uses an AI scribe tool to support GPs take 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 is Heidi Health. 

Heidi Health

• 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  

The practice will only use data from our digital scribe service to provide healthcare to you. 

Your GP will gain consent before the use of AI scribe. All patients have a right to opt out of the use of AI scribes.

How do we store and protect your personal information?

Your personal information may be stored in various forms such as electronic records and paper records.

The practice stores all personal information securely.

We take the security of your personal information very seriously. We store personal information in both electronic and hard copy formats, using appropriate measures to ensure its safety and confidentiality.

• Electronic Storage: Personal data stored electronically is housed within protected information systems that utilise secure passwords and encryption protocols. Access to these systems is restricted to authorised personnel only, ensuring that sensitive information is not improperly disclosed or accessed. Staff are provided only the level of access that is relevant to their role within the organisation.

• Hard Copy Storage: Physical records containing personal information are kept in secure, locked rooms and within a controlled environment. Only authorised staff have access to these secured areas.

• Confidentiality and Training: All staff and contractors are required to sign confidentiality agreements as part of their employment or engagement with us. We provide regular training on data protection protocols to ensure that all team members are aware of their obligations in maintaining privacy and security.

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. 

• The Practice acknowledges patients may request access to their medical records.

• Patients are encouraged to make this request in writing, and the Practice will respond within a reasonable time.

The Practice will take reasonable steps to correct personal information where it is satisfied they are not accurate or up to date. From time to time, the Practice will ask patients to verify the personal information held by the Practice is correct and up to date. Patients may also request the Practice corrects or updates their information, and patients should make such requests in writing.

The practice will respond to any requests to access or correct your personal information within 7 business days. Fees may apply for the release of records to cover the cost of printing; the cost will be determined on review of the requirements and the patient will be provided this information prior to document preparation.

The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by the practice is correct and current. You may request we correct or update your information. To do this please contact via Narelle Lessue/Practice Manager reception1@allcaremedical.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. We will then attempt to resolve it in accordance with the resolution procedure.

Please email you concerns, including as much information as possible about your concerns to n.lessue@allcaremedical.com.au and/or contact Narelle Lessue/Practice Manager on 83711191. Your concerns will be review as a matter of urgency and someone will be in touch within 5 days.

If you do not feel we have resolved your issue You may also contact the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner will require you to give them time to respond before they investigate.  For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.  

Or the Health Complaint Commission Ground Floor, 191 Pulteney St, Adelaide SA 5000

Phone: (08) 8226 8666 https://www.hcscc.sa.gov.au/

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.