Privacy Policy

Introduction

We're committed to protecting your personal information. This policy explains how we collect, use and share your information (including health information) when you visit our practice, and the circumstances in which we may share it with third parties.

Your consent

When you register as a patient, 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.

The patient registration form includes a section for you to provide consent.

Why we collect your personal information

We collect your personal information primarily to manage your health and provide healthcare services to you. 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 we collect

The information we collect about you includes:

• Name, date of birth, address and 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

Your right to anonymity

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 we collect your information

We collect your personal information in the following 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.
3. Through Electronic Transfer of Prescriptions (eTP) or the My Health Record system (e.g. via Shared Health Summary or Event Summary).
4. When you visit our website, send us an email, telephone us, or make an online appointment.
5. In some circumstances, personal information may also be collected from other sources where it is not practical or reasonable to collect it from you directly. This may include information from:
   1. your guardian or responsible person
   2. other healthcare providers such as specialists, allied health professionals, hospitals, community health services, pathology and diagnostic imaging services
   3. your health fund, Medicare, or the Department of Veterans' Affairs (as necessary)

Who we share your information with

We may share your personal information in the following circumstances:

• With third parties who work with our practice for business purposes (such as accreditation agencies or IT providers) — these third parties are required to comply with the Australian Privacy Principles and this policy
• With other healthcare providers involved in your care
• When required or authorised by law (e.g. court subpoenas)
• When necessary to lessen or prevent a serious threat to a patient's life, health or safety, or to public health or safety, and 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 a confidential dispute resolution process
• When there is a statutory requirement to share certain personal information (e.g. mandatory disease notification)
• Through Electronic Transfer of Prescriptions (eTP) or the My Health Record system during the course of providing medical services

Other than in the course of providing medical services or as otherwise described in this policy, we will not share your personal information with any third party without your consent. We will not share your personal information with anyone outside Australia (unless under exceptional circumstances permitted by law) without your consent.

We will not use your personal information for marketing without your express consent. If you do consent, you may opt out at any time by notifying our practice in writing.

How we store and protect your information

Your personal information may be stored in various forms — paper records, electronic records, visual records (X-rays, CT scans, videos and photos) and audio recordings.

We store all personal information securely: electronic records are kept in password-protected systems with regular backups, and hard copy records are stored in a secured environment. All doctors, nurses, administration staff and allied health professionals abide by confidentiality agreements.

Accessing and correcting your information

You have the right to request access to, and correction of, your personal information.

To request access to your medical records, please put your request in writing and sign it. We will respond within 30 days. Some fees may apply to cover expenses such as printing, copying, postage and administrative time.

We take reasonable steps to ensure your personal information is accurate and up to date. From time to time, we will ask you to verify the information we hold. You may also request corrections in writing, addressed to Shop 19A, Ringwood Square Shopping Centre, Cnr Maroondah Hwy & New St. (Enter Via New Street) or via fax on 03 8838 0081.

Complaints

We take privacy concerns seriously. If you have a complaint, please put it in writing and we will attempt to resolve it in accordance with our resolution procedure. You can contact Ringwood Family Medical Centre at Shop 19A, Ringwood Square Shopping Centre, Cnr Maroondah Hwy & New St. (Enter Via New Street) or by phone on 03 8842 6200. We aim to respond within 30 days.

You may also contact the OAIC. Generally the OAIC will require you to allow Ringwood Family Medical Centre time to respond before they will investigate. For further information visit www.oaic.gov.au or call the OAIC on 1300 336 002. Alternatively you can contact the health complaints commissioner via phone on 1300 582 113 or online at https://hcc.vic.gov.au/make-complaint; see https://hcc.vic.gov.au/contact for more details.

Privacy and our website

When you visit our website, our hosting provider may record your server address, domain name, the date and time of your visit, the pages viewed and the information downloaded. This information is used for statistical and website development purposes only.

Information submitted via our contact form (including your name and email address) will be stored securely and handled in accordance with this policy.

If you sign up to our newsletter, your email address will be stored securely and may be shared with third parties who assist us in creating and distributing practice communications. Any such third parties are required to abide by the terms of this privacy policy.

Policy review

This privacy policy is reviewed regularly. If changes are made, patients will be advised via notices displayed in the reception and waiting areas of our practice.