1. 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.
2. Why and when your consent is necessary
When you register as a patient of our practice, you provide consent for Dr Matthew Holland 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.
3. Why do we collect, use, hold and share your personal information?
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.
4. 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
5. 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 staff will collect your personal and demographic information via your patient details form.
- During the course of providing medical services, we may collect further personal information.
- 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.
- 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, Garrison Health or the Department of Veterans’ Affairs (as necessary).
6. When, why and with whom do we share your personal information?
We sometimes share your personal information:
- 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 your life, health or safety or public health or safety, or it is impractical to obtain the your consent
- to assist in locating a missing person
- to establish, exercise or defend an equitable claim
- for the purpose of confidential dispute resolution process
- 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
- 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.
7. How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms, including but not limited too electronically and as a paper record.
Our practice stores all personal information securely. Electronic records are secured with individual staff login and passwords. Paper records are stored in a secure filing cabinet. Our premises are secured at all times.
Our staff are bound by a strict confidentiality agreement which extends to contractors and locums.
8. 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 and our practice will respond within 28 days of receiving your request.
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 Dr Matthew Holland, Newcastle Private Specialist Centre, Suites G5-G6, 26 Lookout Road, New Lambton Heights NSW 2305. Your request should include your name, date of birth and an appropriate way to communicate with you. The request should also contain your printed signature.
9. 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 within 28 days. You can forward you privacy complaint in writing to Dr Matthew Holland, Newcastle Private Specialist Centre, Suites G5-G6, 26 Lookout Road, New Lambton Heights NSW 2305 or electronically to admin [at] drmatthewholland.com.
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.
10. Policy review statement
This privacy policy will be reviewed regularly to ensure it is in accordance with any legal changes that may occur. The policy will be available in it’s most up to date form on our website.