Policy

Introduction

This privacy policy provides information to you, our patient, on how your personal information (including your health information) is collected, used, stored and shared within our practice, and the circumstances in which we may disclose it to third parties.

At Woonona Medical Practice, we are committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant NSW health privacy laws.

Procedure

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 to 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 any purpose not directly related to your care, we will seek additional consent from you.

Why Do We Collect, Use, Hold and Share Your Personal Information?

We collect, use, hold and share your personal information primarily to:

• Provide you with medical care and treatment
• Manage your health and support clinical decision-making
• Liaise with other healthcare providers
• Manage our practice, including administrative and business functions

This includes activities such as:

• Financial claims and billing (e.g. Medicare)
• Practice audits and accreditation
• Staff training and quality improvement
• Research and analysis to improve healthcare services

We may also provide de-identified data to other organisations to improve population health outcomes. This data is secure, stored in Australia, and does not identify individual patients. You may opt out by notifying reception staff.

What Personal Information Do We Collect?

We may collect the following information:

• Name, date of birth, gender, address and contact details
• Medical information (history, medications, allergies, immunisations, test results, adverse events)
• Family and social history and risk factors
• Medicare number and healthcare identifiers
• Health fund and billing details

This information forms part of your medical record.

Dealing with Us Anonymously

You have the right to deal with us anonymously or under a pseudonym where practicable. However, in many cases it is not possible for us to provide healthcare services without identifying you.

How Do We Collect Your Personal Information?

We collect your information in a number of ways, including:

Directly from you:

• When you register as a patient
• During consultations
• Via phone, email, SMS, online bookings, website forms or social media

From other sources:

• Healthcare providers (specialists, hospitals, allied health, pathology, imaging)
• Guardians, family members or responsible persons (especially in emergencies)
• Medicare, health funds, or government agencies

Electronic systems:

• My Health Record (e.g. Shared Health Summary, Event Summary)
• Electronic transfer of prescriptions (eTP), where applicable

When, Why and With Whom Do We Share Your Personal Information?

We may share your personal information in the following circumstances:

For healthcare purposes:

• With other treating healthcare providers

For business and operational purposes:

• IT providers, accreditation bodies, contractors (bound by confidentiality)

When required or authorised by law:

• Medicare, insurers, government bodies
• Courts, tribunals or police
• Mandatory disease notification

Other permitted situations:

• To prevent serious threats to health or safety
• To locate a missing person
• For legal claims or dispute resolution

We only share information where necessary and ensure access is limited to authorised individuals.

We do not disclose personal information overseas unless required by law or with your consent.

Use of Artificial Intelligence (AI)

We may use secure, clinically approved AI tools to support:

• Patient care and diagnostics
• Administrative functions
• Service improvements

These tools operate under strict data protection protocols and are overseen by qualified healthcare professionals.

Marketing

We will not use your personal information for direct marketing without your express consent. You may opt out at any time by notifying us in writing.

How Do We Store and Protect Your Personal Information?

Your information may be stored in:

• Electronic medical records
• Paper files
• Diagnostic images (e.g. X-rays, scans)
• Audio or visual records where applicable

We take reasonable steps to protect your information, including:

• Password-protected systems with restricted access
• Secure IT systems
• Locked cabinets for paper records
• Confidentiality agreements for staff
• Secure premises and CCTV in common areas

Retention of Records

We retain medical records in accordance with legal requirements:

• Until age 25 for patients treated as minors
• At least 7 years from last consultation for adults

Records are securely destroyed when no longer required.

Access and Correction of Your Information

You have the right to request access to your personal information and request corrections.

To do so:

• Submit your request in writing
• Allow a reasonable timeframe (generally up to 30 days)
• Pay any reasonable administrative fees (if applicable)

We may deny access in limited circumstances (e.g. risk of harm), and will explain why.

We also take reasonable steps to keep your information accurate and may ask you to verify your details periodically.

Website Privacy

Our website may collect non-identifiable information (e.g. browser type, pages viewed) to improve performance.

Personal information is only collected if you voluntarily provide it (e.g. via contact forms).

Complaints

We take privacy complaints seriously. If you have concerns, please contact us in writing and we will respond in accordance with our complaints process within a reasonable timeframe.

If unresolved, you may contact:

NSW Health Care Complaints Commission
T: 1800 043 159
E: hccc@hccc.nsw.gov.au
W: www.hccc.nsw.gov.au

Office of the Australian Information Commissioner (OAIC)
T: 1300 363 992
W: www.oaic.gov.au

Privacy NSW
W: www.lawlink.nsw.gov.au/privacynsw
E: privacy_nsw@agd.nsw.gov.au

Contact Us

Woonona Medical Practice
Attn: Privacy Officer
44 Hopetoun Street, Woonona NSW 2517
P: (02) 4283 3433
F: (02) 4283 1955