Privacy Policy

Patient privacy and security of information is maximised during consultations by closing consulting room doors. All Examination couches, including those in the treatment room, have curtains or privacy screens.

When, consulting, treatment room or administration office doors are closed prior to entering staff should either knock and wait for a response or alternatively contact the relevant person by internal phone or email.

All patient information must be considered private and confidential, even that which is seen or heard and therefore is not to be disclosed to family, friends, staff or others without the patient’s approval.

The range of people within the practice team who may have access to patient health records and the scope of that access

At this practice GPs, practice nurses, Practice Manager and medical students may have access to patient health records. Computerised patient information is strictly controlled with passwords and personal logins, automatic screen savers and computer terminals are logged off when the computer is left unattended for a significant period of time.

Administration staff have limited access to Personal Health Information in line with their duties.

The procedures for patients to gain access to their own health information on request.

Patients at this practice have the right to access their personal health information (medical record) under legislation of the Commonwealth Privacy Amendment (Private Sector) Act 2000 and the National and Health Privacy Principles.

Release of information is an issue between the patient and the doctor. Information will only be released according to privacy laws and at doctor’s discretion. Requested records are reviewed by the medical practitioner prior to their release and written authorisation is obtained.

When our patients request access to their medical record and related personal information held at this practice, we document each request and endeavour to assist patients in granting access where possible and according to the privacy legislation.

A Request for Personal Health Information form is completed to ensure correct processing.

An administrative charge may be applied, at the GPs discretion and in consultation with the Privacy Officer, e.g. for photocopying record, X-rays and for staff time involved in processing request.

The way the practice gains patient consent before disclosing their personal health information to third parties.

We only transfer or release patient information to a third party once the consent to share information has been signed and in specific cases informed patient consent has may be sought.

As a rule no patient information is to be released to a third Party unless the request is made in writing and provides evidence of a signed authority to release the requested information, to either the patient directly or a third
party.

Requested records are to be reviewed by the treating medical practitioner or principal doctor prior to their release to a third party.

The practice retains a record of all requests for access to medical information including transfers to other medical practitioners.

The New patient information sheet also includes a privacy information and consent form for the transfer of health information to other providers (eg specialists, hospitals, pathology) or agencies. Consent for this form is obtained on the first visit and a copy retained in the patient medical record.

Police and solicitors must obtain a case specific signed patient consent (or subpoena, court order or search warrant) for release of information. The request is directed to the doctor.

Practice accreditation is a recognised peer review process and the reviewing of medical records for accreditation purposes has been deemed as a “secondary purpose” by the Office of the Federal Privacy Commissioner. As a consequence patients are not required to provide consent.

Accounts do not contain any clinical information. Invoices and statements are reviewed prior to forwarding to third parties such as insurance companies or debt collection agencies.

If there is going to be any expenses related to the transfer the requesting clinic is advised prior to sending the medical records and once the fee has been paid we process the request as soon as possible.

The patients’ signed request letter/form and a notation that the patient has transferred is made on the medical record. Include the name and address of the new Practice and the dispatch details (e.g. via fax).

All reasonable steps are taken to protect the health information from loss and unauthorised disclosure during the transfer.

The request form should contain:

• the name of the receiving practitioner or practice;
• the name, address (both current and former if applicable) and date of birth of the patient whose record is required;
• the reason for the request.

The use of patient health information for quality assurance, research and professional development

Where the practice seeks to participate in human research activities and/or continuous quality improvement (CQI) activities, patient anonymity will be protected. The practice will also seek and retain a copy of patient consent to any specific data collection for research purposes.

Practice accreditation is a recognised peer review process and the reviewing of medical records for accreditation purposes has been deemed as a “secondary purpose” by the Office of the Federal Privacy Commissioner. As a consequence patients are not required to provide consent.

The procedures for informing new patients about privacy arrangements

Patients are provided with information about our practice privacy when they first attend. The New patient information sheet also includes a privacy information and consent form for the transfer of health information to other providers (eg specialists, hospitals, pathology) or agencies. Consent for this form is obtained on the first visit and a copy retained in the patient medical record.

• Signage in the reception area;
• Practice information sheet;
• Patients will be offered access to the Privacy Policy;
• Patient feedback forms.

The way the practice addresses complaints about privacy related matters

Complaints about privacy related matters can be provided either verbally to staff, in writing (letter) or via our suggestion box. The practice uses its policy as with other complaints to resolve the issue.

If the matter cannot be resolved the patient is advised how to contact the Health and Disability Services Complaints Office (HaDSCO)