This privacy policy is to provide information to you, our patient, on how your personal information (which includes your health/medical information) is collected and used within our practice, and the circumstances in which we may share it with third parties.
The consent for the disclosure of your private information must be ‘an informed consent’: Informed consent in privacy laws refers to the process by which an individual provides voluntary, specific, and informed agreement to the collection, use, or disclosure of their personal information. The essential components of informed consent include:
Voluntary: Consent must be freely given, without coercion or undue influence.
Specific: The individual must understand the specific purposes for which their information is being collected, used, or shared.
Informed: Clear, concise, and accessible information must be provided to the individual explaining: What data will be collected, why it is being collected and how it will be used. Who will have access to the data, any risks associated with the data processing. The individual’s rights regarding their data (e.g., access, correction, or withdrawal of consent). Why and when your consent is necessary when you register as a patient of our practice, you provide consent for our doctors (GPs – General Practitioners) 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. Why do we collect, use, hold and share your personal information? Our practice will need to collect your personal information to provide healthcare services to you. Our main purpose for collecting, using, holding, and sharing your personal information is to manage your health/medical condition We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (for example, staff training). What personal information do we collect? The information we will collect about you includes your: name(s), date of birth, addresses, contact details and any medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors We will also record your Medicare number and/or your Veteran Affairs number (if applicable) for identification and claiming purposes.
If you have a pension card or Healthcare Card, we also record these details. 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. A pseudonym is a name, term or descriptor that is different to your actual name.
Anonymity means that an individual cannot be identified and your doctor does not collect personal information or identifiers about you. You may wish to choose one of these options in order to: keep your whereabouts secret from a former partner or family member to access services (such as counselling or health services) without this becoming known to others to express views in the public arena without being personally identified. However, your doctor may not be able to provide you with either option if: they are required or authorised by law or a court or tribunal order to deal with you as an identified individual, or it is impracticable for our doctors to deal with an individual who have not identified themselves. 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 receptionist will collect your personal and demographic information via your registration. During the course of providing medical services, we may collect further personal information, for example via a Shared Health Summary. We may also collect your personal information when you visit our website, send us an email or SMS, telephone us or make an online appointment.
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 (where applicable) 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 (as necessary). When, why and with whom do we share your personal information? Your Health Information may be disclosed only with your consent with some exceptions provided by the Privacy Laws. We sometimes share your personal information: 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 Australian Privacy Principles and this policy with other healthcare providers when it is required or authorised by law (for example, 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 there is a statutory requirement to share certain personal information (for example, some diseases require mandatory notification) during the course of providing medical services, through My Health Record (for example, via Shared Health Summary). 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 does not engage in direct marketing. How do we store and protect your personal information? Your personal information is stored securely at our practice in electronic format, which is password protected. All staff sign confidentiality agreements and are bound by law not to disclose information to a third party unless they have your consent.
Recording of clinical encounters e.g. Telehealth or Consultations. Our Practice DOES NOT record any clinical encounters. Our referrals contain only relevant information. Our Practice uses technology to ensure that only relevant information is included in referrals. Our software allows us to select relevant and appropriate information for clinical referrals. 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 a reasonable time. In most cases the practice will process the request within 30 days. 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.
Please speak to our receptionist or you can email the request to info@molecheck.com.au or mail the request to Suite 9/Level 4, 517 St Kilda Rd MELBOURNE VIC 3004. 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 very seriously. You should express any privacy concerns you may have in writing and mail your complaint to our Practice Manager, Suite 9/Level 4, 517 St Kilda Rd MELBOURNE VIC 3004. We will attend to your complaint within 2 working days and attempt to resolve your complaint within 30 days in accordance with our resolution procedure. You may also contact the Office of the Australian Information Commissioner (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. The Victorian Ombudsman can also be contacted on (03) 9613 6222 . Policy review statement This policy is reviewed annually, or as necessary, to ensure it is in accordance with any privacy changes that may occur. You can view our privacy policy at the reception and via patient information sheet.
