The management of Fitzroy North Medical Clinic is committed to protecting the privacy of patients within the practice.

Information collected is kept strictly confidential and used only for the medical and healthcare of patients. This policy provides information to patients as to how their personal information is collected and used within the practice and the circumstances in which it may be disclosed to third parties.

Scope

This policy applies to all employees and patients of Fitzroy North Medical Clinic.

Practice Procedures

The practice implements systems to ensure compliance with AHPRA Guidelines and deals with inquiries or complaints. Personal information is collected for the primary purpose of managing a patient’s healthcare and for financial claims and payments.

Staff Responsibility

Practice staff take reasonable steps to ensure patients understand:

  • What information has been and is being collected.
  • Why the information is being collected and whether this is due to a legal requirement.
  • How the information will be used or disclosed.
  • Why and when their consent is necessary.
  • The practice’s procedures for access, correction of information, and responding to complaints.

Patient Consent

The practice interprets and applies a patient’s consent only for the primary purpose for which it was provided. Staff must seek additional consent from the patient if the personal information collected may be used for any other purpose.

Collection of Personal Information

To ensure quality and continuity of patient care, health information is shared between the medical practitioners of Fitzroy North Medical Clinic. Collected information includes:

  • Names, addresses, and contact details.
  • Medicare numbers for identification and claiming purposes.
  • Healthcare identifiers.
  • Medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history, and risk factors.
  • Visuals such as x-rays, CT scans, videos, and photos.

Information is collected via registration when patients present to the clinic for the first time. Further personal information is collected by healthcare practitioners during the course of providing medical services.

Use and Disclosure

Personal information may be used or disclosed in specific instances, including:

  • For medical defence purposes.
  • As required by law in instances of mandatory reporting of communicable diseases.
  • When necessary to lessen or prevent a serious threat to a patient’s life, health, or safety.
  • To assist in locating a missing person.
  • For referrals to a medical specialist or other health service provider.
  • For the purpose of a confidential dispute resolution process.

The practice will not disclose personal information to any third party other than in the course of providing medical services without full disclosure and patient consent. Express consent is required for any direct marketing.

Data Quality and Security

The clinic ensures that patient information is complete, accurate, and up to date at the time of collection. Doctors are reminded to review past medical history at least every 3 years.

All personal information is held securely, whether in electronic format, in protected information systems, or in hard copy in a secured environment. Records are retained for a minimum of 7 years from the date of the last entry, unless the patient is a child, in which case the record is kept until the patient reaches 25 years of age.

Access and Correction

Individuals have the right to request access to their own personal information and request a copy of the record.

  • Requests must be made in writing.
  • An acknowledgement letter will be sent within 14 days confirming the request.
  • Information can generally be expected to be provided within 30 days.
  • Time spent and photocopying costs may be passed on to the requesting patient.

The practice takes reasonable steps to correct personal information where it is satisfied it is not accurate or up to date. Patients may also request corrections or updates to their information in writing.

Parents, Guardians, and Children

To protect the rights of a child’s privacy, access to a child’s medical information may at times be restricted for parents and guardians. Release of information may be referred back to the treating Doctor where their professional judgement and the law will be applied.

Complaints

The practice takes complaints and concerns about the privacy of patient’s personal information seriously. Patients should express any privacy concerns in writing, and the practice will attempt to resolve it in accordance with its complaint resolution process. Patients are also encouraged to discuss concerns with the Practice Manager or their Doctor.

Review Information

This policy was approved by Katherine for Fitzroy North Medical Clinic. The scheduled review date is August 2024.