PRIVACY POLICY

We are committed to protecting the privacy of patient information and to handling your personal information in a responsible manner in accordance with the Privacy Act 1988 (Cth), the Privacy Amendment (Enhancing Privacy Protection) Act 2012, the Australian Privacy Principles and relevant State and Territory privacy legislation (referred to as privacy legislation).

To ensure that AWARE Women’s Health patients are confident to entrust us with their personal information, this policy explains how we collect, use and disclose your personal information. It also explains how you may request your information or make a complaint about a breach of privacy legislation.

This Privacy Policy is current from 2012 and is reviewed annually. From time to time we may make changes to our policy, processes and systems in relation to how we handle your personal information. We will update this policy to reflect any changes. This policy and any changes will be available on our website and in the practice.

The Practice will:

· provide a copy of this policy upon request

· ensure staff comply with Australian Privacy Principles (APP) and deal appropriately with enquiries or concerns

· take reasonable steps to implement practices, procedures, and systems to ensure compliance with the APP

· collect personal information for the primary purpose of managing a patient’s healthcare and financial claims and payments.

The Practice will 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 legal requirement

· how the information will be used or disclosed

· why and when their consent is necessary

· the Practice’s procedures for access and correction of information and responding to complaints.

1. Collection of Information

1.1 We collect information that is necessary and relevant to provide you with medical care and treatment, and to manage our medical practice.

1.2 Information collected will include:

· names, address, date of birth and contact details

· Medicare number, Private Health provider details

· medical information including medical history, gender, medications, allergies, adverse events, immunisations, social history, family history and risk factors

· credit card and direct debit information

· correspondence from other healthcare providers such as specialists, radiologists, pathologists, hospitals and My Health Record system.

1.3 We collect information in various ways:

1. From you directly with the demographic information you provide via registration for the first and subsequent visits.

2. During the course of providing medical services, when the health practitioners will collect and record personal information.

3. Over the internet or video conferencing if you transact with us online or engage in telehealth.

4. Where necessary or in emergency situations personal information may also be collected from a guardian, responsible person or healthcare specialists.

This information is collected by medical and non-medical staff.

1.4 Your personal information may be held in various forms including:

· paper records

· electronic records

· visual records (x-rays, CT scans, videos, photographs).

The Practice holds all personal information securely, whether in electronic format in protected information systems, or in hard copy format in a secured environment. A locked confidential waste bin is stored on site.

2. Use and Disclosure of Information

2.1 We will treat your personal information as strictly private and confidential. We will only use or disclose it for purposes directly related to your care and treatment or in ways that you would reasonably expect that we may use it for your ongoing care and treatment. For example, the disclosure of blood test results to your Specialist or GP.

The Practice will attempt to inform a patient where there is a statutory requirement to disclose certain information (for example some diseases and events require mandatory notification).

2.2 There are circumstances where we may be permitted or required by law to disclose your personal information to third parties. For example, to Medicare, Police (for example, where necessary to lessen or prevent a serious threat to a patient’s life, health or safety, or public health or safety), insurers, solicitors, government regulatory bodies, tribunals, courts of law, hospitals, debt collection, the electronic transfer of prescriptions service or to the My Health Record system.

2.3 We may disclose information about you to outside contractors to carry out activities on our behalf, such as an IT service provider, solicitor, or debt collection agent. We impose security and confidentiality requirements on how they handle your personal information. Outside contractors are required not to use information about you for any purpose other than those activities we have asked them to perform.

2.4 The Practice will not use any personal information in relation to direct marketing to a patient without that patient’s consent. Patients may opt out of direct marketing or emails at any time, either by using the digital “unsubscribe” option or by contacting the Practice directly.

3. Data Quality and Security

3.1 We will take reasonable steps to ensure that your personal information is accurate, complete, up to date and relevant. For this purpose our staff may ask you to confirm that your contact details are correct when you attend a consultation. Being able to contact you is necessary to ensure we can deliver care to you. We request that you let us know if any of the information we hold about you is incorrect or out of date.

3.2 Personal information we hold is protected by:

· securing our premises

· placing passwords and varying access levels on data bases to limit access and protect electronic information from unauthorized interference, access, modification and disclosure

· providing locked cabinets and rooms for the storage of physical records

3.3 Where it is necessary to conduct a telehealth consultation from our doctors’ private premises they will take reasonable steps to maintain a private and secure environment to conduct such consultations.

4. Corrections

If you believe the information we have about you is not accurate, complete or up to date, we ask that you contact us in writing.

5. Access

5.1 The Practice acknowledges that patients may request access to their medical records. Patients are encouraged to make this request in writing and the Practice will respond within a reasonable time.

5.2 You may request to have your records transferred to another practice. We ask that the request is made in writing and signed by you. The request should include your name, date of birth and address, and name and address of the receiving medical practitioner or practice, as well as the preferred format to receive information.

5.3 There may be a fee for the administrative costs of retrieving and providing you with copies of your medical records.

5. Complaints

The Practice takes complaints and concerns seriously. If you have a concern about the privacy of your personal information (including concerns about our use of the My Health Record system), we request that you contact us in writing. Practice will consider the details and attempt to resolve the concern in accordance with its complaint resolution process.

6. Overseas Transfer of Data

We will not transfer your personal information to an overseas recipient unless we have your consent, or we are required to do so by law.

7. Retention of medical records and archiving

7.1 By law, patient health records must be kept until the patient is 25 years of age or for a minimum of seven years since the patient’s last attendance, whichever is greater. Financial records must also be kept for seven years. The Practice may retain inactive electronic records for longer than seven years.

8. Patient Consent

The Practice will only interpret and apply a patient’s consent for the primary purpose for which it was given. The Practice staff must seek additional consent from the patient if the personal information collected may be used for any other purpose.

WEBSITE TERMS AND CONDITIONS OF USE

These Terms and Conditions along with AWARE Women’s Health Privacy Policy summarise the acceptable use of this website, service provision, and limitations of access to services and products.

1. Purpose of the Website

The AWARE Women’s Health website is designed to provide information about services and service providers at AWARE Women’s Health medical practice, and to provide access to our online health services and products.

2. Services and Products

2.2 Services available online through the website may include provision of health-related information, purchase of products, access to preliminary health assessments, limited urgent appointments for some conditions, prescription renewals, patient registration forms, health survey forms, online bookings, and subscription to our mailing list.

2.3 Products and services may not be available at all times as we are committed to making them available only when we are able to provide the highest level of service delivery.

3. Mailing List

3.1 Subscription to our mailing list is voluntary, free, and you can unsubscribe at any time. The mailing list is for the purpose of providing information on general women’s health topics of interest, scientific and medical treatment updates, and the Practice services and products.

3.2 AWARE Women’s Health takes privacy concerns seriously. The personal information you provide when subscribing to our email list will not be passed on to third parties, sold or otherwise intentionally released in any way, as per our Privacy Policy.

4. Terms of Payment

4.1 AWARE online services and products that attract a fee must be paid for in advance of accessing that service or product, as outlined in the item descriptions.

4.2 Should a product previously chosen and paid for not be available, a refund will be provided on request.

4.3 Should an online service (such as an appointment booking) previously requested and paid for not be available, a refund will be provided on request. Should the online service be available but the patient has changed their mind, AWARE reserves the right to withhold refunding the fee.

5. Disclaimers and Limitation of Liability

AWARE Women’s Health reserves the right to change product and service availability, online access, and cost without notice.

6. Restrictions Relating to User Conduct

6.1 The AWARE Women’s Health website is publicly available to provide information to people of all ages. Respectful use of the information provided is anticipated by the Practice. Information should not be copied, plagiarised, taken out of context or used for anything other than the intended purpose of provision of information and health care to women, girls and transgender women.

6.2 Direct access to AWARE doctors and service providers should not be attempted. Access is available by making an appointment online, by phone, or via our online services as outlined in the item descriptions.

7. Dispute Resolutions Process

The Practice takes complaints, concerns and errors seriously. Patients should express concerns about the functioning of the website, products or services in writing. The Practice will investigate and attempt to resolve the concern in timely fashion and in accordance with its complaints resolution process.

8. Confidentiality

Any personal information you provide to AWARE Women’s Health via the website is held by us securely and managed in accordance with our Privacy Policy.

9. Ownership of Intellectual Property

The AWARE Women’s Health website and information contained and presented on the website is the property of AWARE Women’s Health. We will seek legal action in circumstances where this information is copied, plagiarised, taken out of context or used for anything other than the intended purpose.