Current as of 14th December 2021
Why and when your consent is necessary
When you register as a patient of our practice, you provide consent for our surgeons and practice staff to access and use your personal information so they can provide you with the best possible healthcare. Only staff that 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. We also use it for directly related business activities, such as financial claims and payments, practice audits and business processes (e.g. staff training).
What personal information do we collect?
The information we will collect about you includes your:
names, date of birth, addresses, contact details
medical information including medical history, medications, allergies, adverse events,social history, family history and risk factors
Medicare number (where available) for identification and claiming purposes
health fund 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.
How do we collect your personal information?
Our practice may collect your personal information in several different ways.
When you make your first contact with our practice staff will collect your personal and demographic
information. This maybe via the telephone or in person at your appointment.
During the course of providing medical services, we may collect further personal information.
We may also collect your personal information when you visit our website, send us an email or SMS.
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
other involved healthcare providers, such as your general practitioner, 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
We sometimes share your personal information:
with other healthcare providers
with third parties who work with our practice for business purposes, such as information technology providers. These third parties are required to comply with APPs and this policy
when it is required or authorised by law (e.g. 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 (eg some diseases require mandatory notification)
during the course of providing medical services, through My Health Record
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 is permitted by law) without your consent.
Our practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying our practice in writing.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms such as paper records, electronic
records, visual records (X-rays, CT scans, videos and photos), and audio recordings.
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 send via mail or email to firstname.lastname@example.org and our practice will respond within 30 days of receiving the request.
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, and you should make such requests in writing to Practice Manager South west Surgical Services or email to email@example.com.
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 seriously. You should express any privacy concerns you may have in writing to Practice Manager South West Surgical Services 140 Spencer St Bunbury W.A 6230 or email to firstname.lastname@example.org.
We will then contact you within 30 days to discuss and attempt to resolve any issues.
You may also contact the 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 or
The Health and Disability Services Complaints Office (HaDSCO). It is an independent Statutory Authority
providing an impartial resolution service for complaints relating to health, disability and mental health services provided in Western Australia and the Indian Ocean Territories. For further information visit www.hadsco.wa.gov.au or call 1800 813 583.
Policy Review Statement