We sometimes share your personal information:
• with third parties for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy
• with other healthcare providers (e.g. In referral letters)
• 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 it is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
• when it is provision of medical services, through electronic prescribing, My Health Record, etc
Only people who need to access your personal information will be able to do so. Other than providing medical services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent.
8. Will your information be used for marketing purposes?
The practice will not use your personal information for marketing any 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 the practice in writing.
9. How is your information used to improve services?
The practice may use your personal information to improve the quality of the services offered to patients through research, analysis of patient data for quality improvement and for training activities with the practice team.
We may provide de-identified data to other organisations to improve population health outcomes. Patients cannot be identified from the information we may share, and the information is secure and is stored within Australia. You can let reception staff know if you do not want your de-identified information included.
At times, general practices are approached by research teams to recruit eligible patients into specific studies which require access to identifiable information. You may be approached by a member of our practice team to participate in research. Researchers will not approach you directly without your express consent having been provided to the practice. If you provide consent, you will then receive specific information on the research project and how your personal health information will be used, at which point you can decide whether or not to participate in the research project.
10. How are document automation technologies used?
Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.
The practice uses document automation technologies to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant medical information. These document automation technologies are used through the secure medical software, Best Practice.
All users of the medical software have their own unique user credentials and password and can only access information that is relevant to their role in the practice team.
The practice complies with the Australian privacy legislation and APPs to protect your information.
All data, both electronic and paper are stored and managed in accordance with the Royal Australian College of General Practitioners Privacy and managing health information guidance.
11. How are Artificial Intelligence (AI) Scribes used?
The practice may use an AI scribe tool to support GPs to take notes during their consultations with you. The AI scribe uses an audio recording of your consultation to generate a clinical note for your health record.
Any AI Scribe we may use:
• Stores and processes data securely and within Australia, with strong encryption.
• destroys the audio file once the transcription is complete.
• Comply with Australian privacy laws
The practice will only use data from our digital scribe service to provide healthcare to you.
12. How is your personal information stored and protected?
Your personal information may be stored in various forms. Information is primarily stored in your electronic record, plus older paper records.
The practice stores all personal information securely, with electronic records protected by reliable computer network perimeter controls, and paper records kept in a secure records room. All staff and contractors sign confidentiality agreements and have individual password-protected logons that is relevant to their role in the practice team.
13. How can you access and correct your personal information at the practice?
You have the right to request access to, and correction of, your personal information.
The practice acknowledges patients may request access to their medical records, by providing a written request, preferably using our “Request for Personal Health Information” form.
The practice will respond to any requests to access or correct your personal information within one week. If there is a cost to the practice involved in complying with your request, you may be charged a fee. You will be notified prior to this cost being incurred.
The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify that your personal information held by the practice is correct and current.
To request a correction to your record, please contact us in person, or via 03 5728 1566 or admin@beechworthsurgery.com.au or our website form (found at https://beechworthsurgery.com.au/contact)
14.How can you lodge a privacy-related complaint, and how will the complaint be handled at the practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure.
The practice will respond to any complaints within one week.
To make a complaint, please contact us in person, or via 03 5728 1566 or admin@beechworthsurgery.com.au or our website form (found at https://beechworthsurgery.com.au/contact)
If you do not feel we have resolved your issue You may also contact the Office of the Australian Information Commissioner, who will require you to give them time to respond before they investigate. For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.
15.Policy review statement
Our privacy policy is regularly reviewed to ensure compliance with current obligations.
If any changes are made:
• They will be reflected on the website.
• Significant changes may be communicated directly to patients via email or other means.
Please check the policy periodically for updates. If you have any questions, feel free to contact us.
