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This privacy policy is to provide information to patients of Dennis Road Medical on how your personal information (which includes your health information) is collected and used within our practice, and the circumstances in which we may share it with third parties.


Why and when your consent is necessary

When you register as a patient of our practice, you provide consent for our GPs and practice staff to access and use your personal information so they can provide you with the best possible healthcare. Only staff required 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, accreditation, and business processes (e.g. staff training).


What personal information do we collect?

  • Name, date of birth, address and any other contact details

  • Medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors

  • Medicare number, Concession card numbers (for identification and claiming purposes)

  • Healthcare identifiers


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?

  • When you make your first appointment our practice staff will collect your personal and demographic information via your registration.

  • During the course of providing medical services, we may collect further personal information. Information can also be collected through electronic transfer of prescriptions (eTP), My Health Record, e.g. via Shared Health Summary, Event Summary.

  • We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment or communicate with us using social media.

  • 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 specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services

    • Medicare, or the Department of Veterans’ Affairs (as necessary).


When, why and with whom do we 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 APPs and this policy
    with other healthcare providers

  • 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 (e.g. some diseases require mandatory notification)


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.


You may opt out of receiving SMS’ or emails sent via our practice.  


How do we store and protect your personal information?

Patient health records are retained in electronic format so are not destroyed. Our Practice policy is to deactivate your patient health record if there has been no attendance by you at our practice for a period of three (3) years. This record can easily be re-activated in the event that you return to our practice after this period of time.


Photo Images and Videos

Photo Image(s) or video footage may be recorded as part of and during a skin check and/or procedure and that these image(s) or video(s) will assist the doctor to provide appropriate treatment. These photo image(s) will remain private and confidential.


How can you access or transfer your medical record at our practice?

You have the right to request access to 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 30 days. A fee applies to cover the cost of organising and facilitating transfer or collection of medical records.


How can you correct personal information at our practice?

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.


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. We will then attempt to resolve it in accordance with our resolution procedure.


Our practice can be contacted by phone or post.  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 call the OAIC on 1300 363 992.


Policy review statement

This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. 

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