Privacy Policy

Current as of: July 2024

Introduction

This privacy policy is to provide information to you, our patient, 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 who 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 accreditation, and business processes (eg 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, immunisations, social history, family history and risk factors
  • Medicare number (where available) for identification and claiming purposes
  • healthcare identifiers
  • 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.

  1. When you make your first appointment our practice staff will collect your personal and demographic information via your registration.
  2. During the course of providing medical services, we may collect further personal information. This may be through electronic transfer of prescriptions (eTP) and My Health Record.
  3. We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, or communicate with us using social media.
  4. 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
    • 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 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 (eg 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 (eg via Shared Health Summary, Event Summary).

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.

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.

Our practice may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data.

We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified and the information is stored within Australia. You can let our reception staff know if you do not want your information included.

How do we store and protect your personal information?

Your personal information is stored at our practice in your electronic patient record.

Our practice stores all personal information securely and all patient records are password protected. All staff and contractors at the practice are required to sign confidentiality agreements.

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, addressed to the Practice Manager, who will respond within 30 business days. Administrative fees may apply depending on the type of 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 the Practice Manager via kincraigmc@kmc.com.au.

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. Please send any complaints in writing to:

Attention – Practice Manager

Kincraig Medical Clinic

6 Cedar Avenue, Naracoorte SA 5271

P: 08 8762 7700 F: 08 8762 1169 E: kincraigmc@kmc.com.au

 

Please note you will receive a response within 30 business days.

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.

Policy review statement

This privacy policy will be reviewed annually and available via hard copy pamphlet and on our practice website www.kmc.com.au.

The purpose of this link is to provide information on how we at KMC comply with confidentiality and privacy obligations, meeting the requirements of the Australian Privacy Principles.

Our primary purpose for collecting your personal information is to help us provide comprehensive, coordinated and continuing whole person medical care for individuals, families and the community.
KMC recognises that the information we collect is often of a highly sensitive nature and as an organisation we have adopted the highest privacy compliance standards relevant to KMC to ensure personal information is kept secure.
 

Personal information collected will generally include:

  • The patient’s name, address, telephone number and Medicare number, concession number, emergency contacts and next of kin.
  • Ethnicity, allergies and other sensitivities
  • Past and Current medical history
  • Social history
  • Current drugs or treatments used by the patient
  • The name of any health service provider or medical specialist to whom the patient is referred, copies of any letters of referrals and copies of any reports back.
 

Your personal information may be disclosed for the following reasons:

  • Referring to other specialists, allied health workers or other health services including pathology, xray etc.
  • Billing purposes
  • As required under the compulsion of law
  • Where there is a serious or imminent threat to a patient’s life, health or safety.
  • A serious threat to public safety or public health
  • Other than the above reasons we will endeavour to ensure your records are not disclosed to any other persons.
 

Staff responsibility.

Practice Staff will take reasonable action to ensure patients understand:

  • What information has been and is being collected
  • Why the information is being collected
  • How the information will be used or disclosed
  • Why and when consent is necessary
  • The practice procedures for access and correction of information.
The practice will only interpret and apply a patient’s consent for the primary purpose for which it was provided. The practice staff must seek additional consent from the patient if the personal information collected may be used for any other purpose.
 
All our data is stored electronically and we make every effort to ensure the security of your private information. All our data is backed up daily and taken off site. Staff, nurses and GP’s have selected access to patient information and medical history.  We ensure passwords are secure and we have several levels of access to ensure your records are kept confidential.
 

Accessing your information, complaints and obtaining information:

  • If an individual wishes to complain about a Breach of Privacy; or
  • Access his or her own information held by us; or
  • Correct any information held by us concerning his or her own information; or
  • Find out more about how we deal with personal information
They can contact the privacy officer:
 
Practice Manager
Kincraig Medical Clinic
PO Box 597
Naracoorte SA 5271
08 8762 7700
If you wish to discuss this policy further please feel free to speak to your Doctor or staff at the practice.