Port Melbourne Medical Privacy Policy 

Current as of 1 January, 2021 

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 (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, 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. 

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

1. During the course of providing medical services, we may collect further personal information. This information can be collected through electronic transfer of prescriptions (eTP), My Health Record, e.g. via Shared Health Summary, Event Summary. Port Melbourne participates in these eHealth services. 

2. We may also collect your personal information when you visit our website, book online through HotDoc, send us an email or SMS, telephone us, make an online appointment or communicate with us using 

social media. 

3. 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 (e.g. court warrants/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) 
• during the course of providing medical services, through eTP, My Health Record (e.g. via Shared Health Summary, Event Summary). 
• electronic referrals 

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 does use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data. The information is secure, patients cannot be identified and the information is stored within Australia. 

At Port Melbourne Medical, we may participate in continuous quality improvement activities in partnership with our local Primary Health Network (PHN). PHN’s use clinic’s de-identified data to provide feedback to General Practices that help the practices identify key areas for quality improvement activities. At Port Melbourne Medical we strive to have continuous improvement in our processes and clinical quality, and may participate in this process. Please inform reception if you wish to have your de-identified data excluded from this process. This will not affect the quality of your care. 

How do we store and protect your personal information? 

Your personal information may be stored at Port Melbourne Medical in various forms e.g. as paper records, electronic records, visual records (X-rays, CT scans, videos and photos). This includes health information, demographics, images, photos, and other relevant information collected in the ordinary course of managing your healthcare needs. 

Our practice stores all personal information securely. This is securely stored in an electronic format, in protected information systems in a secured environment. All staff and contractors have signed confidentiality agreements. All passwords are stored securely and are changed regularly. In addition the practice has lockable filing cabinets, extensive CCTV and is monitored by ART security afterhours. 

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. 

Port Melbourne Medical acknowledges patients may request access to their medical records. We require you to put this request in writing and send to the following: 

The Manager-Port Melbourne Medical 

405 Bay Street, Port Melbourne, 3207. 

The Practice Manager will respond within 30 days on receipt on the request. Most requests are completed without charge but detailed or large requests may incur an administration fee in accordance with the specified fees in the Health Records Act 2001. 

Port Melbourne Medical 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 above address of email: manager@portmelbournemedical.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. 

Privacy concerns should be addressed as follows: 

The Manager-Port Melbourne Medical
405 Bay Street, Port Melbourne, 3207
Phone 03 8686 0500. 

Or 

manager@portmelbournemedical.com.au 

Port Melbourne Medical will endeavor to respond to any complaint within 30 days if not sooner. 

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 policy will be reviewed annually to ensure it is in accordance with relevant laws and regulations.

Any amendments will be communicated to our patients via our website.