SOUTH TERRACE MEDICAL PRACTICE PRIVACY POLICY

The objective of this document is to provide you, our patient, with clear information on how your personal information is collected & used within the practice. Occasionally we also need to share your personal information to involve others in your healthcare & this policy outlines when, how, and why we share your information

Whom can I contact about this policy? 
For enquiries concerning this policy, you can contact our Practice Manager Devaki Parasuramar on 08 85662104. 

When and why is your consent necessary? 
When you register as a patient of this practice, you provide consent for the GPs and practice staff to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to practice team members who require it for your care. If we ever use your personal information for purposes other than outlined in this document, we will obtain additional consent from you. 

It is important to us that as our patient, you understand why we collect and use your personal information. 

By acknowledging this Privacy Policy, you consent to us collecting, holding, using, retaining and disclosing your personal information in the manners described below. 

Why do we collect, use, store, and share your personal information? 
The practice collects, uses, stores, and shares your personal information primarily to manage your health safely and effectively. This includes providing healthcare services, managing medical records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as practice audits, accreditation purposes, and staff training to maintain high-quality service standards. 

What personal information is collected? 
The information we will collect about you includes your: 

• names, date of birth, addresses, contact details 
• medical information including medical history, medicines, allergies, and adverse reactions immunisations, social history, family history and risk factors 
• Medicare number (where available) for identification and claiming purposes 
• healthcare identifier numbers 
• health fund details. 

Can you deal with us anonymously? 
You can 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 is personal information collected? 
The practice may collect your personal information in several different ways: 

When you make your first appointment, the practice team will collect your personal and demographic information via your New Patient Registration Form. We may also collect your personal information when you send us an email or SMS, telephone us, or communicate with us using social media. 

Personal information may also be collected from other sources, including: 

• 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 (if relevant). 
• While providing medical services, further personal information may be collected via: 
• Electronic prescribing
• My health Record
• Photos that you may send to us (photos of skin rashes, wounds etc).  

When, why and with whom do we share your personal information?  
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 (e.g. via Shared Health Summary, Event Summary). 

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. 

We do not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent

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. 

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. If we provide this information to other organisations patients cannot be identified from the information we share, 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. Our practice does not participate in research.

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. 

Document automation technologies are used through secure medical software: Medical Director(Clinical Software) and Pracsoft (Billing Software). 

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

Our Practice does not use Artificial Intelligence (AI) scribes.

How is your personal information stored and protected? 
The practice stores all personal information securely. 

We store your personal information at our practice in various forms:  paper/electronic/visual records(photos). Information is stored with utmost regard to security. Electronic records are stored in Protected Information Systems, Hard copies are stored in a Secured Environment. We use Passwords & the Premises are securely monitored. Employees are required to observe confidentiality and sign Confidentiality Agreements

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.

Access: We acknowledge, patients may request access to their medical records. We require you to put this request in writing (You can obtain a Request for Access to Medical Records Form at Reception) and our practice will respond within 10 days. We may charge you a fee for photocopying and staff time. This will depend on the time taken and the volume of information.

Correction: 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 request that we correct/update your information. Please make such requests in writing to our Practice Manager in writing or email – contact@stmpkapunda.com.au.

To ensure accuracy of the correction/change -we ask that you complete our: Patient Information Update Form, which is available at Reception. 

The practice will take reasonable steps to correct your personal information, if it is not accurate or up to date. 

How can you lodge a privacy-related complaint, and how it will be handled at our practice?
We take complaints and concerns regarding privacy seriously & encourage you to discuss any concerns relating to the privacy of your information with the Practice Manager or your Doctor. 

Please express any privacy concerns you may have in writing. We will discuss it with our team in accordance with our Complaints Resolution Procedure & attempt to resolve it within 20 days of receiving your complaint.

You may also lodge your complaints in writing to:  Practice Manager, South Terrace Medical Practice, PO Box 222, Kapunda, SA 5373   OR Email : contact@stmpkapunda.com.au

If the complaint has not been resolved to your satisfaction, you may also contact:

• The OAIC(Office of the Australian Information Commissioner).  www.oaic.gov.au or call the OAIC on 1300 363 992.
• South Australia : The Health and Community Services Complaints Commissioner( HCSCC). https://www.hcscc.sa.gov.au   or   call: 8226 8666

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.