Introduction

At Doctors@Tocumwal, we are committed to protecting the privacy and confidentiality of our patients. This policy explains how we collect, use, store, and share your personal information, including your health information, and the circumstances in which we may disclose it to third parties.

Your Consent & Privacy Rights

When you register as a patient at our practice, you provide implied consent for our doctors and practice staff to access and use your personal information to deliver quality healthcare. Only those who need to see your information will have access to it.

If we need to use your information for any purpose beyond your care, we will seek additional consent from you.

Why We Collect, Use & Share Your Information

Your personal information is collected for the primary purpose of providing medical care and managing your health. We may also use it for directly related business functions such as:

• Processing Medicare claims and payments
• Practice administration, audits, and accreditation
• Staff training to improve patient care

What Information Do We Collect?

The information we collect includes, but is not limited to:

• Personal details (Name, date of birth, address, contact details)
• Medical history (Past and current medical conditions, allergies, medications, immunisations, risk factors)
• Family and social history (Where relevant to your health)
• Medicare & health fund details (For identification and claims processing)
• Health records and treatment notes (Including scans, pathology results, and diagnostic reports)

You have the right to deal with us anonymously or under a pseudonym, unless it is impractical for us to do so or legal requirements dictate otherwise.

How We Collect Your Information

We may collect your personal information in several ways, including:

Directly from you – via new patient registration, consultations, online forms, phone calls, or in-person interactions.

During the course of providing healthcare – such as when your doctor orders tests or referrals.

Through eHealth services – like My Health Record (if you are registered).

From other sources, where necessary – including:

• Your guardian, carer, or next of kin (if applicable)
• Other healthcare providers (e.g., specialists, allied health professionals, hospitals)
• Government agencies (Medicare, Department of Veterans’ Affairs)

When & Why We Share Your Information

We respect your confidentiality. However, we may share your personal information in the following situations:

• With other healthcare providers involved in your care
• When required by law (e.g., court orders, disease notifications)
• If necessary to prevent serious threats to your life, health, or safety
• To assist in locating a missing person
• For confidential dispute resolution
• With business service providers (e.g., accreditation agencies, IT providers), who must comply with strict confidentiality agreements

We will NOT share your information for marketing purposes or send it outside Australia unless permitted by law.

Use of De-Identified Data

To help improve healthcare services, our practice may contribute de-identified patient data (where no individual can be identified) to health research, population health programs, or healthcare workforce planning.

If you do not wish your data to be included in these projects, you may opt out by informing our reception team. Opting out will NOT affect your care.

How We Store & Protect Your Information

Your information is stored securely in various forms, including:

• Electronic medical records – protected by password access, encryption, and regular security audits
• Paper records – stored in locked cabinets with restricted staff access
• Scans, photos & imaging results – securely stored in digital or physical formats with strict access controls

We have strict privacy policies, staff training, and security measures to protect your information from unauthorised access or misuse.

Keeping Your Information Up to Date

To ensure the best possible care, we ask patients to update their contact details and medical information when changes occur. You can do this by:

• Calling reception
• Updating details in person
• Filling out an Update Details form at the clinic

Accessing Your Medical Records

Under Australian privacy laws, you have the right to access your medical records. If you wish to request access:

• The request must be in writing to the Practice Manager.
• You must provide photo ID for verification (to protect your privacy).
• Requests should specify whether you seek your full record or specific details.

A small fee may apply for medical records requests. Please contact reception for details.

Making a Privacy Complaints

If you have concerns about how we handle your personal information, please contact our Practice Manager in writing. We take privacy seriously and will investigate all complaints promptly.

• Practice Manager, Doctors@Tocumwal

If you feel your complaint has not been adequately addressed, you may escalate it to:

• Office of the Australian Information Commissioner (OAIC) – 1300 363 992 or www.oaic.gov.au
• Health Care Complaints Commission (HCCC) NSW – 1800 043 159

Changes to This Policy

We regularly review and update our Privacy Policy to reflect changes in legislation and best practices. The most recent version will always be available at our practice and on our website.