Warburton Medical Group's Privacy Policy
Version 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 (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) or other government identifiers for identification and claiming
purposes
• healthcare identifiers
• health fund details where necessary.
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,
including but not limited to information regarding electronic transfer of prescriptions (eTP) and
electronic My Health Record information.
3. 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.
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 eTP, My Health Record (eg via Shared
Health Summary, Event Summary), or electronic transcription services.
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.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms including: paper records,
electronic records, visual records (X-rays, CT scans, videos and photos), audio recordings.
Our practice stores all personal information securely. Paperwork is stored in secure cabinets and our
building uses security monitoring and alarms.
Our practice has systems in place to protect the privacy, security, quality and integrity of the data held
electronically. All members of our practice team are trained in computer use and in our security policies
and procedures. The management of all practice computers and servers comply with the RACGP’s
Computer and information security standards (CISS) (2nd edition) including:
• Documented policies and procedures for managing computer and information security including
passwords, access controls and confidentiality agreements
• Processes to ensure the safe and proper use of internet and email in accordance with practice policies
and procedures for managing information security
• Reliable information backup systems to support timely access to business and clinical information
• Reliable protection against malware and viruses
• Reliable computer network perimeter controls
• Managing and maintaining the physical facilities and computer hardware, software and operating
system with a view to protecting information security, and
• Reliable systems for the secure electronic sharing of confidential information.
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 (using our “Request for access to medical records” form as this outlines the scope/
type of access) and our practice will respond within a reasonable time (generally 7-14 days).
Please note that charges may apply, if this services is outside your regular consultation with your doctor.
Please contact the clinic on 03 5966 5988, if you require any access to your records.
Accurate Summary
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, awe recommend you make such
requests in writing via post or email.
We may deny access to your medical records in certain circumstances permitted by law, for example, if
disclosure may cause a serious threat to your health or safety. We will always tell you why access is
denied and the options you have to respond to our decision.
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 to:
Warburton Medical Group
Practice Manager Privacy
3476 Warburton Hwy,
Warburton Vic 3799
We will then attempt to resolve it in accordance with our resolution procedure. If you are unhappy with our
resolution, please feel free to contact any of the below organisations.
Office of Australian Information Commissioner (OAIC) on 1300 363 992 or visit their website at;
http://www.oaic.gov.au
Health Complaints Commissioner (HCC) of Victoria on 1300 582 113 or visit their website at;
https://hcc.vic.gov.au
The HCC handles complaints about:
• access to services
• quality and safety
• care and attention
• respect
• dignity and consideration
• communication about treatment
• options and costs
• he level of involvement in healthcare decisions
• access, privacy and confidentiality of personal health information
• complaint handling by the health service provider
Privacy and our website
Please note that use of our website and the online booking service, may create cookies.
Policy review statement
Our privacy policy will be reviewed whenever there are changes to relevant legislation and in line with our
three yearly accreditation process. Revised policies will be made available on our website.