188 Medical Privacy Policy

Current as of 27/4/2020


188 Medical is committed to protecting the privacy of patient information and to handling your personal information in a responsible manner.

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, including email;

· 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 authorized 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;

3.    Information can also be collected through e.g. electronic transfer of prescriptions (eTP), My Health Record, Health Provider Portal;

4.    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;

5.    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);
  • in emergency situations we may also need to collect information from your relatives of friends. We may be required by law to retain medical records for certain periods of time depending on your age at the time we provided services.
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, information technology providers, Primary Health Network – 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 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),  Health Provider Portal.

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 organizations 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 ensure data accuracy and how do we store and protect your personal information?

We will take reasonable steps to ensure that your personal information is accurate, complete, up to date and relevant. For this purpose, our staff may ask you to confirm that your contact details are correct at the time of booking or when you attend consultation.

Your personal information may be stored at our practice in various forms, e.g. electronic records, paper records, visual records (XR, CT scans).

Personal information that we hold is protected by securing our premises.

Personal information in electronic format in stored in protected information systems, and also by placing passwords and varying access levels on databases to limit access and protect electronic information from unauthorized interference or access.

All our staff and doctors have signed Confidentiality Agreement.

If you believe that the information about you is not accurate, complete or up-to-date, we ask that you contact us in writing.

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 and our practice will respond within 30 days.

There may be a fee for the administrative cost of retrieving and providing you with copies of your medical records.

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 our Admin Team at admin (at) 188medical.com.

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


We will not transfer your personal information to an overseas recipient other than yourself.

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, please send your written concern on “Practice Manager, 188 Medical , 188 Brisbane Road, Arundel, Qld, 4214.”

We will then attempt to resolve it in accordance with our resolution procedure. Please not that turnaround time is up to 30 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 regularly to ensure it is in accordance with any changes that may occur. We will notify you when we amend this policy by posting an update on our website.