Introduction
This privacy policy provides 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 dental practitioners and practice staff to access and use your personal information so they can provide you with the best possible dental care. 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 generally seek additional consent from you to do this, unless obtaining your consent is not practical or reasonable, and an exception under the Privacy Act 1988 (Cth) applies.
Why do we collect, use, hold and share your personal information?
Our practice will need to collect your personal information to provide dental services to you. Our main purpose for collecting, using, holding and sharing your personal information is to manage your dental 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:
· name/s, date of birth, address/es, contact details (e.g. telephone, email), family/emergency contact information
· details of your oral health condition and the treatment/s and service/s you have received
· details of your general health (e.g. medications, allergies, medical conditions) and medical history that may impact the dental treatment you receive
· private health insurance information
· information on workers’ compensation, motor vehicle and other accident claims, where relevant
· healthcare identifiers, where relevant.
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 However, in some cases if you do not provide the Practice with your personal information when requested, the Practice may not be able to respond to your request or provide you with the goods or services that you are requesting
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 information via your registration form.
2. During the course of providing dental services, we may collect further personal 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 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 information technology providers – these third parties are required to comply with APPs
· 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)
Only people who need to access your information will be able to do so. Other than in the course of providing dental 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.
· Your electronic records with your personal information, visual records including X-rays, CT scans, and photos are stored securely by:
· Prohibiting unauthorized personnel entering the premises current with a key register,
· All staff employed in this practice are required to undergo training to understand their responsibilities in maintaining your privacy and to sign a confidentiality agreement in order to protect your personal information.
Installing an alarm system to protect records
Ensuring electronic records and backup systems are protected
Using Individual login details for electronic systems
How can you access and correct your personal information at our practice?
Under the privacy law you have rights of access to dental information held about you by this practice. We welcome you to inspect or request copies of your treatment records at any time, or seek an explanation from the dentist. The following procedure has been developed to ensure that all requests for access are dealt with as efficiently as possible:
All requests for access (other than straightforward requests for copies of test or treatment results made to your dentist during your consultation) should be made in writing using a Request for Release of Dental Records Form. Requests for access will be acknowledged by the practice within 72 hours of the receipt of the request and granted within 30 days.
Where it is not possible for access to be granted within 30 days, you will be notified/advised when and if access will be granted. Where access is refused, you will be advised in writing of the reasons for refusal. This will include any information about other means by which access may be facilitated.
You will not be permitted to remove any of the contents of your dental file from the practice, nor will you be permitted to alter or erase information contained in the dental record. However, if any of the information we have about you is inaccurate, you are encouraged to ask us to alter your records accordingly, in writing to:
Altona Gate Privacy Officer. The Privacy Officer can be contacted in the following ways:
· Telephone number: 03 9318 0771
· Email address: info@agdental.com.au
· Postal address: 109 Millers Road Altona North VIC 3025
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 your issue/s in accordance with our resolution procedure. Our Practice Manager is contactable by telephone: 03 9318 0771, Email address: info@agdental.com.au and postal address: 109 Millers Road Altona North VIC 3025
You may also contact the Office of the Australian Information Commissioner (OAIC). The OAIC may decide not to investigate your complaint if you have not raised it with the practice first. If you have lodged a complaint with us, and we have not responded within 5 working days or you are dissatisfied with our response, you may then take your complaint to the OAIC. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992.