(Current as of 27/04/2025)

 

Introduction

 

This privacy policy is to provide information to you, our patient or their family, 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.

 

When you register and consent as a patient of our practice, you provide consent for our doctors and administrative 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.

 

Dr Megan Richardson (Athelas Psychiatry) is committed to providing quality services to you and this policy outlines our ongoing obligations to you about how we manage your Personal Information. We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information. A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/.

 

What is Personal Information and why do we collect it?

 

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect includes your personal details and full medical history so that we may properly assess, diagnose, treat and manage your health care needs.

This Personal Information is obtained in many ways including from doctors,  other health professionals, family members and educational institutions (as a part of your assessment with your clear consent).

We collect your Personal Information for the primary purpose of providing our services to you, providing information to our administrative staff to assist in your care We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure.

 

This means we will use the information you provide in the following ways:

• Adminstrative purposes in running our medical practice, which may include confirmation of your appointment via phonecall, SMS or email

• Billing purposes - including, but not limited to, compliance with Medicare and the Health Insurance Commission requirements

• Disclosure to others involved in your health care, including treating doctors and specialists outside this medical practice. This may occur through referral to other doctors, or for medical tests and in the reports of results returned to us following the referrals.

• Disclosure to other doctors in the practice, locums and trainees attached to the practice for the purpose of patient care and teaching.

• Emergency situations whereby medical officers/hospitals may require access to patient notes for treatment purposes.

• With third parties who work with our practice for business purposes, such as accreditation agencies, debt collection agencies or information technology providers – these third parties are required to comply with APPs and this policy

 

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.

 

Sensitive Information

 

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be used by us only:

• For the primary purpose for which it was obtained

• For a secondary purpose that is directly related to the primary purpose

• With your consent; or where required or authorised by law.

 

Third Parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

 

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

 

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 organisations 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 store and protect your personal information?

 

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure. All information provided on paper is securely stored in a locked file and then shredded after being transferred to the practice management software

The clinic uses Xestro as practice management software. It is transitioning to Gentu. Your information is stored within Queensland, with locally-based servers which are accessed through the internet via a secure platform. Xestro  and Gentu meet Australian Privacy Principles and has strong security features that continuously protect your information.

Telehealth is provided through Coviu which meets APP security standards for privacy.

Information, including update letters and documents that has been sent to your email will be secured.

Please read Xestro’s Privacy Policy.

 

Dr Richardson utilises iScribe for the collection of healthcare information during session, to allow clinicians to focus on you during your session. iScribe is a healthcare platform that is APP compliant, and we maintain a paid account. This system transcribes content, uses AI to provide a summary of the body of information in a form that reflects what was discussed in the appointment, and is then deleted.

While the content of the review is included in the transcription, no other information apart from your first name is provided to the system and you are not registered and will not be contacted directly by the company. The transcript of the appointment and the summary on iScribe is deleted after the notes for your review are moved into your Gentu chart. A direct transcription is not copied into your chart, only notes in the same format as would be documented in an interview in which your clinician would be typing or writing.

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If you wish to not use this during session, this will be respected.

 

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

 

We use have email, fax and telephone to contact patients and providers, however we prefer to use Medical Objects (a secure online communication platform utilised by healthcare professionals) where possible between providers.

 

We use a secure email service however we cannot guarantee the security of third party email platforms or servers as used by patients, families or other professionals.

 

Access to your Personal Information

 

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions including confidentiality, and that if is the case then an explanation will be provided to you. If you wish to access your Personal Information, please contact us in writing.

 

Dr Megan Richardson (Athelas Psychiatry) will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information. In order to protect your Personal Information we will require identification from you and clear written consent before releasing the requested information.

 

Maintaining the Quality of your Personal Information

 

It is an important to us that your Personal Information is up to date. We  will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

 

Policy review statement

 

This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. This will be updated annually on the website. Any important updates will be provided directly via email when your upcoming appointment is confirmed. 

 

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 it in accordance with our resolution procedure.

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

 

 

Please contact us with any questions:

 

Email: hello@athelaspsychiatry.com

 

Phone: 0480 590 789