FAMILY IN MIND PRIVACY POLICY
As of 13 November 2020
The kinds of information collected or held, how it is collected and for what purposes it is collected, held or used:
Identifying information is collected from patients, their families and referrers. Information of this type may include name, address, date of birth, contact details, Medicare number etc.
This is held on the medical software and in paper files.
Clinical information is obtained during the course of clinical interviews and from relevant sources, such as other clinicians and schools. Information of this type may include symptoms, diagnosis, treatment, prescriptions, referral letters etc
This information is collected primarily to provide patients with medical care. It is also used to communicate with patients and their other healthcare providers, for practice administration such as billing, and to comply with legal obligations.
How long information is held:
Clinical records are held until patients reach the age of 25.
Records are then destroyed by a secure shredding service after seven years of no contact.
Access to and correction of personal information
Patients can seek access to personal information held by Family in Mind. A reasonable fee will be charged, and response will normally be within 30 days. Patients can also seek to correct information they believe is incorrect. Contact practice reception staff.
Disclosure to any other persons or agencies and process to access the information:
A patient’s permission is required prior to the release of their information to most third parties if they are over the age of 16.
Under the age of 16, parental permission is required.
Usually, permission is required in writing.
In urgent circumstances, telephone or email consent is acceptable.
In an emergency, information may be released to other clinicians without requesting the patient’s permission. Emergency Department presentations can thus be supported where appropriate.
Clinicians have a statutory responsibility to release relevant information in accordance with State and Federal legal requirements. This may include Child Protection services or responding to subpoenas from the Court. Where appropriate, patients will be informed of such requests.
Overseas disclosure
We will not disclose your personal information to overseas recipients unless you authorise us to do so.
Security of information
The electronic records are appropriately secured, with use of firewalls, anti-virus software, encryption and passwords. The paper files are held in a secure location in lockable cabinets and alarmed premises. Practice staff sign confidentiality agreements.
Financial information:
Bank details are held only on the medical software if provided for Medicare claiming.
Our agreement with our EFTPOS provider precludes us from storing credit card numbers.
Process to complain about a breach of privacy
Patients who wish to complain about a breach of privacy may lodge a complaint with Family in Mind in writing. A response will normally be provided within 30 days.
If the patient is dissatisfied with the response, they may refer the matter to the OAIC:
https://www.oaic.gov.au/privacy/privacy-complaints/
Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Fax: +61 2 9284 9666
Post: GPO Box 5218
Sydney NSW 2000