Privacy Policy
Purpose
Rouse Hill Family Medical Practice (RHFMP) is committed to protecting the privacy and confidentiality of our patients’ personal and health information. This Privacy Policy outlines how we collect, use, disclose, store and manage personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant health records legislation.
What Information We Collect
We may collect personal information including:
- Name, date of birth, address and contact details
- Medicare, DVA, concession and health fund details
- Medical history and clinical information
- Family and social history relevant to healthcare
- Test results, specialist reports and referral information
- Billing and payment information
- Emergency contact and next of kin details
- MyMedicare registration information
- Information required for government health programs and reporting obligations
How We Collect Information
Information is generally collected directly from patients through:
- Registration forms
- Consultations
- Telephone calls
- Emails and electronic communications
- Online booking systems
- Patient health questionnaires
- MyMedicare registration forms
- Correspondence from other healthcare providers
We may also receive information from:
- Hospitals
- Specialists
- Allied health providers
- Pathology and imaging providers
- Government agencies
- Family members or carers where authorised
Why We Collect Information
We collect information to:
- Provide healthcare services
- Maintain accurate medical records
- Communicate with patients regarding their care
- Process Medicare and health fund claims
- Comply with legal and regulatory obligations
- Facilitate referrals and continuity of care
- Register and manage participation in government health programs including MyMedicare
Use and Disclosure of Information
We may use or disclose personal information for:
- Diagnosis and treatment
- Referrals to specialists and allied health providers
- Communication with hospitals and other treating practitioners
- Medicare, DVA and health fund claiming
- Accreditation and quality improvement activities
- Legal requirements and mandatory reporting obligations
We will not disclose information to third parties without consent unless authorised or required by law.
Electronic Communications
Patients may receive communications from the practice via:
- SMS messages
- Telephone
- Secure electronic messaging
- Email (where consent has been provided)
These communications may include:
- Appointment reminders
- Recall and reminder notices
- Clinical follow-up requests
- Health promotion information
- Administrative updates
While reasonable steps are taken to protect electronic communications, patients acknowledge that electronic transmission may carry some inherent privacy and security risks.
Artificial Intelligence and Clinical Technology
RHFMP may utilise approved clinical technologies, including artificial intelligence (AI) and speech-to-text transcription software, to assist healthcare providers with clinical documentation and record keeping.
These tools are used solely to support healthcare delivery and do not replace clinical judgement.
Any AI-assisted technology used by the practice is subject to privacy, confidentiality and security requirements consistent with Australian privacy legislation.
Patients may request further information regarding the use of these technologies during their consultation.
Automated Decision Support
The practice may use clinical software systems that assist clinicians by providing alerts, reminders, preventive care prompts and decision-support recommendations.
These systems do not make decisions independently. All clinical decisions remain the responsibility of the treating healthcare professional.
Data Storage and Security
RHFMP takes reasonable steps to protect personal information from:
- Loss
- Unauthorised access
- Misuse
- Interference
- Modification
- Disclosure
Security measures include:
- Password-protected systems
- Access controls
- Staff confidentiality agreements
- Secure data backups
- Antivirus and cybersecurity protections
- Physical security measures
Information may be stored electronically using secure cloud-based systems operated by approved service providers.
Condition of Entry
PRIVACY & AI SMART GLASSES
We take the privacy of our patients, staff and healthcare professionals seriously. To protect the privacy and confidentiality of everyone within our medical practice:
AI-enabled smart glasses, recording glasses and other wearable recording devices must not be used to photograph, video record, audio record, livestream or capture conversations while on these premises without prior permission.
If you are wearing smart glasses or another recording-capable device, you may be asked to remove, switch off or securely store the device before entering consultation or treatment areas.
Recording may only occur with the express consent of the people involved and approval of the Practice.
Thank you for helping us maintain a safe, private and confidential healthcare environment.
Management
Overseas Disclosure
Some service providers used by the practice may store or process information on servers located outside Australia.
Where this occurs, RHFMP takes reasonable steps to ensure that service providers comply with privacy obligations comparable to Australian privacy laws.
Data Breaches
RHFMP maintains procedures to identify, assess and respond to privacy breaches.
Where an eligible data breach occurs under the Notifiable Data Breaches Scheme, affected individuals and the Office of the Australian Information Commissioner (OAIC) will be notified as required by law.
Access to Health Information
Patients may request access to their medical records by submitting a written request.
The practice will respond within a reasonable period and may charge a reasonable administrative fee where permitted by law.
Access may be limited in circumstances permitted under privacy legislation.
Correction of Information
Patients are encouraged to advise the practice if their personal information changes.
Reasonable steps will be taken to correct inaccurate, incomplete or outdated information.
Complaints
If you have concerns regarding your privacy or how your information has been handled, please contact:
Practice Manager
Rouse Hill Family Medical Practice
Rouse Hill Family Medical Practice
We will investigate and attempt to resolve complaints promptly.
If you are dissatisfied with the outcome, you may contact:
Office of the Australian Information Commissioner (OAIC)
Phone: 1300 363 992
Website: www.oaic.gov.au
Policy Review
This Privacy Policy is reviewed regularly and may be updated to reflect legislative changes, technological developments and practice operations.
For accreditation purposes, I would also add a short Patient Consent and Privacy Collection Statement to your new patient registration forms and MyMedicare registration forms so that the privacy policy and consent processes align with current RACGP expectations.