Gastro Diagnostics Privacy & Collection of Information Policy

Privacy

At Gastro Diagnostics, we recognise that your personal information is private and confidential. We are committed to protecting your privacy and handling your information responsibly in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and the Health Records Act 2001 (Vic).

We only collect information that is necessary to provide healthcare services, manage your appointments and accounts, communicate with you about your care, and meet our legal and professional obligations.

This Policy explains:

·         what information we collect

·         why we collect it

·         how we use and protect it

·         when it may be shared

·         how you can access or correct your information

·         how to make a privacy complaint.

Scope

This Policy applies to all Gastro Diagnostics employees, contractors (including approved offshore administrative personnel), and medical practitioners who collect, access or manage personal information on behalf of Gastro Diagnostics.

What Information We Collect

We collect personal information that is reasonably necessary to provide healthcare services and administer our practice.

This may include:

·         Name, address, date of birth and contact details

·         Medicare, DVA and other health fund information

·         Billing and account information

·         Medical history, symptoms, diagnoses and treatment records

·         Referral letters and specialist reports

·         Pathology and imaging results

·         Prescriptions and medication history

·         Healthcare identifiers

·         Account holder details (where applicable)

·         Sensitive information (such as race, religion or sexual orientation) where relevant to your healthcare.

Please let us know if your personal details or health information change so that we can keep your records accurate and up to date.

How Information is Collected and Managed

Where possible, we collect information directly from you.

Information may be collected:

·         during consultations

·         by telephone

·         by email

·         through our website

·         via online forms

·         from a parent, guardian or authorised representative

·         from your referring doctor or other treating healthcare providers

·         from hospitals, pathology or diagnostic providers

·         from Medicare, health insurers or other organisations authorised by law.

How Information is Used and Disclosed

Your personal information is used to:

·         provide safe, high-quality healthcare

·         arrange appointments and procedures

·         communicate with you about your care

·         coordinate your treatment with other healthcare providers

·         arrange investigations and referrals

·         manage billing and administrative services

·         comply with legal and regulatory requirements.

Where appropriate, and with your consent or as otherwise permitted by law, your information may be shared with healthcare providers involved in your care.

Protecting Patient information

Protecting your information is extremely important to us.

Access to patient information is restricted to authorised personnel whose role requires access.

We protect your information through measures including:

·         secure practice premises

·         password-protected systems

·         role-based user access

·         encrypted communications where available

·         secure backups and cybersecurity protections

·         document retention and secure destruction procedures

·         staff privacy and confidentiality training.

Medical records are retained in accordance with Victorian legislative requirements:

·         Adults – at least 7 years from the last entry

·         Children – until the patient reaches 25 years of age.

Staff working remotely are required to comply with the same privacy, confidentiality and cybersecurity requirements as staff working within our practice.

Offshore Administrative Support

Gastro Diagnostics utilises authorised administrative personnel located outside Australia to assist with administrative functions such as appointment management, referral processing, correspondence and document administration.

All offshore personnel operate under confidentiality agreements and are subject to the same privacy, confidentiality and cybersecurity requirements as Australian-based staff. Access to patient information is restricted to the minimum necessary to perform authorised duties and is protected through role-based access controls and secure systems.

Overseas Disclosure

In limited circumstances, your personal information may need to be disclosed overseas, such as where you are receiving healthcare from an overseas provider.

Where required, we will obtain your consent before doing so and will take reasonable steps to ensure overseas recipients handle your information in accordance with the Australian Privacy Principles.

Remote Access

Approved staff may securely access practice systems while working remotely using authorised devices and secure connections. Remote workers are required to comply with the same privacy, confidentiality and cybersecurity requirements as staff working within practice premises.

Access and Correction

You have the right to access and correct your personal information, subject to legal exceptions (e.g. if release would pose a serious risk to health or safety).

·         Requests must be made in writing.

·         We will respond within a reasonable timeframe and explain if access is refused.

Questions and Complaints

If you have concerns about how your information has been handled:

·         Contact the Practice Manager (details below). We aim to respond within 30 days.

·         If you remain unsatisfied, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or phone 1300 363 992.

Review of Policy

This Policy will be reviewed periodically to reflect legislative updates, changes in technology, and practice operations.

Contact

Practice Manager - Gastro Diagnostics

Suite 3.01, 645-647 Burwood Hwy, VERMONT SOUTH 3133

Ph. 03 7023 0230

Fax: 03 9102 9774

Email: practicemanager@gastrosc.com.au