Managing Patient Health Information 

Policy

The management of Beaconsfield Family Medical Practice are committed to protecting the privacy of our patients within our practice. Information collected is kept strictly confidential and used only for the medical and health care of patients.

Purpose

To ensure patients who receive care from the practice are comfortable in entrusting their health information to the practice. This policy provides information to patients as to how their personal information is collected and used within the practice and the circumstances in which we may disclose it to third parties.

Scope

This poIi•v applies to all employees and patients of Beaconsfield Family Medical Practice.

Practice Procedure

The Practice will:

• Provide a copy of this policy upon request
• Take such steps as are reasonable in the circumstances to implement practices, procedures, and systems to ensure compliance with the AHPRA Guidelines and deal with inquiries or complaints
• Collect personal information for the primary purpose of managing a patient’s healthcare and for financial claims and payments

Staff Responsibility

The practice staff will take reasonable steps to ensure patients understand

• What information has been and is being collected
• Why the information is being collected and whether this is due to a legal requirement
• How the information will be used or disclosed
• Why and when their consent is necessary
• The Practice’s procedures for access and correction of information, and responding to complaints of information breaches, including by providing this policy

Patient Consent

The practice will only interpret and apply a patient’s consent for the primary purpose for which it was provided. The Practice staff must seek additional consent from the patient if the personal information collected may be used for any other purpose.

S. Collections, Use And Disclosure

Beaconsfield Family Medical Practice recognises that the information we collect is often of a highly sensitive nature and as an organisation we have adopted the privacy compliance standards relevant to our practice to ensure personal information is protected.

For administrative and billing purposes and to ensure quality and continuity of patient care a patient’s health information is shared between the medical practitioners of Beaconsfield Family Medical Practice.

Collected personal information will include patient’s

• Names, addresses and contact details
• Medicare number for identification and claiming purposes
• Healthcare identifiers
• Medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk

A patient’s personal information may be held at the practice In various forms

• As paper records
• As electronic records
• As visuals i.e., x rays, CT scans, videos & photos
• As audio recordings

The practice’s procedures for collecting personal information are set out below:

• Practice staff collect patient’s personal and demographic information via registration when patients present to the clinic for the first Patients are encouraged to pay attention to the collection statement that they complete as a new patient.
• During the course of providing medical services the practice‘s healthcare practitioners will consequently collect further personal
• Personal information may also be collected from the patient’s guardian or responsible person (where practicable and necessary) or from other involved healthcare

The practice holds all personal information securely, whether in electronic format, in protected information systems or in hard copy in a secured environment.

Personal information collected by Beaconsfield Family Medica! Practice may be used or disclosed in the following instances:

• For medical defense purposes;
• As required by law in instances of mandatory reporting of communicable
• Necessary to lessen or prevent a serious threat to a patient‘s life, health or safety or public health or safety, or it is impracticable to obtain patient’s consent
• To assist in locating a missing person
• For the purpose, the patient was advised during consult with the treating
• As required during the normal operation of services i.e., for referral to a medical specialist or other health service provider.
• For the purpose of a confidential dispute resolution process

• Some disclosure may occur to third parties engaged by or for the Practice or business purposes such as accreditation or for the provision of information technology. These third parties are required to comply with this

The practice will not disclose personal information to any third party other than in the course of providing medical services, without full disclosure to the patient or the recipient, the reason for the information transfer and full consent from the patient.

The Practice will not disclose personal information to anyone outside Australia without need and without patient consent.

The Practice will not use any personal information in relation to direct marketing to a patient without that patient’s express consent.

The practice evaluates all unsolicited information it receives to decide if it should be kept, acted upon or destroyed.

Beaconsfield Family Medical Practice will employ all reasonable endeavors to ensure that a patient’s personal information is not disclosed without their prior consent.

Data Quality

Patient information collected and retained in our records for the purpose of providing quality health care will be complete, accurate, and up to date at the time of collection. Doctors are reminded to review past medical history at least every 3 years.

Data Security

All due care will be taken to ensure the protection of patient privacy during the transfer, storage and use of personal health information.

Retention of medical records is for a minimum of 7 years from the date of last entry into the patient record unless the patient is a child in which case the record must be kept until the patient attains the age of 25 years of age.

Access To Patient Information And Correction

The following will apply regarding accessing personal and private medical information by an

individual:

• An individual has the right to request access their own personal information and request a copy or part of the whole record;
• Individuals have the right to obtain their personal information in accordance with the Federal Privacy Act from 20 December 2001 Requests must be made in writing and an acknowledgement letter will be sent to the patient within 14 days confirming the request and detailing whether the request can be complied with and an indication of any costs associated with providing the information. Time spent and photocopying costs when processing a request can be passed on to the requesting patient. Information can be expected to be provided within 30 days.

• Requests for information prior to (date 7 years prior to requesting) will be considered by the practice
• Whilst the individual is not required to give a reason for obtaining the information, a patient may be asked to clarify the scope of the
• In some instances, the request to obtain information may be denied, in these instances the patient will be advised.
• The material over which a doctor has copyright might be subject to conditions that prevent or restrict further copying or publication without the Doctors
• The practice will take reasonable steps to correct personal information where it is satisfied, they are not accurate or up to From time to time the practice will ask patients to verify the personal information held by the practice is correct and up to date.
• Patients may also request the Practice corrects or updates their information and patients should such requests in
• Upon request by the patient, the information held by this clinic will be made available to another health provider.

Parents/Guardians And Children

To protect the rights of a child’s privacy, access to a child’s medical information may at times be restricted for parents and guardians. Release of information may be referred back to the treating Doctor where their professional judgement and the law will be applied.

Complaints

The management of Beaconsfield Family Medical Practice understands the importance of confidentiality and discretion with the way we manage and maintain the personal information of our patients. The Practice takes complaints and concerns about the privacy of patient’s personal information seriously. Patients should express any privacy concerns in writing. The Practice will then attempt to resolve it in accordance with its complaint resolution process.

All employees of Beaconsfield Family Medical Practice are required to observe the obligations of confidentiality in the course of their employment and are required to sign Confidentiality Agreements.

In the instance where you are dissatisfied with the level of service provided within the clinic, we encourage you to discuss any concerns relating to the privacy of your information with the Practice Manager or your Doctor.

If the complaint has not been resolved to your level of satisfaction all complaints should be directed to:

Ombudsman Tasmania NAB House, Level 6

86 Collins Street

Hobart, TAS, 7000

P: 1800 001 170

F: 03 6173 0231

E: ombudsman@ombudsman.tas.gov.au

Supporting Documentation

Australian Privacy Principles Freedom of Information Act 2001 Right to Information Office

What is MyMedicare?

MyMedicare is a new government program that creates a stronger connection between you and your regular GP. When you join, you’re telling your chosen medical practice that they are your main healthcare team. This helps them provide more coordinated and personal care for you.

The government will give your doctor’s office additional funding to support your healthcare needs once you register. This means they can spend more time focusing on your health and planning your care. Think of it like having a home base for your healthcare – while you can still visit other doctors, your registered practice will be your main healthcare partner who knows your medical history and ongoing health needs.

What are the benefits?

• It’s completely free and your choice to join
• You’ll get better ongoing care from your regular doctor
• You can have longer phone/video appointments with your doctor
• If you’re a child under 16, a pensioner, or have a concession card, you’ll get extra bulk billing benefits for longer telehealth visits

You can register if you:

• Have a Medicare Card or DVA Veteran Card
• Have visited your doctor’s office in person:
  • Once in the last 2 years (if you live in a remote area)
  • Twice in the last 2 years (if you live anywhere else)

Special note: If you’re experiencing hardship, homeless, or dealing with domestic violence, you can join regardless of these requirements.

How do I sign up?

You can register from October 1, 2023 in several ways:

1. Through your Medicare Online Account or Medicare app
2. At your doctor’s office
3. By filling out a form at your doctor’s office

Important things to know:

• You can still visit other doctors even after joining
• You can change your preferred doctor or medical practice anytime
• You can quit the program whenever you want
• Your personal information will be kept private and secure

For families:

• Parents must register children under 14
• Young people aged 14-17 can register themselves
• Families can all register at the same practice if one person is eligible

For more information, visit the MyMedicare website: https://www.health.gov.au/our-work/mymedicare/patients

At First Point Healthcare, we are committed to providing a safe, respectful, and supportive environment for our patients, staff, and visitors. To maintain this standard, we have implemented a Zero Tolerance Policy towards any form of unacceptable behaviour.

Unacceptable Behaviour Includes

Violence or Threats of Violence

• Any form of physical aggression or intimidation towards staff, patients, or visitors.
• Threats or actions that create a hostile or unsafe environment.

Abusive or Offensive Language

• Use of foul, discriminatory, or demeaning language.
• Verbal abuse or harassment, including inappropriate comments or jokes.

Sexual Harassment

• Unwelcome sexual advances, requests for sexual favors, and other verbal or physical harassment of a sexual nature.
• Inappropriate or unwelcome physical contact.

Substance Abuse

• Possession, use, or being under the influence of illegal drugs or alcohol on the premises.
• Distribution or sale of illegal substances within the medical center.

Damage to Property

• Intentional damage or theft of property belonging to the medical center, staff, patients, or visitors.
• Vandalism or other forms of property destruction.

Discrimination

• Any form of discrimination based on race, gender, age, religion, disability, sexual orientation, or any other protected characteristic.
• Actions or words that contribute to a discriminatory environment.

Consequences of Unacceptable Behaviour

• Immediate removal from the premises.
• Termination of treatment or services.
• Reporting to appropriate authorities, including law enforcement.
• Legal action, as deemed necessary.

Reporting Unacceptable Behaviour

If you experience or witness any form of unacceptable behaviour, please report it immediately to a member of our staff. All reports will be taken seriously and addressed promptly in accordance with our policies and procedures.

Commitment to Safety and Respect

At First Point Healthcare, we believe that everyone deserves to be treated with dignity and respect. Our Zero Tolerance Policy is in place to ensure that the medical center remains a safe and welcoming environment for all. Thank you for your cooperation and understanding.