Our Commitment to Your Privacy
We respect your right to privacy and are dedicated to safeguarding your personal and health information. We manage personal information responsibly and in accordance with applicable privacy laws, including the Privacy Act 1988 (Cth), the Privacy Amendment (Enhancing Privacy Protection) Act 2012, the Australian Privacy Principles, and relevant State and Territory privacy legislation (collectively referred to as privacy legislation).
This Privacy Policy outlines how we collect, store, use and disclose personal information, how you can access and request corrections to your information, and how you can make a privacy-related complaint.
Information We Collect
To provide safe and effective medical care and to operate our practice, we collect personal and health information that is relevant and necessary. This may include, but is not limited to:
- Name, address, date of birth, and gender
- Contact details
- Medical and health information, including family medical history
- Payment information such as credit card or direct debit details
This information may be recorded electronically in our medical records system and/or in paper-based files.
Where possible, we collect information directly from you. However, we may also obtain information from other sources when necessary, such as:
- Specialists and other healthcare providers
- Pathology and radiology services
- Hospitals
- The My Health Record system
Information may be collected in person, over the phone, in writing, online, or through videoconferencing platforms when providing telehealth services. Both clinical and administrative staff may be involved in this process.
In emergency situations, we may collect relevant information from family members, carers, or friends. We are also legally required to retain medical records for specific periods, depending on your age at the time services are provided.
How We Use and Share Your Information
Your personal information is treated as confidential. We primarily use and disclose your information to support your medical care and treatment, or for purposes that you would reasonably expect in the context of receiving healthcare. Examples include referrals to specialists or sharing test results for continuity of care.
We may also be required or authorised by law to disclose your information to certain third parties, including:
- Medicare, DVA and other government agencies
- Hospitals and healthcare facilities
- Insurers, solicitors, tribunals, courts, or regulatory bodies
- Law enforcement agencies
- Debt collection services
- Electronic prescription services and the My Health Record system
From time to time, de-identified statistical information may be provided for research or reporting purposes.
Where we engage external service providers (such as IT providers, legal advisers, or debt collection agents), we ensure they are subject to strict confidentiality and security obligations. These providers may only use your information for the specific services they perform for us.
Accuracy and Security of Information
We take reasonable steps to ensure that the personal information we hold is accurate, complete, current, and relevant. To help us do this, we may ask you to confirm or update your contact details during consultations. Please notify us if any of your information changes or is incorrect.
We protect personal information through a range of security measures, including: Secured premises, Password-protected systems with restricted access levels, Safeguards to prevent unauthorised access, misuse, or disclosure of electronic data, Locked cabinets and secure rooms for physical records.
When telehealth consultations are conducted from private premises, reasonable steps are taken to ensure privacy and confidentiality are maintained.
Access to Your Information
You have the right to request access to your medical records. Requests should be made in writing, and we will respond within a reasonable timeframe.
An administrative fee may apply for the retrieval and copying of records. In some circumstances permitted by law, access may be refused (for example, if providing access could pose a serious risk to your health or safety). If access is denied, we will explain the reason and outline your available options.
Requesting Corrections
If you believe that any personal information we hold about you is inaccurate, incomplete, or out of date, please notify us in writing using the contact details below. We will take reasonable steps to correct the information where appropriate.
Privacy Complaints
If you have concerns about how your personal information has been handled, including concerns related to the My Health Record system, you may submit a complaint to us in writing. We will review and respond to your complaint in line with our complaints management procedures.
If you are not satisfied with our response or the outcome, you may lodge a complaint with the Australian Information Commissioner or the relevant State or Territory Privacy Commissioner.
Overseas Disclosure
We do not transfer personal information to overseas recipients unless we have your consent or are required to do so by law.
We may update this policy from time to time to reflect changes to our practices, systems, or legal requirements. The most current version will be available at our practice and on our website.
Contact Us
All privacy-related enquiries, complaints, and requests for access to or correction of medical records should be directed to:
Sanop Jacob Mammen
Director,
Nova Mentis Clinic
Shop 20, 340 Hope Island Road,
Hope Island, QLD- 4212
+61756060330
info@novamentisclinic.com.au
