Privacy Policy.
1. Purpose and Scope
This Privacy Policy explains how Summervale Medical (referred to in this policy as “Summervale Medical”, “the clinic”, “we”, “our” or “us”) collects, uses, stores and discloses personal information.
Summervale Medical is committed to protecting the privacy and confidentiality of personal and health information in accordance with applicable privacy laws.
This Privacy Policy outlines:
how and why we collect personal information
how personal information may be used or disclosed
how you may access or correct personal information we hold about you
how to contact us with questions or concerns about privacy
how to lodge a complaint about the handling of your personal information.
Summervale Medical complies with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), and relevant State and Territory health records legislation.
We recognise that health information is highly sensitive and we take reasonable steps to ensure all personal information is handled securely and confidentially.
2. What is Personal Information?
Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable.
Sensitive information is a type of personal information and includes information about:
racial or ethnic origin
sexual orientation or practices
criminal record
membership of professional or trade associations
genetic or biometric information
health information
Health information includes information about:
a person’s physical or mental health or disability
health services provided to a person
a person’s expressed wishes regarding future healthcare
medical history, test results and diagnoses.
For the purposes of this policy, all such information is collectively referred to as “personal information”, and we apply the highest level of protection to all such information.
3. What Personal Information We Collect
The personal information we collect depends on your relationship with the clinic and the services provided.
Patients
Examples of personal information we may collect from patients include:
name, address, phone number and email address
demographic details such as date of birth and gender
medical and family history
medications and treatment information
pathology and diagnostic imaging results
diagnoses, symptoms and clinical notes
Medicare number and health fund details
billing and payment information
referral information and details of other healthcare providers involved in your care.
Suppliers and Service Providers
If you provide goods or services to the clinic, we may collect information necessary to manage the business relationship, including:
business contact details
product or service details
financial and account information.
Employment Applicants
If you apply for employment or engagement with the clinic, we may collect:
contact details
qualifications and professional experience
employment history
references.
This policy does not apply to personal information related solely to the employment relationship with clinic staff.
4. Consent and When We Collect Your Personal Information
When you register as a patient at Summervale Medical, you consent to our healthcare professionals and authorised staff collecting, using, storing and disclosing your personal information where it is reasonably necessary for the provision of healthcare services, the administration and operation of the practice, or to comply with applicable legal and regulatory obligations.
Access to your personal information is restricted to authorised members of the practice team who require access in order to perform their duties. Personal information will not be used or disclosed for purposes outside those described in this policy unless additional consent is obtained from you, or where such use or disclosure is otherwise permitted or required by law.
5. How We Collect Personal Information
Directly from you
Where possible, we collect personal information directly from you. This may occur when:
you attend the clinic for medical care
you complete registration or medical forms
you communicate with us in person, by telephone or electronically
you make an appointment
you provide feedback or enquiries.
From Third Parties
In some circumstances we may collect personal information from third parties, including:
other healthcare providers involved in your care
hospitals, specialists or allied health practitioners
relatives, carers or guardians
Medicare, Department of Veterans’ Affairs or health insurers
publicly available information sources
referees provided in employment applications.
From Our Website
Our website may use cookies or similar technologies to improve functionality and user experience. Cookies do not typically identify you personally.
You may adjust your browser settings to refuse cookies if you prefer.
6. Anonymity and Pseudonyms
Where lawful and practicable, you may deal with the clinic anonymously or using a pseudonym.
However, when receiving healthcare services it is generally not practical to remain anonymous, as accurate identification is required to provide safe and effective medical care.
7. If We Cannot Collect Your Personal Information
If you choose not to provide necessary personal information:
we may be unable to provide healthcare services
we may be unable to process Medicare claims or billing
communication about your care may be limited
your care may be compromised.
8. Why We Collect, Hold and Use Personal Information
Summervale Medical collects personal information primarily to provide safe and effective healthcare services.
This includes:
diagnosing and treating medical conditions
maintaining accurate medical records
communication with other healthcare providers involved in your care
prescribing medications and arranging investigations
Medicare, DVA and health fund billing
practice management and administration
quality improvement and accreditation
9. Disclosure of Personal Information
Personal information may be disclosed where necessary to provide healthcare services or where required by law.
Examples include disclosure to:
medical practitioners consulting from the clinic
nurses, administrative staff and contractors assisting with care
specialists, hospitals and allied health providers involved in treatment
Medicare, DVA or private health insurers for billing purposes
authorised family members or next of kin
government or regulatory bodies where required by law
public health registers.
Where information is shared with third parties, we take reasonable steps to ensure they are subject to appropriate confidentiality obligations.
10. Direct Marketing
The clinic may occasionally communicate information about services, health reminders or updates.
These communications may occur via:
email
SMS
mail.
You may opt out of receiving marketing communications at any time.
11. Data Security and Quality
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
Security measures may include:
secure electronic medical record systems
password-protected databases
restricted access to authorised personnel
physical security measures
secure data backups.
We also take reasonable steps to ensure information is accurate, complete and up to date.
12. Access and Correction of Personal Information
Summervale Medical maintains medical records in accordance with professional and legal obligations. While the practice owns the medical record, patients have the right to access the personal health information contained within it.
Requesting Access
Requests for access to medical records must be made in writing.
For privacy and security purposes, patients may be required to provide satisfactory identification before records are released.
Where a request is made by a third party (such as a solicitor, insurer or family member), written patient consent will be required unless disclosure is otherwise authorised by law.
Timeframe for Access
Requests for access to medical records will be processed within 30 days, in accordance with Australian privacy legislation
Where requests involve archived records, large files, or third-party information, additional processing time may occasionally be required.
Medical Summary
Where a patient transfers to another general practitioner or healthcare provider, a medical summary may be provided at no charge to assist with continuity of care.
The format and content of the summary will be determined by the treating doctor.
Full Medical Records
Requests for complete copies of medical records may incur a reasonable administrative fee to cover the costs associated with:
locating and reviewing records
composing, copying or scanning documents
secure electronic transmission of records
Patients will be advised of any applicable fees before records are released.
Release of Information
Patient health information will only be released:
with the patient’s consent, or
where disclosure is required or authorised by law
In some circumstances, parts of a medical record may be withheld where releasing the information would:
disclose information about another person, or
pose a serious threat to the life, health or safety of any individual
These limitations are consistent with Australian privacy legislation.
If you believe the information we hold about you is inaccurate, incomplete or outdated, you may request corrections.
13. CCTV
Closed Circuit Television (CCTV) may be used within clinic premises for security and safety purposes.
Cameras are only installed in appropriate public areas and are not placed in consultation rooms or private areas.
Signage will be displayed where CCTV is operating.
14. Digital Health Systems
Summervale Medical participates in a number of digital health systems designed to improve continuity of care, including:
My Health Record
electronic prescribing
secure electronic referrals
online appointment systems
My Health Record
My Health Record is a national digital health record system.
Where clinically appropriate, Summervale Medical may upload relevant health information such as:
shared health summaries
event summaries
medication information
Patients maintain control of their My Health Record and can restrict access or opt out of the system.
Further information is available at: www.myhealthrecord.gov.au
15. Use of Artificial Intelligence (AI) and Third-Party Technology Providers
Summervale Medical may utilise secure digital technologies, including artificial intelligence (AI) systems, to support certain administrative and clinical functions within the practice. These technologies may assist with activities such as appointment management, clinical documentation support, and practice administration.
Where such technologies are used, they operate as tools to assist clinicians and practice staff. All clinical decisions, diagnoses, and medical records remain the responsibility of the treating practitioner.
Any AI-assisted documentation or administrative processes are reviewed by the appropriate healthcare professional or authorised staff member before being relied upon as part of a patient’s clinical record.
Third-Party Technology Providers
From time to time, Summervale Medical may engage third-party technology providers to supply software systems or services used within the practice.
These providers may process personal or health information on behalf of the practice in order to deliver their services. In these circumstances:
the third-party provider acts only as a service provider to the practice
the provider must comply with applicable Australian privacy and security obligations
the provider is contractually required to implement appropriate technical and organisational safeguards to protect patient information.
Data Security and Storage
Where third-party systems process patient information on behalf of the practice, reasonable steps are taken to ensure that:
patient information is stored securely
appropriate encryption and security controls are applied
data is hosted within Australia, or otherwise handled in accordance with Australian privacy legislation.
Summervale Medical undertakes appropriate due diligence when selecting technology providers; however, third-party providers remain responsible for the security and operation of their systems.
Patient Consent
Where AI-assisted technologies are used during consultations, this forms part of the practice’s clinical documentation process.
Patients may request that AI documentation tools are not used during their consultation, and this request will be respected.
16. Changes to this Privacy Policy
This Privacy Policy may be updated periodically to reflect changes in legal requirements or clinic practices.
The most current version will always be available via the clinic website or on request from reception.