Swansea Channel Doctors Privacy Policy
Current as of: 03/11/2025
Introduction
This privacy policy provides information to you, our patient, on how your personal information (including your health information) is collected and used within our practice, and the circumstances in which we may share it with third parties.
Why and when your consent is necessary
When you register as a patient of our practice, you provide consent for our GPs and practice staff to access and use your personal information so they can provide you with the best possible healthcare. Only staff who need to see your personal information will have access to it. If we need to use your information for anything else, we will seek additional consent from you.
Why do we collect, use, hold and share your personal information?
Our practice collects personal information to provide healthcare services to you. The main purposes for collecting, using, holding and sharing your personal information are to manage your health and for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (e.g., staff training).
Definition – Health Record
A health record refers to any information, whether written, electronic or verbal, that relates to a patient’s health, medical history, or care provided by our practice. This includes details such as personal information, medical conditions, treatments, medications, test results, and correspondence with other healthcare providers.
Health records are maintained to ensure continuity of care, support clinical decision-making, and meet legal and professional requirements for medical documentation.
Use of Document Automation Technologies
Our practice uses secure document automation systems to assist clinicians in preparing referral letters and other medical correspondence. These technologies are designed to ensure that only information relevant to the patient’s current care and the purpose of the referral is included.
This approach helps maintain accuracy and efficiency while protecting patient privacy by excluding unrelated or unnecessary details. All referral documents generated through these systems are reviewed and authorised by the treating doctor before being sent to the receiving healthcare provider. This ensures the information shared is appropriate, accurate, and compliant with the Australian Privacy Principles and relevant healthcare privacy legislation.
Telehealth and audio/visual consultations: Swansea Channel Doctors does not record telehealth or any other audio/visual consultations. Only information documented in your health record (e.g., consultation notes, prescriptions) is retained.
What personal information do we collect?
The information we collect about you may include:
Names, date of birth, addresses, contact details
Medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history, and risk factors
Medicare number (where available) for identification and claiming purposes
Healthcare identifiers
Health fund details
Dealing with us anonymously
You have the right to deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals.
How do we collect your personal information?
Our practice may collect your personal information in several ways:
When you make your first appointment, our practice staff will collect your personal and demographic information via your registration.
During the course of providing medical services, we may collect further personal information.
Information may also be collected through electronic transfer of prescriptions (eTP), My Health Record (e.g., Shared Health Summary, Event Summary).
We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment, or communicate with us via social media.
In some circumstances, personal information may be collected from other sources, such as:
Your guardian or responsible person
Other healthcare providers (specialists, allied health professionals, hospitals, community health services, pathology and diagnostic imaging services)
Your health fund, Medicare, or the Department of Veterans’ Affairs
When, why and with whom do we share your personal information?
We may share your personal information:
With third parties who work with our practice for business purposes (e.g., accreditation agencies, IT providers) – these third parties are required to comply with APPs and this policy
With other healthcare providers
When required or authorised by law (e.g., court subpoenas)
When necessary to prevent a serious threat to a patient’s or public health or safety, or when impractical to obtain consent
To assist in locating a missing person
To establish, exercise or defend an equitable claim
For the purpose of confidential dispute resolution
When there is a statutory requirement to share certain personal information (e.g., mandatory disease notifications)
During the course of providing medical services through eTP, My Health Record (e.g., Shared Health Summary, Event Summary)
Only people who need to access your information will be able to do so. Other than in the course of providing medical services or as described in this policy, we will not share personal information with any third party without your consent.
We will not share your personal information outside Australia (unless under exceptional circumstances permitted by law) without your consent.
Our practice will not use your personal information for direct marketing without your express consent. You may opt out at any time by notifying our practice in writing.
How do we store and protect your personal information?
Your personal information may be stored in various forms, including paper records, electronic records, and visual records (X-rays, CT scans, videos, photos). Paper records are imported into Best Practice and destroyed via shredding.
Swansea Channel Doctors securely stores all personal information using encrypted electronic formats, password-protected systems, secure cabinets, and confidentiality agreements for staff and contractors.
How can you access and correct your personal information?
You have the right to request access to and correction of your personal information. Requests must be in writing and include details to identify the patient and the requesting practice. We aim to release medical records within 10–14 business days, including postage time.
Our practice takes reasonable steps to correct information that is inaccurate or out of date and may ask you periodically to verify your personal information.
How can you lodge a privacy-related complaint, and how will it be handled?
Privacy complaints should be submitted in writing to:
Swansea Channel Doctors
Shop 4, 2 Belmont Street
Swansea NSW 2281
Phone: 4971 6663
Complaints are reviewed personally by the business owners, with a usual turnaround of up to 30 days. You may also contact the OAIC (www.oaic.gov.au or 1300 363 992).
Policy review statement
This privacy policy is reviewed regularly to ensure compliance with any changes. Patients will be notified of amendments via information sheets and posters in the waiting room.
Disclaimer
This template is a general guide and may not address all circumstances. While adapted for general practice, it does not ensure compliance with privacy laws or guarantee discharge of duty of care. The RACGP disclaims all liability for any loss, damage, cost, or expense arising from reliance on this template.