All information collected by this practice is deemed to be private and confidential. The right of every patient is respected. This practice complies with federal and NSW state privacy regulations including the Privacy Act 1988 and Privacy Amendment (Enhanced Privacy Protection) Act 2012 as well as complying with standards set out in the RACGP Handbook for the management of health information in General Practice.
Gateway Medical Centre privacy policy
Gateway Medical Centre Privacy Policy
Introduction
This privacy policy is to provide information to you, our patient, on how your personal information (which includes 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 to do this.
Why do we collect, use, hold and share your personal information?
Our practice will need to collect your personal information to provide healthcare services to you. Our main purpose for collecting, using, holding, and sharing your personal information is to manage your health. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (eg staff training).
What personal information do we collect?
The information we will collect about you includes your:
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 different 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 can also be collected through electronic transfer of prescriptions (eTP), My Health Record, eg via 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 using social media.
In some circumstances, personal information may also be collected from other sources. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:
your guardian or responsible person
other involved healthcare providers, such as specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services
your health fund, Medicare, or the Department of Veterans’ Affairs (as necessary).
When, why and with whom do we share your personal information?
We sometimes share your personal information:
with third parties who work with our practice for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy,
with other healthcare providers,
when it is required or authorised by law (eg court subpoenas),
when it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent,
to assist in locating a missing person.
to establish, exercise or defend an equitable claim,
for the purpose of confidential dispute resolution process,
when there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification).
during the course of providing medical services, through eTP, My Health Record (eg via 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 otherwise described in this policy, our practice will not share personal information with any third party without your consent.
We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Our practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt-out of direct marketing at any time by notifying our practice in writing.
Our practice may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data.
We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified, and the information is stored within Australia. You can let our reception staff know if you do not want your information included.
Gateway Medical Centre uses Medical Director Clinical Software and uses documentation automation technologies so that only relevant information is included in referral letters.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms.
Our practice stores all personal information securely. Electronic format, is in protected information systems or in hard copy format in a secured environment. Information is protected by the use of passwords, secure cabinets, confidentiality agreements for staff and contractors.
How can you access and correct your personal information at our practice?
You have the right to request access to, and correction of, your personal information.
Our practice acknowledges patients may request access to their medical records. We require you to put this request in writing and our practice will respond within a reasonable time. (30 days).
A patient health/medical record is a collection of clinical information pertaining to a patient’s physical and mental health, complied from different sources. Health records contain demographic data, next of kin, GP details, and most of the following: medical history; examinations; diagnoses; treatment (including surgical procedures and drug therapy); results from investigations – labs (e.g. biochemistry, haematology, and pathology), imaging (e.g. plain films, scans); alerts and warnings (e.g. allergies, blood group); record of preventative measures (immunisations, screenings – breast, cervical, faecal, occult blood); nursing records; clinical correspondence and referrals for treatment; consent forms for surgical procedures; theatre reports; discharge letters; post- mortem reports. Health records are maintained by, or on behalf of, the health professional concerned with the patient’s care and are maintained as private confidential documents.
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by our practice is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to the practice manager.
How can you access and correct your personal information at our practice?
You have the right to request access to, and correction of, your personal information.
You have the right to request access to, and correction of, your personal information.
Our practice acknowledges patients may request access to their medical records. We require you to put this request in writing and our practice will respond within a reasonable time. (30 days)
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by our practice is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to the practice manager.
Will your information be used for marketing purposes?
The practice will not use your personal information for marketing any goods or services directly to you without your expressed consent. If you do consent, you may opt out of direct marketing at any time by notifying the practice in writing.
How is your information used to improve services?
The practice may use your personal information to improve the quality of the services offered to patients through research, analysis of patient data for quality improvement and for training activities with the practice team. We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified, and the information is stored within Australia. You can let reception staff know if you do not want your information included.
How are document automation technologies used?
Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.
The practice uses document automation technologies to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant medical information.
These document automation technologies are used through secure medical software Medical Director.
All users of the medical software have their own unique user credentials and password and can only access information that is relevant to their role in the practice team.
The practice complies with the Australian privacy legislation and APPs to protect your information.
All data, both electronic and paper are stored and managed in accordance with the Royal Australian College of General Practitioners Privacy and managing health information guidance.
How can you lodge a privacy-related complaint, and how will the complaint be handled at our practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve it in accordance with our resolution procedure within 30 days. admin@gatewaymedical.com.au – 1 Mona Vale Rd, Mona Vale 2103. Ph 9998 3400.
You may also contact the OAIC. Generally, the OAIC will require you to give them time to respond before they will investigate. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992. Privacy and our website
Policy review statement
This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur.
Next review date: 30/02/2026.
Gateway Medical Centre Privacy of Personal Health Information
As an Australian-based organisation, any data and information collected is held, used, and disclosed in accordance with the Privacy Act 1988. Personal health information’ is a particular subset of personal information and can include any information collected about a person to provide a health service.
The information we collect about a patient can include medical details, family information, name, address, employment and other demographic data, past medical and social history, current health issues and future medical care, Medicare number, accounts details, and any health information such as a medical or personal opinion about a person’s health, disability or health status.
Personal health information also includes the formal health record (written or electronic) and information held or recorded on any other medium (e.g., letter, facsimile, electronic, verbal).
Our practice has appointed a designated person with primary responsibility for the practice’s electronic systems, computer security and adherence to protocols. This responsibility is documented in their position description.
Specific tasks may be dated to others and this person works in consultation with the privacy officer. Our security policies and procedures regarding the confidentiality of patient health records and other personal information are documented and our practice team are informed about these at induction and when updates or changes occur.
The practice team can describe how we correctly identify our patients using three (3) patient identifiers to ascertain we have selected the correct patient record before entering or actioning anything from that record.
For each patient we have an individual patient health record containing all clinical information held by our practice relating to that patient. Our practice ensures the protection of all information contained within these files.
Our patient health records are accessed only by an appropriate team member as required, and we ensure information held about the patient in different records (e.g., at a residential aged care facility) is available when required.
