The Podiatry Collective Privacy Policy
The Privacy Policy of The Podiatry Collective Pty Ltd applies to any and all personal information collected by The Podiatry Collective. We recognise the importance of protecting and safeguarding user’s privacy, which is why we are committed to complying with necessary legislation governing the privacy of personal information collected by businesses.
When and why is your consent necessary?
When you register as a patient of this practice, you provide consent for the Podiatrists and practice staff to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to practice team members who require it for your care. If we ever use your personal information for purposes other than outlined in this document, we will obtain additional consent from you.
It is important to us that as our patient, you understand why we collect and use your personal information.
By acknowledging this Privacy Policy you consent to us collecting, holding, using, retaining and disclosing your personal information in the manners described below.
Why do we collect, use, store and share your personal information
The practice collects, uses, stores, and shares your personal information primarily to manage your health safely and effectively. This includes providing healthcare services, managing medical records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as practice audits, accreditation purposes, and staff training to maintain high-quality service standards.
What personal information is collected?
The information we will collect about you includes your:
· Names, date of birth, addresses, contact details
· Medical information including medical history, medicines, allergies, and adverse reactions,, social history, family history and risk factors
· Medicare number (where necessary) for identification and claiming purposes
· Health fund details.
How is this personal information collected?
The practice may collect your personal information in several different ways:
When you make your first appointment, the practice team will collect your personal and demographic information via your registration.
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, including:
· Your guardian or responsible person.
· Other involved healthcare providers, such as specialists, GP’s. allied health professionals, hospitals, community health services, and pathology and diagnostic imaging services.
· Your health fund, Medicare, or the Department of Veterans’ Affairs (if relevant).
· While providing medical services, further personal information may be collected via:
o online appointments.
Various types of images may be collected and used, including:
· CCTV footage: Collected from our premises for security and safety purpose
· Photos and medical images: These can be taken using personal devices for medical purposes, following the guidelines outlined in our guide on using personal devices for medical images.
When, why and with whom do we share your personal information?
We sometimes share your personal information:
· with third parties 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 (e.g. In referral letters)
· when it is required or authorised by law (e.g. 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
Only people who need to access your personal information will be able to do so. Other than providing medical services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent.
We do not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
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 express consent. If you do consent, you may opt out of direct marketing at any time by notifying the practice in writing.
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 – Cliniko & Cliniq Apps.
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 to protect your information.
All data, both electronic and paper are stored and managed in accordance with AHPRA requirements.
How are Artificial Intelligence (AI) Scribes used?
The practice uses an AI scribe tool to support Podiatrists take notes during their consultations with you. The AI scribe uses an audio recording of your consultation to generate a clinical note for your health record. The practice AI scribe service is Heidi.
Heidi
· does not share information outside of Australia
· destroys the audio file once the transcription is complete.
· removes sensitive, personal identifying information as part of the transcription
The practice will only use data from our digital scribe service to provide healthcare to you.
How is your personal information stored and protected?
Your personal information may be stored in various forms.
Electronic records & visual records.
The practice stores all personal information securely. It is securely stored and protected in electronic format in protected information systems, using passwords. All staff and contractors sign confidentiality agreements. Our practice has CCTV to monitor safety around the exterior of our building and the waiting room.
How can you access and correct your personal information at the practice?
You have the right to request access to, and correction of, your personal information.
The practice acknowledges patients may request access to their medical records.
The practice will respond to any requests to access or correct your personal information within14 days (fees may be associated with providing this information).
The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by the practice is correct and current. You may request we correct or update your information. To do this please contact via admin@thepodiatrycollective.com.au
How can you lodge a privacy-related complaint, and how will the complaint be handled at the practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure. Complaints can be forwarded to Eve Drew, Director. Admin@thepodiatrycollective.com.au
If you do not feel we have resolved your issue You may also contact the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner will require you to give them time to respond before they investigate. For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.
How is privacy on the website maintained?
At The Podiatry Collective any personal information you share with us through website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies.
Policy review statement
Our privacy policy is regularly reviewed to ensure compliance with current obligations.
If any changes are made:
· They will be reflected on the website.
· Significant changes may be communicated directly to patients via email or other means.
Please check the policy periodically for updates. If you have any questions, feel free to contact us.