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Privacy Policy

Alfords Point Medical Practice Privacy Policy  

Current as of 23/05/2025 

The objective of this document is to provide you, our patient, with clear information on how your personal information is  collected and used within the practice. Occasionally we also need to share your personal information to involve others in  your healthcare and this policy outlines when, how, and why we share your information. 

  1. Who can I contact about this policy? 

For enquiries concerning this policy, you can contact our Practice Manager, Sarah Willson by calling 02 9543 2270 or  emailing manager@alfordspointmedical.com.au.  

  1. When and why is your consent necessary? 

When you register as a patient of this practice, you provide consent for the GPs 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.  

  1. 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. 

  1. 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 immunisations, social  history, family history and risk factors 
  • Medicare number (where available) for identification and claiming purposes 
  • healthcare identifier numbers 
  • health fund details. 
  1. Can you deal with us anonymously? 

You can 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.

  1. How is 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, 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 electronic prescribing 

o My Health Record 

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.  
  1. 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 
    • for the purpose of confidential dispute resolution process
      • When it is a statutory requirement to share certain personal information (e.g. some diseases require mandatory  notification) 
      • When it is provision of medical services, through electronic prescribing, My Health Record (e.g. via  Shared Health Summary, Event Summary). 

      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. 

      1. 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. 

      1. 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. If we provide this  information to other organisations patients cannot be identified from the information we share, the information is secure  and is stored within Australia. You can let reception staff know if you do not want your de-identified information included. 

      At times, general practices are approached by research teams to recruit eligible patients into specific studies which  require access to identifiable information. You may be approached by a member of our practice team to participate in  research. Researchers will not approach you directly without your express consent having been provided to the practice.  If you provide consent, you would then receive specific information on the research project and how your personal health  information will be used, at which point you can decide to participate or not participate in the research project.  

      1. 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 – Best Practice.  

      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.

 

      1. How is your personal information stored and protected? 

Your personal information may be stored in various forms. Each patient has an individual electronic record and our  practice stores all personal information securely.  

All staff and doctors are allocated the appropriate access level to provide you with the best medical care. Staff and  doctors sign confidentiality agreements with severe disciplinary action (including termination) if breached. 

      1. 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. We require you to put this request in  writing. Please ask staff for a form for you to complete and we will respond within 7-10 business days. Fees that may be  associated with providing this information – however you will be informed of these prior to processing your request. 

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 our Practice Manager, by calling 02  9543 2270 or emailing manager@alfordspointmedical.com.au 

      1. 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. To do this please contact via our Practice  Manager, by calling 02 9543 2270, emailing manager@alfordspointmedical.com.au or by mail 60 Coachwood Cres,  Alfords Point NSW 2234. Please phone 02 9543 2270 if you wish to discuss prior to your written request. Please allow 7  days for the initial contact upon receiving your complaint. Your complaint will be handled using our complaint process.  We will then attempt to resolve it in accordance with our resolution procedure. 

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. 

      1. How is privacy on the website maintained?  

At Alfords Point Medical Practice, any personal information you share with us through website, email, and social media,  is handled securely and confidentially. This practice uses analytics and cookies. We use a third party for online bookings.  Please use this link to access their privacy policy https://practices.hotdoc.com.au/privacy-policy/ 

      1. Policy review statement 

Our privacy policy is regularly reviewed (minimum annually) 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 on 02 9543 2270 or by  emailing manager@alfordspointmedical.com.au.