At Nelson Plaza Clinic we are committed to protecting the privacy of patient information and the handling of your personal information in a highly secure and responsible manner.
For administrative and billing purposes, and to enable the patients to be attended by other medical practitioners and allied health providers at Nelson Plaza Clinic, patient information is shared between medical practitioners and allied health providers at Nelson Plaza Clinic only.
We collect information that is necessary and relevant to provide you with medical care and
treatment, and manage our medical practice. This information will include the following:
• Name, address, date of birth, gender, contact details (telephone/mobile number, fax number, email address),
• Medicare care card number (for identification and claiming purposes),
• DVA and/or Centrelink concession numbers
• Healthcare identifiers, and
• Medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors.
This information will be stored on our protected computer medical records system as electronic records and as visual – x-rays, CT scans, videos and photos.
Wherever practicable we will only collect information from you personally. However, we may also need to collect information from other sources such as treating specialists, radiologists, pathologists, hospitals, and other health care providers.
We collect information in various ways, such as over the phone or in writing, in person whilst you are at Nelson Plaza Clinic or over the internet if you make your appointments with us online. This information may be collected by medical and non-medical staff.
In emergency situations we may also need to collect information from your relatives or friends.
We may be required by law to retain medical records for certain periods of time depending on your age at the time we provide services.
Use and Disclosure
Personal information held by Nelson Plaza Clinic will only be used for the purpose of providing medical services and for claims and payments, unless otherwise consented to. Some disclosure may occur to third parties engaged by or for the Practice for business purposes such as accreditation or for the provision of information technology. These third parties are required to comply with this policy.
Nelson Plaza Clinic will inform the patient where there is a statutory requirement to disclose personal information (for example: some diseases require mandatory notification by Government Health Departments).
Nelson Plaza Clinic will not disclose personal information to any third party other than in the course of providing medical services, without full disclosure to the patient or the recipient, the reason for the information transfer and consent from the patient.
Exceptions to disclose without patient consent are where the information is:
• Required by Law
• 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 a confidential dispute resolution process.
Nelson Plaza Clinic will not use any personal information in relation to direct marketing to a patient without that patient’s express consent. Patients may opt out of direct marketing at any time by notifying the practice.
Data Quality and Security
We will take reasonable steps to ensure that your personal information is accurate, complete, up to date and relevant. For this purpose, our staff will ask you to confirm that your contact details are correct when you attend your consultation. We request that you let us know if any of the information we hold about you is incorrect or out of date.
Personal information that we hold is protected by:
• securing our premises.
• placing passwords and varying access levels on databases to limit access and protect electronic information from unauthorised interference, access, modification, and disclosure; and
• providing locked cabinets and rooms for the storage of physical records
Nelson Plaza Clinic will take reasonable steps to correct information where it is satisfied they are not accurate or up to date.
If you believe that the information we have about you is not accurate, complete or up-to-date, we ask that you contact us in writing (see details below).
You are entitled to request access to your medical records. We request that you put your request in writing, and we will respond to it within a reasonable time.
There may be a fee for the administrative costs of retrieving and providing you with copies of your medical records.
We may deny access to your medical records in certain circumstances permitted by law, for example, if disclosure may cause a serious threat to your health or safety. We will always tell you why access is denied and the options you have to respond to our decision.
If you have a complaint about the privacy of your personal information, we request that you contact us in writing. Upon receipt of a complaint, we will consider the details and attempt to resolve it in accordance with our complaints handling procedures.
If you are dissatisfied with our handling of a complaint or the outcome you may make an application to:
The Office of Australian Information Commissioner (OAIC)
Phone Number: 1300 363 992
Information and Privacy Commission
New South Wales – 1800 472 679
Overseas Transfer of Data
We will not transfer your personal information to an overseas recipient unless we have your consent, or we are required to do so by law.
Nelson Plaza Contact
Please direct any queries, complaints, requests for access to medical records to:
Attention: The Privacy Officer / Manager
Address: 29 Stockton Street, Nelson Bay NSW 2315
PO Box 755, Nelson Bay NSW 2315
This practice is bound by the Privacy Act (Cth) (1988), The Australian Privacy Principles and the Health Records and Information Privacy Act (NSW) (2002) when handling your personal information.