Home Physio Co. Privacy Policy
1. Introduction
Our practice is committed to best practice in relation to the management of information we collect. This practice has developed a policy to protect patient privacy in compliance with the Privacy Act 1988 (Cth) (‘the Privacy Act’). Our policy is to inform you of:
the kinds of information that we collect and hold, which, as a medical practice, is likely to be ‘health information’ for the purposes of the Privacy Act;
how we collect and hold personal information;
the purposes for which we collect, hold, use and disclose personal information;
how you may access your personal information and seek the correction of that information;
how you may complain about a breach of the Australian Privacy Principles and how we will deal with such a complaint;
whether we are likely to disclose personal information to overseas recipients;
2. What kinds of personal information do we collect?
The type of information we may collect and hold includes:
Your name, address, date of birth, email and contact details
Medicare number , DVA number, NDIS number and other government identifiers, although we will not use these for the purposes of identifying you in our practice
Other health information about you, including:
notes of your symptoms or diagnosis and the treatment given to you
your specialist reports and test results
your appointment and billing details
your prescriptions and other pharmaceutical purchases
your dental records
your genetic information
your healthcare identifier
any other information about your race, sexuality or religion, when collected by a health service provider.
3. How do we collect and hold personal information?
We will generally collect personal information:
from you directly when you provide your details to us. This might be via a face to face discussion, telephone conversation, registration form or online form
from a person responsible for you
from third parties where the Privacy Act or other law allows it - this may include, but is not limited to: other members of your treating team, diagnostic centres, specialists, hospitals, the My Health Record system[1], electronic prescription services, Medicare, your health insurer, the Pharmaceutical Benefits Scheme
4. Why do we collect, hold, use and disclose personal information?
In general, we collect, hold, use and disclose your personal information for the following purposes:
to provide health services to you
to communicate with you in relation to the health service being provided to you
to comply with our legal obligations, including, but not limited to, mandatory notification of communicable diseases or mandatory reporting under applicable child protection legislation.
to help us manage our accounts and administrative services, including billing, arrangements with health funds, pursuing unpaid accounts, management of our ITC systems
for consultations with other doctors and allied health professional involved in your healthcare;
to obtain, analyse and discuss test results from diagnostic and pathology laboratories
for identification and insurance claiming
To liaise with your health fund, government and regulatory bodies such as Medicare, the Department of Veteran's Affairs and the Office of the Australian Information Commissioner (OAIC) (if you make a privacy complaint to the OAIC), as necessary.
5. How can you access and correct your personal information?
You have a right to seek access to, and correction of the personal information which we hold about you.
For details on how to access and correct your health record, please contact our practice as noted below under ‘Contact Details’:
We will normally respond to your request within 30 days.
6. How do we hold your personal information?
Our staff are trained and required to respect and protect your privacy. We take reasonable steps to protect information held from misuse and loss and from unauthorised access, modification or disclosure. This includes:
Strong password protections applied;
Access to personal information restricted on a ‘need to know’ basis’, with role-based access control - we assign roles and permissions within our medical note writing software Splose based on job responsibilities, and restrict access to sensitive information only to authorized personnel;
In cases where there are paper files they will be kept in locked cabinets;
Our staff sign confidentiality agreements as part of their employment ;
Our practice has document retention and destruction policies;
Routinely keeping Splose and other software up-to-date with the latest security patches;
Regularly update operating systems and browsers to address potential vulnerabilities;
Data encryption: Splose data is encrypted via SSL in transit and encrypted at rest using industry-standard AES-256 encryption;
Data backups - Splose create daily backups of our data, encrypt it and store it securely off-site. All data is stored redundantly at multiple AWS data centres to ensure availability;
Splose employ third-party firms to conduct vulnerability assessments with results being prioritised, triaged and remediated by their development team;
User log-in history - utilised for our team to monitor usage and identify any unusual behaviour;
7. Privacy related questions and complaints
If you have any questions about privacy-related issues or wish to complain about a breach of the Australian Privacy Principles or the handling of your personal information by us, you may lodge your complaint in writing to (see below for details). We will normally respond to your request within 30 days.
If you are dissatisfied with our response, you may refer the matter to the OAIC:
OAIC details:
Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Fax: +61 2 9284 9666
Post: GPO Box 5218
Sydney NSW 2001
Website: https://www.oaic.gov.au/individuals/how-do-i-make-a-privacy-complaint
8. Anonymity and pseudonyms
The Privacy Act provides that individuals must have the option of not identifying themselves, or of using a pseudonym, when dealing with our practice, except in certain circumstances, such as where it is impracticable for us to deal with you if you have not identified yourself.
Home Physio Co. is of the view that in services/practices such as ours, it is largely impracticable to deal with patients anonymously or via a pseudonym. The provision of medical services/therapy is likely to be impacted, and billing via Medicare, NDIS related billing or billing through a health insurer where applicable is likely to be impracticable.
For this reason, Home Physio Co. may be unable to provide you services.
9. Overseas disclosure.
We may disclose your personal information to the following overseas recipients:
any practice or individual who assists us in providing services (such as where you have come from overseas and had your health record transferred from overseas or have treatment continuing from an overseas provider)
10. Updates to this Policy
This Policy will be reviewed from time to time to take account of new laws and technology, changes to our operations and other necessary developments. Updates will be publicised on Home Physio Co.’s website.
11. Contact details for privacy related issues
For any concerns or privacy related issues, please contact:
Matt Lo Basso, Home Physio Co. Director,
Phone: 0424 061 319
Email: Matt@homephysioco.com.au
[1] See: https://myhealthrecord.gov.au/internet/mhr/publishing.nsf/content/home