Privacy Policy

At our specialist medical practice, your privacy and the confidentiality of your personal health information are of the utmost importance. We are committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

What Personal Information We Collect

We collect and hold personal information that is necessary to provide you with high-quality ENT care. This may include:

• Your name, date of birth, address, contact details

• Medical history, symptoms, diagnoses, treatment plans, and medications

• Referrals, imaging, pathology, and other clinical results

• Medicare or private health insurance details

• Billing and administrative information

How We Collect and Hold Information

We collect your information:

• Directly from you through our Patient Intake Form and during consultations

• From referring doctors or other healthcare providers involved in your care

• Via secure electronic systems (we use Xestro Practice Software for medical records)

All information is stored electronically on secure, encrypted systems. We do not keep paper records. Any temporary printed materials (e.g., referral letters) are securely destroyed after use. Only authorised staff can access your records.

Why We Collect and Use Your Information

We collect, hold, use, and disclose your personal information to:

• Provide you with medical care

• Communicate with other health professionals involved in your care

• Manage appointments, billing, and healthcare operations

• Meet our legal and regulatory obligations

• Improve our services (using de-identified data where appropriate)

We will never share your information without your consent unless required by law.

Accessing and Correcting Your Information

You have the right to:

• Access your medical records

• Request corrections to your information

• Choose how we communicate with you

• Ask questions or raise privacy concerns

To request access:

• Submit a written request via email or post. If you call us to make the request, we may ask you to sign a consent form.

• We will respond within a reasonable time and may charge a fee if paper copies are requested

• If you believe your information is incorrect, you may request a correction

In rare cases where access might pose a risk to the patient’s health or safety, we may limit access and will explain why.

How to Make a Privacy Complaint

If you believe we have breached your privacy:

1. Contact our Practice Manager directly to raise your concern

2. We will investigate and respond as quickly as possible

3. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au

Data Security and Breach Notification

We use strict cybersecurity and access controls to protect your personal information. If a data breach occurs that is likely to cause serious harm, we will notify you and the OAIC under the Notifiable Data Breaches (NDB) scheme.

Retention of Records

We retain your health records in line with legal requirements:

• For adults: at least 7 years after the last contact

• For children: until they turn 25

Records cannot be deleted but are archived and restricted when no longer needed.