Privacy Policy

Introduction

This Privacy Policy outlines how Albert Street Paediatrics ("we", "our", "us") collects, uses, discloses, and protects personal information (which includes your health information) in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Our commitment is to safeguard the privacy of our patients and their families.

Purpose

We collect and manage personal information to provide high-quality paediatric healthcare services. This includes diagnosis, treatment, and ongoing care, as well as administrative functions such as billing and compliance with legal obligations.

When you register as a patient at our practice, you are providing consent for our paediatricians and staff to collect, access, and use your personal information to deliver high-quality healthcare. Access to your information is restricted to team members directly involved in your care. If your information is ever needed for any other purpose, we will ask for your specific consent beforehand.

What Personal Information We Collect

We may collect the following types of personal information:

Patient Details: Name, date of birth, address, contact information.
Parent/Guardian Details: Name, relationship to patient, contact information.
Medical Information: Medical history, medications, allergies, immunisation records.
Billing Information: Medicare number, health fund details, payment information.
Other: Any other information necessary for providing healthcare services.

How We Collect Personal Information

Our practice may collect your personal information in a number of ways.

When you book your first appointment, our staff will collect your personal and demographic details through the patient registration process. Additional personal information may be gathered during the course of providing medical care.

We may also collect information when you contact us by email, SMS, telephone, online bookings, or through social media.

In some cases, we may collect personal information from other sources when it is not practical or reasonable to obtain it directly from you. These sources may include:

Your guardian or legally responsible person
Other healthcare providers involved in your care, such as specialists, allied health professionals, hospitals, community health services, and pathology or imaging providers
Medicare or your private health fund

Use and Disclosure of Personal Information

We use and disclose personal information for purposes including:

Healthcare Provision: To diagnose and treat medical conditions.
Administrative Functions: Billing, appointment reminders, and practice management.
Legal Obligations: Reporting as required by law.
Third Parties: With your consent, to other healthcare providers involved in your care.

We will not use or disclose your personal information for any other purpose without your consent, unless required or authorised by law.

Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. This includes:

Physical Security: Secure storage of physical records.
Electronic Security: Password-protected systems, encryption, and secure servers.
Staff Training: Ensuring all staff are trained in privacy obligations.

How You Can Access or Correct Your Personal Information at Our Practice

You have the right to access and request correction of your personal information held by our practice.

If you would like to access your medical records, please submit your request in writing. We aim to respond within 30 days. An administrative fee may apply to cover the cost of compiling your health records.

Our practice takes reasonable steps to ensure your personal information is accurate and up to date. We may periodically ask you to confirm the information we hold is current. You can also request corrections or updates at any time—simply contact us in writing or via email.

Anonymity and Pseudonymity

Where practicable, you have the option to remain anonymous or use a pseudonym when interacting with us. However, this may limit our ability to provide certain services.

Overseas Disclosure

We do not disclose personal information to overseas recipients unless required for your care and with your consent.

Complaints

If you have a complaint about how we handle your personal information, please contact our Privacy Officer. We will investigate and respond to your complaint promptly. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Access to Medical Records for Continuity of Care

To ensure your child receives consistent and safe care, other qualified clinicians may access your child’s medical records if the primary doctor is unavailable or cannot be reached. This may include access by Registered Nurses (RNs) and other healthcare professionals directly involved in your child’s treatment.

Access is strictly limited to the information necessary to support ongoing medical care. All staff are bound by professional confidentiality obligations and our practice’s data protection policies to safeguard your child’s privacy at all times.

Use of Artificial Intelligence (AI) Scribes and Document Automation

AI Scribe Technology

Some of our practitioners may use an AI scribe tool during consultations to assist with clinical note-taking. This tool uses an audio recording of your consultation to create an accurate summary that is then added to your child’s health record.

Our practice uses Heidi Health (https://www.heidihealth.com/au) for this purpose.

Does not share information outside of Australia
Removes personal identifying information during transcription to protect privacy

The AI scribe service is used solely to support your healthcare and is not used for any other purpose.

Document Automation Technology

We also use secure document automation technology to generate electronic medical documents, such as referrals. This process uses information from your medical record to produce documents that are shared with other healthcare providers involved in your care.

These documents include only relevant health information and are created using secure medical software (Helix - Medical Director). All staff accessing this system have individual login credentials and are restricted to viewing only the information necessary for their role.

Our practice complies fully with Australian privacy legislation, including the Australian Privacy Principles (APPs), and follows guidance from the Royal Australian College of General Practitioners (RACGP) on privacy and health information management. All health information—whether electronic or paper-based—is stored and handled securely and responsibly.

Compliance
Our practice complies with Australian privacy legislation and the Australian Privacy Principles. We follow best-practice privacy and information security guidance from the RACGP and other peak bodies. We comply with the Victorian Health Records Act 2001 and the Commonwealth Privacy Act 1988

Review
This policy is reviewed annually or as required to reflect legislative or operational changes.