Why and when your consent is necessary
When you register as a patient of our practice, you provide consent for our dental practitioners and practice staff to access and use your personal information so they can provide you with the best possible dental care. Only staff who need to see your personal information will have access to it. If we need to use your information for anything else, we will generally seek additional consent from you to do this, unless obtaining your consent is not practical or reasonable, and an exception under the Privacy Act 1988 (Cth) applies.
Why do we collect, use, hold and share your personal information?
Our practice will need to collect your personal information to provide dental services to you. Our main purpose for collecting, using, holding and sharing your personal information is to manage your dental health. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (e.g. staff training).
What personal information do we collect?
The information we will collect about you includes your:
❏ Name/s, date of birth, address/es, contact details (e.g. telephone, email), family contact information
❏ Details of your oral health condition and the treatment/s and service/s you have received
❏ Details of your general health (e.g. medications, allergies, medical conditions) and medical history that may impact the dental treatment you receive
❏ Private health insurance information
❏ Medicare number (where available) for identification and claiming purposes
❏ Information regarding other funding sources, where relevant (e.g. Child Dental Benefits Schedule, Department of Veterans’ Affairs)
❏ Information on workers’ compensation, motor vehicle and other accident claims, where relevant
❏ Healthcare identifiers, where relevant.
Dealing with us anonymously
You have the right to 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.
How do we collect your personal information?
Our practice may collect your personal information in several different ways.
When, why and with whom do we share your personal information?
We sometimes share your personal information:
❏ With third parties who work with our practice for business purposes, such as information technology providers – these third parties are required to comply with APPs
❏ With other healthcare providers
❏ 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 there is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
Only people who need to access your information will be able to do so. Other than in the course of providing dental services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent.
We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Our practice will not use your personal information for marketing any of our 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 our practice in writing.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various form e.g. Paper records, electronic records, visual records (X-rays, CT scans, videos and photos), dental models or impressions.
Our practice stores all personal information securely; electronic format, in protected information systems or in hard copy format in a secured environment.
How can you access and correct your personal information at our practice?
You have the right to request access to, and correction of, your personal information.
Our practice acknowledges patients may request access to their dental records. We ask that you put this request in writing with your personal signature. Our practice will respond within a reasonable time.
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by our practice is correct and current. You may also request that we correct or update your information, and to assist us with attending to your request we would prefer you to make such requests in writing to the practice.
IT and Web Privacy
We will not send clinical information about patient via email unless it is appropriately security protected. We mange out IT systems with appropriate processes and systems to ensure data is not lost and if we store data offsite (e.g. in Cloud facilities) we only use facilities that comply with the Australian Privacy Principles. We Ill not transfer personal information to anyone in a foreign country for any other reason without prior written consent.
Our website only uses session cookies and only during a search query on the web site. These session Cookie is destroyed at the end of your browsing session and we do not keep any identifying information
· Neither our practice nor the ISP identifies users of our website
· We will only collect your email address if you send us a message or you provide us with you address. We will not share it or use it for any other purposes other than for which you have provided it. We will seek your consent if we would like to send you any information about the practice and you may opt out of receiving information from us.
How can you lodge a privacy-related complaint, and how will the complaint be handled at our practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve your issue/s in accordance with our resolution procedure. Please contact the practice via phone or email and we will respond within a reasonable time.
You may also contact the Office of the Australian Information Commissioner (OAIC). The OAIC may decide not to investigate your complaint if you have not raised it with the practice first. If you have lodged a complaint with us, and we have not responded within 30 days or you are dissatisfied with our response, you may then take your complaint to the OAIC. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992.
Policy review statement
This policy will be reviewed every 12 months to ensure it is in accordance with any changes that may occur.
The ADA has used its best endeavours to ensure the template is adapted for dental practice to address current and anticipated privacy requirements.
Persons adopting or implementing its procedures or recommendations should exercise their own independent skill or judgement, or seek appropriate professional advice.
While the template is directed to dental practice, it does not ensure compliance with any privacy laws, and cannot of itself guarantee discharge of the duty of care owed to patients.
Accordingly, the ADA disclaims all liability (including negligence) to any users of the information contained in this template for any loss or damage (consequential or otherwise), cost or expense incurred or arising by reason of reliance on the template in any manner.