Privacy Policy

All patient information is private and confidentially of patient information must be maintained at all times. The rights of every patient are to be respected. All information collected by this practice in providing a health service is deemed to be private and confidential.

This practice complies with Federal and State privacy regulations including the Privacy Act (1998), the Privacy Amendment (Private Sector) Act (2000) and Queensland Health Records Act (2001) as well as the standards set out in the RACGP Handbook for the Management of Health Information in Private Medical Practice 3rd Edition (2017).

Patients’ medical records are medico-legal documents and are not left where they could be viewed by others, especially on the reception desk. Patient information is not to be discussed with or shown to staff members unless this is required for the reasonable provision of patient care. Patient conditions are not discussed within the hearing of others.

Patient information is not disclosed to the families of patients or any other party unless the patient or their authorised representative has given consent (in writing if applicable).

Under no circumstances are employees of this practice to discuss or in any way reveal patient conditions or documentation to unauthorised staff, colleagues, other patients, family or friends, whether at the practice or outside it, such as in the home or at social occasions, this includes patient’s accounts, referral letters or other clinical documentation.

General Practitioners and staff are aware of confidentiality requirements for all patient encounters and recognise that significant breaches of confidentiality may provide grounds for disciplinary action or dismissal.

Every employee of this practice is aware of the privacy policy and has signed a privacy statement as part of their terms and conditions of employment. This privacy statement continues to be binding on employees even after their employment has been terminated.

Each patient has the right to access their personal information kept by the practice, in accordance with the Commonwealth Privacy Act (1998) & Privacy Amendment (Private Sector) Act (2000).

All medical records and other files containing patient details are stored so that access is restricted to practice staff.

All employees of this practice are issued with the privacy policy and sign a privacy statement as part of their terms and conditions of employment. The policies and procedures of the practice are further explained during the induction of new staff members, and the induction form is signed by the new employee as confirmation that they understood and accept their obligation in relation to patient privacy and the confidentiality of medical information.

This privacy policy is to provide information to you, our patient, on how your personal information (which includes your health information) is collected and used within our practice, and the circumstances in which we may share it with third parties.

Why and When Your Consent is Necessary
When you register as a patient of our practice, you provide consent for our General Practitioners and practice staff to access and use your personal information so they can provide you with the best possible healthcare. 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 seek additional consent from you to do this.

Why Do We Collect Use, Hold and Share Your Personal Information?
Clifford Gardens Medical Centre will need to collect your personal information to provide healthcare services to you. Our main purpose for collecting, using, holding and sharing your personal information is to manage your health. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation and business processes.

What Personal Information Do We Collect?
The information we will collect about you includes your:
Names, date of birth, addresses, contact details
Medical information including medical history, medications allergies, adverse events, immunisations, social history, family history and risk factors.
Medicare number (where available) for identification and claiming purposes
Healthcare identifiers
Health fund details
Gender as identified by the patient
Aboriginal and Torres Strait Islander status
Country of origin

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 you make your first appointment our practice staff will collect your personal and demographic information via your registration
During the course of providing medical services, we may collect further personal information. Clifford Gardens Medical Centre participates in the My Health Record system as shared health summaries can be uploaded to your record with written consent.
We may also collect your personal information when you telephone us.
In some circumstances personal information may also be collected from other sources. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:
Your guardian or responsible person
Other involved healthcare providers, such as specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services
Your health fund, Medicare or the Department of Veterans’ Affairs (as necessary).

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 accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy
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 a confidential dispute resolution process
When there is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
During the course of providing medical services, through My Health Record (e.g. via Shared Health Summary Event Summary). Only people who need to access your information will be able to do so. Other than in the course of providing medical 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?
Our practice stores all personal information securely in electronic formats, in protected information systems by unique usernames and passwords on a terminal server.

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 medical records. We require you to put this request in writing addressed to the Practice Manager and our practice will respond within a reasonable time of 30 days. You may be required to see your doctor to further discuss accessing your records and a fee may be incurred.
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 update your information, and you should make such requests in writing to the Practice Manager at the medical centre.

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 it in accordance with our resolution procedure. Feedback forms are located in the reception area and please feel free to speak with our Practice Manager, either in person or by contacting our medical centre. You can also email us at
Note this is a non-reply service, however we aim to respond to all concerns and within 30 days.

Alternatively, you can contact the
Office of the Health Ombudsman,
PO Box 13281 George Street, Brisbane, QLD, 4003.
Phone: 133646
You may also contact the OAIC. Generally, the OAIC will require you to give them time to respond before they will investigate. For further information visit or call the OAIC o 1300 363 992.

Privacy and Our Website
We do not collect personal health information on the Clifford Gardens Medical Centre Website.

Policy Review Statement
This policy will be reviewed regularly and updated in accordance with the legislation. New policies will be available in our waiting areas, reception and our practice website.