Caring for Kids – Website Policy
Current as of September 2021
Caring for Kids is committed to ensuring your personal information is professionally managed in accordance with all Australian Privacy Principles. Privacy protection and confidentiality are essential for quality health care and this outlines how your personal information (which includes your health information) is collected and used within our practice and the circumstances in which we share it with third parties.
Our privacy policy is revised on a regular basis in line with the OAIC legislation and in accordance with the Privacy Act (1998) and Health Records Act (2001). In addition to our professional and ethical obligations, our practice handles your personal information in accordance with federal and state privacy laws.
What personal information we collect and why
When you register as a patient of our practice, your doctor or their support team will need to collect your personal information so they can provide you with the best possible healthcare services. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation. The personal information we collect may include:
- Personal details (name, address, date of birth, Medicare number);
- Your medical history including notes made during the course of a medical consultation;
- Referrals to other health services providers;
- Results and reports received from other health service providers and
- Credit card or direct debit information for billing purposes.
Only practice staff who need to see your personal information will have access to it. All practice staff have signed a Confidentiality Agreement as part of their Employment Contract with us.
How we collect your personal information
Our practice will collect your personal information from you directly wherever practical. This may be in person, over the phone, by email or SMS, or through our website by completing our online forms. In some instances, we may need to collect information from other sources such as referring doctors, treating specialists, pathology, radiology, hospitals, or other healthcare providers.
Who we share your personal information with and when
Your information will only be used or disclosed for purposes directly related to providing you with quality health care, or in way you would reasonably expect us to use it in order to provide you with this service. This includes use or disclosure to;
- The professional team directly involved in your health care, including treating doctors, pathology or radiology services, other specialists and allied health providers outside this medical practice. This may occur through referral to other health care providers when requesting medical tests or in a report or results returned to us following referral
- The Practice’s administrative staff for billing and other administrative tasks necessary to run our practice. Our staff are trained in the handling of personal information in accordance with the Practice Privacy Policy;
- Third parties who work with our practice for business purposes (such as IT providers and accreditation agencies);
- Your health insurance fund, Medicare, TAC, DVA, Workcover, Workcover insurers or other organisations responsible for the financial aspects of your care;
- Statutory requirement to lawfully share certain personal information, such as mandatory notification of certain diseases;
- Where required by law, for example, pursuant to a subpoena;
- Insurers or lawyers for the defence of a medical claim
- When 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
- During the course of providing medical services through Electronic Transfer of Prescriptions (eTP), or My Health Record system.
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.
Only those people that need to access your personal 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.
How we store and protect your personal information
Our practice stores all personal information securely and has strict protocols and policies to ensure your personal information is protected from misuse, loss, interference or unauthorised access: Electronic information is encrypted and password protected through the medical software Clinic to Cloud. All staff and contractors must sign confidentiality agreements prior to commencing work with and for our practice.
How you can access and correct your personal information at our practice
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. We will ask you at different times, to verify your information held by our practice is correct and up to date. Please contact the practice in writing if you become aware that the information, we hold about you is not correct.
You have the right to access and correct personal information that we hold about you, in electronic format. If you wish to access or correct your personal information, we request that you put it in writing and contact the Practice Manager). Your request for access and/or correction will be processed within 30 days.
A fee for the retrieval and copying of your medical record will apply, charged in accordance with the schedule of fees specified in the Health Records Regulations 2008, plus GST.
How you can lodge a privacy related complaint and how it will be handled at our practice
If you have any concerns about your privacy or wish to make a complaint about a privacy breach, contact our Practice Manager (via the website contact form). You should provide us with sufficient details regarding your complaint together with any supporting information. We will take steps to investigate the issue and will notify you in writing of the outcome within 30 days from the receipt date of original written complaint.
If you are not satisfied with our response, you can contact us directly to discuss your further concerns or lodge a complaint with the Australian Information Commissioner at www.oaic.gov.au or call 1300 363 992.
Dealing with us anonymously or withhold your personal information
You are not obliged to give us your personal information, however, should you choose not to, it may limit our ability to provide you with full service or proper medical care. In certain circumstances, we may not be able to provide care to you at all. We encourage you to discuss your concerns with our reception staff prior to your consultation with your doctor.
Separated Parents Policy
Current as of September 2021
At Caring for Kids we strive to provide the best care for children and their families. We understand that at times parents may be separated we therefore acknowledge the following:
- The best interests of the child will be paramount at all times.
- Both parents have equal rights to request access to their child’s medical records unless there is a court order to the contrary or if the child is a mature minor.
- Either parent can consent to treatment but if a dispute arises between parents, we recommend that parents resolve it between themselves, or through the Family Court of Australia process if necessary.
We require that any court orders pertaining to the child be presented to our staff upon registration (to be kept on file) at the child’s first visit.
If parents disagree on treatment, we will endeavour to support and facilitate discussion with both parents together to resolve disputes. However, if this is unsuccessful, it may be necessary for parents to obtain legal advice or involve the family court for a resolution. NB: Legally we are able to proceed with treatment on the basis of one parent’s consent.
Access to the medical records of children can be requested by either parent (unless otherwise stated in court orders). We will require photo identification and a request in writing as per our privacy policy above.
Fee Policy
Our practice is a private billing clinic. We aim to provide the best possible care for children and their families. Our fees are set to reflect the time commitment and quality of care we provide. Medicare rebates are available with a valid referral. Healthcare funds and the NDIS cannot be used to claim Paediatrician fees.
Affordability is an important goal for us in setting fees. Unfortunately, fees are likely to increase over time with changes in Medicare rebates and increases in practice running costs.
Staff will advise the gap and fees when booking initial appointments. Prior to the scheduled appointment we will ask you to sign a fee agreement. Initial appointment fees involve a higher gap than review appointments. Families are encouraged to raise any concerns or questions about fees and payment prior to the day of the appointment.
The fee billed on the day will reflect the item number chosen by the doctor. This will adhere to Medicare rules and reflect the nature of the consultation, the type of problem or problems and the complexity involved.
Payment of fees in full is required on the day of your appointment. Once paid, staff will lodge a medicare claim for you (these rebates are typically paid within 24 hours. After the Medicare rebate, there will normally be a gap or out of pocket amount. Our advice about fees and out of pocket cost is given on the assumption that a valid referral will be on file for your appointment.
Policy review statement
The above policies will be reviewed regularly to ensure it is in accordance with any changes that may occur. We will notify our patients of these changes via our website and provide hard copies upon request at our practice premises.