Privacy Policy

Current as of: 17 July 2025

Purpose

This Privacy Policy provides you, our patient, with clear information about how your personal information is collected, used, stored, and shared at MyClinic Group. We may need to share your information with others involved in your healthcare, and this policy outlines when and why that may occur.

Patient health records are confidential documents containing personal, medical, and treatment information used for the provision of healthcare.

We review this policy annually or earlier if legislative changes or practice operations change significantly.

1. Who can I contact about this policy?

For any enquiries, please contact:

Privacy Officer
Email: Leigh@myclinicgroup.com.au
Phone: (03) 98262699
Mail: MyClinic 52 Commercial Rd, Prahran 3141

2. When and why is your consent necessary?

When you register as a patient of this practice, you provide consent for the GPs and practice staff to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to practice team members who require it for your care. If we ever use your personal information for purposes other than outlined in this document, we will obtain additional consent from you. 

It is important to us that as our patient, you understand why we collect and use your personal information. 

By acknowledging this Privacy Policy you consent to us collecting, holding, using, retaining and disclosing your personal information in the manners described below.

3. Why do we collect, use, store and share your personal information?

The practice collects, uses, stores, and shares your personal information primarily to manage your health safely and effectively. This includes providing healthcare services, managing medical records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as practice audits, accreditation purposes, and staff training to maintain high-quality service standards.

4. What personal information is collected?

Information we collect includes:

– Name, date of birth, address, contact details
– Medical history, medications, allergies, immunisations, family history
– Medicare and healthcare identifiers
– Health fund information

5. Can you deal with us anonymously?

You can 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.

6. How is personal information collected?

We collect your information when you:

– Register as a patient
– Call, email, message, book online, or engage with us on social media
– Use services like electronic prescribing and My Health Record

We may also receive information from:

– Guardians or next of kin
– Other health providers (e.g. specialists, hospitals)
– Medicare, DVA or health funds

Images may be collected through:

– CCTV (for security in common areas such as entrances and car parks)
– Photos/medical images (taken under clinical guidelines and with consent)

We comply with privacy laws when collecting information from third-party sources.

7. When, why, and with whom do we share your personal information?

We sometimes share your personal information:

• with third parties 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 (e.g. In referral letters)
• 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
• or the purpose of confidential dispute resolution process
• When it is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
• When it is provision of medical services, through electronic prescribing, My Health Record (e.g. via Shared  Health Summary, Event Summary).

We do not share your personal information outside Australia unless:
– Required by law
– With your explicit consent

Currently, MyClinic Group does not send data overseas.

8. Will your information be used for marketing?

No, we will not use your personal information for marketing without your express written consent. You can opt out of any approved marketing at any time.

9. How is your information used to improve services?

The practice may use your personal information to improve the quality of the services offered to patients through research, analysis of patient data for quality improvement and for training activities with the practice team

We may provide de-identified data to other organisations to improve population health outcomes. If we provide this information to other organisations patients cannot be identified from the information we share, the information is secure and is stored within Australia. You can let reception staff know if you do not want your de-identifiedinformation included.

At times, general practices are approached by research teams to recruit eligible patients into specific studies which require access to identifiable information. You may be approached by a member of our practice team to participate in research. Researchers will not approach you directly without your express consent having been provided to the practice. If you provide consent, you would then receive specific information on the research project and how your personal health information will be used, at which point you can decide to participate or not participate in the research project.

10. How are document automation technologies used?

Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.

The practice uses document automation technologies to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant medical information.

These document automation technologies are used through secure medical software Best Practice Software

All users of the medical software have their own unique user credentials and password and can only access information that is relevant to their role in the practice team.

The practice complies with the Australian privacy legislation and APPs to protect your information.

All data, both electronic and paper are stored and managed in accordance with the Royal Australian College of General Practitioners Privacy and managing health information guidance.

Each staff member has unique login credentials, and data is stored securely in compliance with RACGP guidelines.

11. How are Artificial Intelligence (AI) scribes used?

MyClinic Group uses AI scribe tool to support doctors during consultations. It:

– does not store recordings
– does not share data outside Australia
– removes identifying information after transcription

You may opt out of AI scribe use. Please notify your doctor or reception if you prefer this.

12. How is your personal information stored and protected?

Your personal information may be stored as:

– Electronic records (in password-protected systems)

All staff are bound by confidentiality agreements. CCTV footage is stored securely and only accessible to authorised personnel. CCTV is used in public areas only (e.g., car park and waiting areas), not in consultation rooms.

13. How can you access or correct your personal information?

You may request access to or correction of your records by contacting:

Email: leigh@myclinicgroup.com.au

We aim to respond within 30 days.
Fees apply for access, but not for the request itself.

The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by the practice is correct and current. You may request we correct or update your information. To do this please contact viaLeigh@myclinicgroup.com.au

14. How can you lodge a privacy complaint?

If you have concerns about how your privacy is handled, contact us:

Email: leigh@myclinicgroup.com.au

We aim to respond within 30 days.

If unresolved, contact:
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992

Victorian Health Complaints Commissioner:
Website: www.hcc.vic.gov.au

15. How is privacy on the website maintained?

Any information submitted via our website, email, or social media is handled confidentially and securely. Our website uses cookies and analytics to improve user experience.

16. Policy review

Our privacy policy is regularly reviewed to ensure compliance with current obligations.

If any changes are made:

• They will be reflected on the website.
• Significant changes may be communicated directly to patients via email or other means.

Please check the policy periodically for updates. If you have any questions, feel free to contact us.