West Perth Oral & Maxillofacial Surgery respects and upholds individual’s rights to privacy protection under the Privacy Act (1988).
References in this policy to personal information include sensitive information.
A copy of the Patient Privacy Information Sheet (based on this policy) is to be made available to patients who wish to obtain details about the hospital’s patient information management practices.
Where it is lawful and practicable to do so, individuals may deal with West Perth Oral & Maxillofacial Surgery anonymously or use a pseudonym (e.g. when enquiring about services generally). However, in many instances an individual’s identity needs to be established, such as when a health service is provided and when responding to complaints. If all of the personal information requested by the hospital is not received, these tasks may not be possible.
The information collected by West Perth Oral & Maxillofacial Surgery will depend on who the individual is, such as a patient admitted to hospital, referring practitioner, a health service provider, an employee, a supplier or contractor, a patient’s next of kin, a guardian or other responsible person, an emergency contact or person responsible for paying an account, and may include:
West Perth Oral & Maxillofacial Surgery collect personal information directly from the individual concerned where it is reasonably practicable to do so. This may take place when the individual completes documents such as an admission, health insurance claim or other form, provides information over the telephone, is treated at the hospital or applies for a job, accreditation rights or service contract. However, depending on who the individual is, personal information may be collected from third parties such as:
Sensitive information about an individual is collected either directly from the individual or from a third party, with the individual’s consent (which may be implied or express, depending on the circumstances).
West Perth Oral & Maxillofacial Surgery uses the personal information it collects and holds:
Personal information is also used in circumstances where required or authorised by Australian law or where the hospital otherwise has consent of the individual or their representative.
Wherever possible West Perth Oral Surgery will de-identify personal information prior to use and/or disclosure.
Unless allowed for by the Australian Privacy Principles, West Perth Oral & Maxillofacial Surgery will not disclose personal information about patients without their consent, except on a confidential basis to agents that are used in the ordinary operation of its business. West Perth Oral & Maxillofacial Surgery do not disclose personal information to overseas recipients without the patient’s written consent.
West Perth Oral & Maxillofacial Surgery stores personal and health information in both paper and electronic form and takes all reasonable steps to ensure that the personal information it collects, uses or discloses is secure, accurate, complete and up-to-date. Personal and health information is retained for the period of time determined by applicable Australian laws after which it is de-identified or disposed of in a secure manner.
West Perth Oral & Maxillofacial Surgery stores personal information contained in paper based and other hard copy documents in a dedicated secure storage area located at the hospital and off-site at an ISO 9001 Certified document storage facility.
Personal information is contained in databases in a secure environment; and such records are only accessible by authorised persons who require access to the personal information for the purpose of carrying out their duties of employment.
Individuals may request access to the personal information the hospital holds about them. The individual’s identity needs to be verified prior to granting access. It is suggested that patients complete a ‘Request to Access Patient Information’ form, available from the hospital or practice, to facilitate the process.
Access may be denied to some or all of the personal information in certain circumstances allowed by the Privacy Act or other applicable laws. If West Perth Oral & Maxillofacial Surgery refuses a request for access, the individual is provided with written notice of the decision, including reasons for denial and how to complain if the individual is not satisfied with the decision. The hospital endeavours to give access to an individual’s personal information in the form they request. However if that is not possible an alternative means of access will be provided. A fee may be charged for collating and providing access to personal and health information.
Personal information the hospital gives access to, will be disclosed to the individual’s authorised representative or legal adviser where the hospital has been given written authority to do so.
West Perth Oral & Maxillofacial Surgery takes reasonable steps to correct the personal information it holds if it is satisfied that it is inaccurate, incomplete and out of date, irrelevant or misleading. If a patient believes that the personal information West Perth Oral Surgery holds needs to be corrected, a ‘Request to Amend Patient Information’ form is available for this purpose. It is hospital policy to take all steps to record the corrections and place them with the patient’s record but under no circumstances does the hospital erase or remove the original health record information.
There may be circumstances in which corrections may have to be refused. If this happens, the individual will be notified in writing of the reasons for the refusal and an explanation provided detailing how they can complain if they are not satisfied.
Individuals who have any questions about privacy, this policy or the way personal information is managed at West Perth Oral & Maxillofacial Surgery, or who believe that their privacy rights have been breached should contact the Business Manager with their question or complaint.
(Business Manager, West Perth Oral Surgery, Suite 2, 1 Walker Avenue, West Perth WA 6005)
West Perth Oral & Maxillofacial Surgery will endeavour to acknowledge receipt of a written complaint within 7 days and provide a written response within a reasonable time frame. It may be necessary to request further information from the complainant before the matter can be resolved. Any such request will be made in writing. If the individual is not satisfied that West Perth Oral & Maxillofacial Surgery has resolved their complaint, they have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC). If they wish to make a complaint or to find out any more information about their privacy rights the OAIC can be contacted as follows:
Individuals may also make a complaint regarding the handling of their health information to
the Office of the Information Commissioner WA:
Telephone number: 1800 621 244
Fax: (08) 6551 7889
In writing: Office of the Information Commissioner, Albert Facey House, 469 Wellington Street, PERTH WA 6000
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