Easy Street Medical Centre

Current as of: 03 August 2025

Introduction

The objective of this document is to provide you, our patient, with clear information on how your personal information is collected and used within the practice. Occasionally we also need to share your personal information to involve others in your healthcare and this policy outlines when, how, and why we share your information.

Who can I contact about this policy?

For enquiries concerning this policy, you can contact [email protected].

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.

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.

What personal information is collected?

The information we will collect about you includes your:

  • Names, date of birth, addresses, contact details
  • Medical information including medical history, medicines, allergies, and adverse reactions, immunisations, social history, family history, and risk factors
  • Medicare number (where available) for identification and claiming purposes
  • Healthcare identifier numbers
  • Health fund details

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.

Patients wishing to remain anonymous are required to pay without Medicare claims on your behalf and without matching name and date of birth as recorded by Medicare.

How is Personal Information Collected?

Our practice may collect your personal information in several different ways:

  • When you make your first appointment, the practice team will collect your personal and demographic information via your registration.
  • We may also collect your personal information when you:
    • Visit our website
    • Send us an email or SMS
    • Telephone us
    • Make an online appointment
    • Communicate with us using social media
  • In some circumstances, personal information may also be collected from other sources, including:
    • 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 (if relevant)
  • While providing medical services, further personal information may be collected via:
    • Electronic prescribing
    • My Health Record
    • Online appointments

Images and Visual Information

  • CCTV footage: Collected from our premises for security and safety purposes.
  • Photos and medical images: These may be taken using personal devices for medical purposes, following our guidelines on the use of personal devices for medical images.

We will always comply with privacy obligations when collecting personal information from third-party sources. This includes ensuring transparency with patients, obtaining necessary consents, maintaining data accuracy, securing the information, and using it only for specified purposes.

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 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 when 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 processes
  • When it is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
  • For the provision of medical services through electronic prescribing, or via My Health Record (e.g. Shared Health Summary, Event Summary)

Access and Disclosure of Personal Information

Only people who need to access your personal information will be able to do so. Other than for providing
medical services or as otherwise described in this policy, the practice will not share your personal information
with any third party without your consent.

We do not share your personal information with anyone outside Australia (unless under exceptional
circumstances permitted by law) without your consent.

Will Your Information Be Used for Marketing Purposes?

Our practice will not use your personal information for marketing any goods or services directly to you without your express consent. If you do provide consent, you may opt out of direct marketing at any time by notifying the practice in writing.

How Is Your Information Used to Improve Services?

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

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

Occasionally, general practices are approached by research teams seeking to recruit eligible patients into specific studies that require access to identifiable information. You may be approached by a member of our practice team regarding participation. Researchers will not contact you directly unless you have provided express consent to the practice.

If you provide consent, you will receive detailed information about the research project and how your personal health information will be used, allowing you to decide whether or not to participate.

How Are Document Automation Technologies Used?

Document automation refers to systems that use existing data to generate electronic documents related to medical conditions and healthcare.

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

These technologies are used through secure medical software such as Best Practice. All users of this software have unique user credentials and passwords and can only access information relevant to their roles within the practice.

The practice complies with Australian privacy legislation and the Australian Privacy Principles (APPs) to protect your information. All data, both electronic and paper-based, is stored and managed in accordance with the Royal Australian College of General Practitioners’ guidelines on privacy and managing health information.

How are Artificial Intelligence (AI) Scribes used?

Our practice uses an AI scribe tool to support GPs in taking notes during consultations. The AI scribe uses an audio recording of your consultation to generate a clinical note for your health record.

The AI does not make any medical decisions or replace professional judgement. All outputs from the AI are reviewed and validated by your doctor.

  • AI does not share information outside of Australia.
  • The audio file is destroyed once the transcription is complete.
  • Sensitive and personally identifying information is removed during the transcription process.

Our practice will only use data from the digital scribe service to provide healthcare to you. Doctors will only use the AI tool with your consent. You may opt out at any time without it affecting your care. If you have any questions or prefer not to use this service, please let us know.

How Is Your Personal Information Stored and Protected?

Your personal information may be stored in various forms. Our practice stores all personal information securely, primarily using electronic records to manage your health information.

  • All computers are password-protected and staff access is restricted.
  • All staff members receive training on privacy and confidentiality during their induction.
  • All staff sign a confidentiality agreement and are required to review privacy policies annually.

How Can You Access and Correct Your Personal Information?

You have the right to request access to and correction of your personal information. Our practice acknowledges and supports patients’ rights to access their medical records.

We will respond to any requests to access or correct personal information within 30 days and will take reasonable steps to ensure your information is accurate and up to date.

At times, we may ask you to verify the information we hold to ensure it is correct. If you would like to request a correction or update, please contact us at: [email protected].

How Can You Lodge a Privacy-Related Complaint?

We take complaints and concerns regarding privacy seriously. If you have any privacy concerns, please contact us. We will aim to resolve the issue in accordance with our resolution procedure.

You can lodge a complaint by email at [email protected] or by post to:

1 Easy Street,
Loganholme, 4219
Queensland

If you do not feel we have resolved your issue, you may also contact the Office of the Australian Information Commissioner (OAIC). The OAIC requires that you allow us reasonable time to respond before they begin an investigation.

For further information, visit www.oaic.gov.au or call the OAIC on 1300 363 992.

How Is Privacy Maintained on Our Website?

At Easy Street Medical Centre, any personal information you share with us through our website, email, or social media is handled securely and confidentially. Our practice uses website analytics and cookies to enhance your experience and improve our services.

Policy Review Statement

Our privacy policy is reviewed regularly to ensure it remains compliant with current legal and ethical obligations.

If any changes are made:

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

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