Privacy Policy
Last Updated: June 2025
At Station Road Medical Hub, we are committed to protecting your privacy and ensuring your personal information is handled securely and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy explains how we collect, use, store and disclose your personal information when you receive healthcare services from our practice.
Contact Us
If you have any questions about this Privacy Policy or how your personal information is managed, please contact us.
Why We Collect Your Information
We collect your personal information to provide you with safe, effective and high-quality healthcare.
This includes:
Providing medical treatment and ongoing healthcare.
Maintaining accurate medical records.
Processing Medicare, health fund and other payments.
Managing appointments and recalls.
Meeting our legal and professional obligations.
Improving the quality and safety of our services through accreditation, staff training and quality improvement activities.
By registering as a patient at our practice, you consent to us collecting, holding, using and disclosing your personal information as described in this Privacy Policy.
What Information We Collect
We may collect information including:
Your name, date of birth and contact details.
Address and emergency contact information.
Medical history, medications, allergies and immunisations.
Family and social history where relevant.
Medicare details.
Healthcare Identifier (IHI) number.
Health fund information.
Other information required to provide your healthcare.
How We Collect Your Information
We collect information directly from you when you:
Register as a patient.
Book appointments.
Attend consultations.
Contact us by phone, email, SMS or through our website.
Use online booking services.
We may also collect information from:
Your guardian or authorised representative.
Other healthcare providers.
Specialists and hospitals.
Pathology and diagnostic imaging providers.
Medicare, your health fund or the Department of Veterans’ Affairs (where applicable).
My Health Record (where authorised).
Medical Images and CCTV
Where clinically necessary, photographs or medical images may be taken as part of your treatment and stored securely within your medical record.
Our practice also operates CCTV in public areas of the clinic for security and safety purposes. Cameras are not installed in consulting or treatment rooms.
How We Use and Share Your Information
Your personal information is only accessed by staff involved in your care or in operating the practice.
We may disclose your information:
To specialists, hospitals, allied health providers, pharmacies and other healthcare professionals involved in your care.
For referrals and care coordination.
To Medicare, health funds or government agencies where required.
To secure IT providers who support our systems.
Where required or authorised by law.
Where necessary to prevent a serious threat to life, health or safety.
For mandatory public health reporting.
We will not disclose your personal information for any other purpose without your consent unless required by law.
Unless permitted by law, your information will not be transferred outside Australia without your consent.
Marketing
We will not use your personal information to market products or services without your express consent.
You may withdraw your consent to receive marketing communications at any time.
Quality Improvement and Research
To continually improve our services, we may use patient information for:
Clinical audits.
Accreditation.
Staff education.
Quality improvement activities.
Where appropriate, de-identified information may be shared for research or public health purposes. Individuals cannot be identified from this information.
If you do not wish your de-identified information to be included, please let our reception team know.
If we participate in research requiring identifiable patient information, your express consent will always be obtained before your information is shared.
Artificial Intelligence (AI) and Clinical Documentation
Station Road Medical Hub may use approved AI-assisted clinical documentation tools, including Heidi AI, to assist doctors in preparing consultation notes.
These tools:
Generate clinical notes from consultation audio.
Delete audio recordings once transcription is complete.
Remove identifying information where possible.
Store and process information in accordance with Australian privacy requirements.
AI tools are used solely to support your healthcare and are not used for marketing purposes.
Electronic Systems
We use secure medical software to manage patient information, including systems for:
Electronic prescribing.
Online appointments.
Patient recalls and reminders.
Clinical document generation.
Access to patient information is restricted through secure user accounts and role-based permissions.
Storage and Security
Your personal information may be stored electronically and, where necessary, in paper records.
We take reasonable steps to protect your information using:
Secure medical software.
Password-protected systems.
Encryption.
Multi-factor authentication.
Controlled staff access.
Secure document storage.
Accessing Your Information
You have the right to request access to your medical records and to request corrections if your information is inaccurate or incomplete.
Requests should be submitted by email or in writing.
We aim to respond within two weeks.
An administration fee may apply for copying or transferring records where permitted by law.
Privacy Complaints
If you have concerns about how your personal information has been handled, please contact us in writing.
We aim to respond within ten business days.
If you are not satisfied with our response, you may contact:
Office of the Australian Information Commissioner (OAIC)
Website: https://www.oaic.gov.au
Phone: 1300 363 992
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in legislation or our practice procedures.
The latest version will always be available on our website. Significant changes may also be communicated directly to patients where appropriate.