The objective of this document is to provide you, our client, 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.
1. Who can I contact about this policy?
For enquiries concerning this policy, you can contact Lauren Blair, lauren@blueberrynutrition.com.au.
2. When and why is your consent necessary?
When you register as a client of this practice, you provide consent for the practice 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 client, 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.
All information and data is stored and managed in accordance with Dietitians Australia's requirements of a minimum of 7 year for adults and up to the age of 25 years for children.
4. 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.
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. There may be consequences for clients who choose not to identify themselves, such as compromised ongoing healthcare and the ability to claim a Medicare or health fund rebate.
6. How is personal information collected?
The 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 an online registration form.
We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment, or 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:
- My Health Record
- online appointments.
We will always comply with privacy obligations when collecting personal information from third-party sources. This includes ensuring transparency with clients, obtaining necessary consents, maintaining data accuracy, securing the information, and using it only for specified purposes.
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 Australian Privacy Principles 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 client's life, health or safety or public health or safety, or it is impractical to obtain the client's consent
- to assist in locating a missing person
- to establish, exercise or defend an equitable claim
- for 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, My Health Record (e.g. via Shared Health Summary, Event Summary).
Only people who need to access your personal information will be able to do so. Other than providing dietetic services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent.
We do not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
8. Will your information be used for marketing purposes?
The practice will not use your personal information for marketing any 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 the practice in writing.
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 clients through research, analysis of client data for quality improvement and for training activities.
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 Cliniko.
All users of the medical software have their own unique user credentials, password and two-factor authentication 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.
11. How is your personal information stored and protected?
Your personal information will be stored in electronic form including visual and audio records (if relevant and available). The practice stores all personal information securely with a password-secured, two factor authentication environment.
12. How can you access and correct your personal information at the practice?
You have the right to request access to, and correction of, your personal information. Clients may request access to their medical records, by emailing lauren@blueberrynutrition.com.au. The practice will respond to any requests to access or correct your personal information within 5 business days.
13. How can you lodge a complaint, and how will the complaint be handled at the practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in a timely manner, in writing via email to lauren@blueberrynutrition.com.au. We will then attempt to resolve it within a reasonable timeframe relevant to the complaint. If you do not feel we have resolved your issue you may also contact the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner will require you to give them time to respond before they investigate. For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.
Lauren is an Accredited Practising Dietitian and a member of Dietitians Australia, the governing body of Dietitians in Australia. If you have a complaint about conduct, engage your dietitian directly. If you are not satisfied with the outcome, contact credentialing@dietitiansaustralia.org.au with all relevant information regarding your complaint.
14. How is privacy on the website maintained?
At Blueberry any personal information you share with us through website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies. You have the option to accept all, decline all or manage your own cookie settings in the pop-up banner prior to entering the website.
15. Policy review statement
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 clients via email or other means.
Please check the policy periodically for updates. If you have any questions, feel free to contact us at lauren@blueberrynutrition.com.au