This privacy policy is current as of the 4th June 2025. 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.

Contact Regarding This Policy

For enquiries concerning this policy, you can contact the practice manager, Gillian, on 0296878344 or via email reception@mgorthopaedics.com.au.

When and Why Consent is Necessary

When you register as a patient of this practice, you provide consent for the doctor 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.

Collection, Usage, Storage and Sharing of 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. 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. 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.

Means of Information Collection

The practice may collect your personal information in several different ways. When you make contact to organise 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, 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). Various types of images may be collected and used, including photos and medical images. These can be taken using personal devices for medical purposes, following the guidelines outlined in our guide on using personal devices for medical images.

Patient Communication

As part of providing our services, we may need to communicate with you using various methods, including telephone, mobile phone, SMS, and email. These communications may include appointment reminders, followup information, test results (where appropriate), and other healthcare-related correspondence. By providing your contact details, you consent to us using these methods unless you advise us otherwise. While we take reasonable steps to ensure your information is kept secure, please be aware that electronic communications (such as email and SMS) may not always be fully secure. If you have concerns about how you receive communications from us, please let our staff know so we can accommodate your preferences.

Sharing of 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 (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 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. 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 service such as through electronic prescribing. Only people who need to access your personal information will be able to do so. Other than providing medical 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. 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.

Information Usage 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-identified information included. At times, medical 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.

Document Automation Technologies

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. 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 managing health information guidance.

Artificial Intelligence (AI) Scribing

The practice uses an AI scribe tool to support the doctor take notes during their consultations with you. The AI scribe uses an audio recording of your consultation to generate a clinical note for your health record. The practice AI scribe service is Iscribe. Iscribe does/does not share information outside of Australia. Destroys/stores the audio file once the transcription is complete. Removes/retains sensitive, personal identifying information as part of the transcription. The practice will only use data from our digital scribe service to provide healthcare to you.

Storage and Protection of Personal Information

Your personal information may be stored in various forms both paper and digitally. The practice stores all personal information securely.

Accessing Your Personal Information

You have the right to request access to, and correction of, your personal information. The practice acknowledges patients may request access to their medical records. The practice will respond to any requests to access or correct your personal information within a reasonable timeframe. 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 the practice manager on 9687 8344 or via email reception@mgorthopaedics.com.au.

Privacy Related Complaint

We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure. 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.

Maintenance of Website Privacy

At MG Orthopaedics, any personal information you share with us through website, email, and social media, is handled securely and confidentially.

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 patients via email or other means. Please check the policy periodically for updates. If you have any questions, feel free to contact us.