Spot Check Clinic is committed to protecting the privacy of patient information and to handling personal information in a responsible manner in accordance with the Privacy Act 1988 (Cth), the Privacy Amendment (Enhancing Privacy Protection) Act 2012, the Australian Privacy Principles and relevant State and Territory privacy legislation (referred to as privacy legislation).
We collect information that is necessary and relevant to provide you with medical care and treatment, and manage our medical practice. This information may include your name, address, date of birth, gender, health information, photographs of your skin, family history, credit card and direct debit details and contact details. This information may be stored on our computer medical records system and/or in hand written medical records.
Wherever practicable we will only collect information from you personally. However, we may also need to collect information from other sources such as treating specialists, pathologists, hospitals and other health care providers.
We collect information in various ways, such as over the phone or in writing, in person in our clinic, via email or websites (our own or third party providers). This information may be collected by medical and non-medical staff.
In emergency situations we may also need to collect information from your relatives or friends.
We are required by law to retain medical records for a certain period of time, depending on your age at the time we provide services.
Use and Disclosure
We will treat your personal information as strictly private and confidential. We will only use or disclose it for purposes directly related to your care and treatment, or in ways that you would reasonably expect that we may use it for your ongoing care and treatment, for example, the disclosure of investigation results to your specialist or requests for pathology.
There are circumstances where we may be permitted or required by law to disclose your personal information to third parties. For example, to Medicare, police, insurers, solicitors, government regulatory bodies, tribunals, courts of law, hospitals, or debt collection agents. We may also from time to time provide statistical data to third parties for research purposes.
We may disclose information about you to outside contractors to carry out activities on our behalf, such as an IT service provider, solicitor or debt collection agent. We impose security and confidentiality requirements on how they handle your personal information. Outside contractors are required not to use information about you for any purpose except for those activities we have asked them to perform.
Data Quality and Security
We will take reasonable steps to ensure that your personal information is accurate, complete, up to date and relevant. For this purpose our staff may ask you to confirm that your contact details are correct when you attend a consultation. We request that you let us know if any of the information we hold about you is incorrect or out of date.
Personal information that we hold is protected by:
- securing our premises; and
- placing passwords and varying access levels on databases to limit access and protect electronic information from unauthorised interference, access, modification and disclosure
Information about you stored on our website and third party providers (e.g. medical records and photographic management) is:
- stored and managed only on servers located in Australia.
Electronic Transmission of Medical Information
In some cases we may wish to send information about you by email or text message. For example
- If you request copies of your medical records
- We may send pathology results by email so that you have a written copy for your records
- You may request SMS notification of your results
- We may notify you by email about upcoming or missed appointments
- If we refer you to a specialist or hospital clinic, we may send photographs of your skin to that specialist or hospital by email
Because we cannot guarantee the security of unencrypted email, we will always obtain your permission before sending any medical information about you by email.
If you believe that the information we have about you is not accurate, complete or up-to-date, we ask that you contact us in writing (see details below).
You are entitled to request access to your medical records. We ask that you put your request in writing and we will respond to it within a reasonable time.
There may be a fee for the administrative costs of retrieving and providing you with copies of your medical records.
We may deny access to your medical records in certain circumstances permitted by law, for example, if disclosure may cause a serious threat to your health or safety. We will always tell you why access is denied and the options you have to respond to our decision.
In most cases, you will automatically have access to any clinical photographs we take and copies of patholgy results via the DermEngine service. You may download and share this information as you wish. Spot Check Clinic accepts no responsibility for the consequences of your actions should you choose to share this information, alter your own records, or allow access by third parties.
If you have a complaint about the privacy of your personal information, we request that you contact us in writing. Upon receipt of a complaint we will consider the details and attempt to resolve it in accordance with our complaints handling procedures.
If you are dissatisfied with our handling of a complaint or the outcome you may make an application to the Australian Information Commissioner or the Privacy Commissioner in your State or Territory.
Overseas Transfer of Data
Your medical records and photographs are hosted on servers located in Australia.
We will not transfer your personal information to an overseas recipient unless we have your consent or we are required to do so by law.
Please use our contact form for any queries, complaints, requests for access to medical records.