Client files are held securely via an electronic document management system which is accessible only to authorised employees. The information on each file includes personal information such as name, address, contact phone numbers, medical history, and other personal information collected as part of providing the healthcare service.
A client’s personal information is collected in a number of ways during healthcare consultations with Acacia Well-Being, including when the client provides information directly to Acacia Well-Being using hardcopy forms, correspondence via email, when the client interacts directly with Acacia Well-Being employees such as the receptionist, and when other health practitioners provide personal information to Acacia Well-Being, via referrals, correspondence and medical reports.
A client’s personal information is gathered and used for the purpose of providing healthcare services, which includes assessing, diagnosing and treating a client’s presenting issue. The personal information is retained in order to document what happens during sessions, and enables the clinician to provide a relevant and informed healthcare service.
Clients’ personal information will remain confidential except when:
A client’s personal information is not disclosed to overseas recipients, unless the client consents or such disclosure is otherwise required by law. Clients’ personal information will not be used, sold, rented or disclosed for any other purpose.
In the event that unauthorised access, disclosure or loss of a client’s personal information occurs Acacia Well-Being will activate its data breach plan and use all reasonable endeavours to minimise any risk of consequential serious harm.
At any stage clients may request to see and correct the personal information about them kept on file. The clinician may discuss the contents with them and/or give them a copy, subject to the exceptions in the Privacy Act 1988 (Cth). If satisfied that personal information is inaccurate, out of date or incomplete, reasonable steps will be taken in the circumstances to ensure that this information is corrected. All requests by clients for access to or correction of personal information held about them should be lodged with the Practice Manager, Acacia Well-Being. These requests will be responded to in writing within 30 days, and an appointment will be made if necessary for clarification purposes.
If clients have a concern about the management of their personal information, they may inform Acacia Well-Being. Upon request they can obtain a copy of the Australian Privacy Principles, which describe their rights and how their personal information should be handled. Ultimately, if clients wish to lodge a formal complaint about the use of, disclosure of, or access to, their personal information, they may do so with the Office of the Australian Information Commissioner by phone on 1300 363 992, online at http://www.oaic.gov.au/privacy/making-a-privacy-complaint or by post to: Office of the Australian Information Commissioner, GPO Box 5218, Sydney, NSW 2001.