This policy explains how Relational Minds collects, uses and discloses personal information.
Relational Minds is committed to the protection and responsible handling of the data we collect.
Who we are
Relational Minds is a child and family focused mental health clinic that provides psychotherapeutic and psychiatric services as well as mental health education. Our location and services information can be found on our website at https://relationalminds.com.au/contact-us/
What personal information do we collect?
Personal information is information about you, from which your identity could reasonably be ascertained. The types of personal information we may collect includes (but is not limited to):
- Names, date of birth, addresses, contact details
- Medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors
- Medicare number (where available) for identification and claiming purposes
- Healthcare identifiers
- Health fund details.
- Select financial details as part of our financial agreement
Where Relational Minds requests that you provide your personal information and you elect not to provide it, you acknowledge and accept that we may not be able to provide you with some or all of the services or information that you may be seeking or that we offer.
How do we collect your personal information?
Our practice will collect your personal information:
- When you make your first appointment our practice staff will collect your personal and demographic information via your registration.
- During the course of providing medical services, we may collect further personal information.
- 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. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:
- 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 Veteran’s Affairs (as necessary).
- Your guardian or responsible person.
Why and when your consent is necessary
When you register as a patient of Relational Minds, you provide consent for GPs and practice staff to access and use your personal information so they can provide you with the best possible healthcare. Only staff who need to see your personal information will have access to it.
If we need to use your information for anything else, we will seek additional consent from you to do this.
Why do we collect, use, hold and share your personal information?
Relational Minds will need to collect your personal information to provide healthcare services to you. Our main purpose for collecting, using, holding and sharing your personal information is to manage your health. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes.
Who do we share your personal information with?
We sometimes share your personal information:
- With third parties who work with our practice for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy
- With other healthcare providers
- 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 there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification)
- During the course of providing medical services, through Electronic Transfer of Prescriptions (eTP), MyHealth Record/PCEHR system (e.g. via Shared Health Summary, Event Summary).
Only people that need to access your information will be able to do so
Other than in the course of providing medical services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent. We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Relational Minds will not use your personal information for marketing any of our 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 our practice in writing.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms. As paper records, as electronic records, as visual (X-rays, imaging scans, videos and photos), as audio recordings. Relational Minds stores all personal information securely.
Information in electronic format, is stored in protected information systems. Hard copy format records are stored in a secured environment. We use passwords, secure cabinets, for electronic data and confidentiality agreements for staff and contractors.
Data Quality and Security
Relational Minds will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time-to-time, we will ask you to verify your personal information held by our practice is correct and up to date. You may also request that we correct or update your information, and you should make such requests in writing to the reception team at firstname.lastname@example.org.
Dealing with us anonymously
You have the right to 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.
How can you access and correct your personal information at our practice?
You have the right to request access to, and correction of, your personal information. We acknowledge patients may request access to their medical records. We require you to put this request in writing either by letter or email (email@example.com) and we will respond within 30 days. Charges may apply to cover the cost of accessing and providing this information to you.
These technologies include:
- Google Analytics: Google Analytics data refers to visitor logs and statistics about the path a user takes while using a site. This technology is used purely for statistical purposes (such as tracking unique browsers to the sites);
- Cookies: Cookies are small data files that are placed on a user’s computer/tablet device/mobile device, which are used to collect statistical information each time a user accesses a site (for example, the number of visits to the website, documents viewed, how the site is navigated and the type of search engine used to arrive at the site);
You may be able to disable or avoid some of these technologies by adjusting your Internet browser settings, though doing so may prevent you from taking advantage of improvements to the sites Relational Minds maintains or receiving services or information from Relational Minds.
Relational Minds reserves the right to continue to update and change its websites, without notice.
How can you lodge a privacy related complaint, and how will the complaint be handled at our practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve it in accordance with our resolution procedure. All complaints should be addressed to the Admin Manager and emailed to firstname.lastname@example.org or alternatively a letter can be posted to PO Box 909, Woodend Victoria 3442. You should receive a response within 30 days of lodging your complaint or concern.
You may also contact the Office of the Victorian Information Commissioner (OVIC).For further information visit www.ovic.gov.au or call 1300 006 842 (1300 00 OVIC)
Jurisdiction & Governing Law
Health Records Act, 2001
State of Victoria, Australia.
Health Privacy Principles (Victoria)
Updates, Revisions, Amendments
Relational Minds reserves the right to amend this policy from time to time.
Last reviewed & updated
25th August 2021.