Why and when your consent is necessary
When you register as a client of Wellbeing Services or as a participant of the Optimal Health Program, you provide consent for our practitioners and practice staff to access and use your personal information, so they can provide you with the best possible support and service. 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?
Our practice will need to collect your personal information to provide collaborative therapy services to you. Our main purpose for collecting, using, holding and sharing your personal information when required by a duty of care is to help you 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 (e.g. staff training and program evaluation).
What personal information do we collect?
The information we will collect about you includes your:
How do we collect your personal information?
Our agency may collect your personal information in several different ways:
When, why and with whom do we share your personal information?
We sometimes share your personal information:
Only people who need to access your information will be able to do so. Other than in the course of providing services or as otherwise described in this policy, our agency 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. In the event you are travelling outside of Australia and your records are requested to assist in your health needs whilst overseas, your records may be supplied with the correct authority.
Our agency will not use your personal information for marketing any of our goods or services directly to you.
How do we store and protect your personal information?
Your personal information may be stored at our agency in various forms. The majority of our records are in electronic format. Any correspondence, received in an alternative method eg: post, are then scanned into your personal records and the paper document is then shredded. Documented photos, assessment measures are stored in your electronic records along with all correspondence we receive from you.
Our agency stores all personal information securely and is password protected.
All electronic patient records, personal information, etc are securely stored using individual passwords, confidentiality agreements for any staff and or contractors entering the premises. This system is maintained both within the agency, and via our IT consultants. Encrypted Back-ups of all data are performed daily and held securely in the event of a fire etc.
How can you access and correct your personal information at our agency?
You have the right to request access to, and correction of, your personal information.
Our agency acknowledges participants may request access to their records. We require you to put this request in writing and our agency will respond within a reasonable time. Generally, within 30 days of receipt of the request. Once the request has been considered and approved by the Director, you will be required to make an appointment with your preferred practitioner. There will be a fee of $80.00 + GST charged for the practitioner’s time, when you attend your appointment. (Please note this cannot be claimed through your referee agency.)
You must also provide, within your initial request, a statement identifying that the request is not required for any legal matters.
Our agency will take reasonable steps to correct your personal information where the information is not accurate or up to date. Each visit, face to face or online, we will ask you to verify that your personal information held by our agency is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to firstname.lastname@example.org by completing a new participant registration form with your new details.
How can you lodge a privacy-related complaint, and how will the complaint be handled at Optimal Health?
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.
Please contact our practice vis the following methods:
1 Postal: Director, PO Box 415, Prahran VIC 3181
3 Tel: 0413 251 498
Please allow 30 days to receive a response, so our management team can review and respond appropriately.
Privacy and our website
Our website www.optimalhealth.org.au is available for your convenience. You may contact us through our website via e-mail for your convenience. Please note: we do not provide advice via e-mail and our website is general advice only about our Wellbeing Services, Education Programs and the Optimal Health Program.
Please see your doctor or appropriate clinician for any medical advice required. Optimal Health is not a medical treatment service. In case of an emergency dial 000.
Policy review statement