Privacy Policy

1. Introduction

Huntlee Doctors is committed to protecting the privacy, confidentiality and security of your personal information, including your health information. This Privacy Policy explains how we collect, use, store and disclose your personal information, and how you may access or correct that information.

This policy has been developed in accordance with:

• The Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
• The My Health Records Act 2012 (Cth)
• Relevant NSW health records and mandatory reporting legislation
• RACGP Standards for General Practices (current edition)

2. Why We Collect Your Information

Our GPs and practice team collect personal and health information to provide you with safe, high-quality healthcare. Accurate and complete information assists us to diagnose, treat and manage your health appropriately.

A medical record includes all information collected for the purpose of providing care, including but not limited to:

• Clinical notes and progress notes
• Referrals, specialist letters and correspondence
• Pathology and diagnostic imaging results
• Prescriptions and medication records
• Immunisation records
• Appointment records and billing information
• Photographs, scans, X-rays and other diagnostic images

3. Consent

When you register as a patient of Huntlee Doctors, you provide consent for our GPs and authorised practice staff to collect, access, use and disclose your personal information for the primary purpose of providing healthcare.

Only staff members who require access to your information to perform their duties are permitted to do so. If your information is required for a secondary purpose not directly related to your care, we will seek your additional consent unless otherwise permitted or required by law.

4. What Information We Collect

The personal information we may collect includes:

• Identifying information: name, date of birth, address, contact details and emergency contact details
• Demographic information (where relevant and permitted by law)
• Health information: medical history, medications, allergies, adverse reactions, immunisations, family and social history, risk factors and clinical notes
• Medicare number, Department of Veterans’ Affairs (DVA) number or health fund details (for identification and claiming purposes)
• Healthcare Identifiers

5. Anonymous and Pseudonymous Dealings

Where practicable, you may deal with us anonymously or using a pseudonym. However, this may not be possible when providing medical care, processing Medicare claims, or where identification is required by law.

Huntlee Doctors does not routinely communicate clinical information via standard email. Communication is generally provided via telephone, secure electronic systems or secure password protected email.

6. How We Collect Your Information

We may collect your personal information in the following ways:

1. When you register as a new patient or book an appointment
2. During consultations and the provision of medical services
3. Through secure electronic systems such as ePrescribing, My Health Record (including Shared Health Summaries), and other eHealth services
4. When you contact us by telephone, submit online forms, book appointments online, or communicate via approved digital platforms
5. From third parties where it is impracticable to collect information directly from you, including:
   • Parents, guardians or authorised representatives
   • Other healthcare providers involved in your care (e.g. specialists, hospitals, allied health, pathology and imaging services)
   • Medicare, DVA or health funds, where necessary

7. Use and Disclosure of Personal Information

We may use or disclose your personal information:

• To provide medical care and manage your health
• To communicate with other healthcare providers involved in your care, using secure electronic referral systems
• For practice operations such as accreditation, quality improvement, staff training, billing and audits
• Where required or authorised by law (e.g. subpoenas, mandatory disease notifications)
• To prevent or lessen a serious threat to life, health or public safety
• To assist in locating a missing person
• For legal or dispute resolution purposes 

Only information necessary for the relevant purpose is disclosed, and strict confidentiality is maintained at all times.

We do not disclose your personal information to overseas recipients unless permitted by law or with your explicit consent.

Huntlee Doctors does not use your personal information for direct marketing without your express consent. You may withdraw consent for marketing at any time by notifying the practice in writing.

8. Storage and Security of Information

Your personal information is stored securely in electronic medical record systems, including diagnostic images and clinical documents.

We take reasonable steps to protect your information from misuse, loss, unauthorised access or disclosure, including:

• Secure, password-protected clinical software systems
• Role-based access controls
• Confidentiality agreements for staff and contractors
• Secure electronic transmission of eReferrals, eScripts, SMS appointment reminders and recalls 

9. Automation Software

Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.

Huntlee Doctors uses document automation technology to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant information.

These document automation technologies are used through secure medical software Best Practice software the practice uses.

All users of the medical software have their own unique credentials and password and can only access information that is relevant to their role in the practice team.

Huntlee Doctors 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 the Royal Australian College of General Practitioners 

Privacy and managing health information guidance.

https://www.racgp.org.au/running-a-practice/security/managing-practice-information/privacy-of-health-information

10. Access to and Correction of Your Information

You have the right to request access to, and correction of, your personal information.

Requests for access to medical records must be made in writing using a Medical Record Transfer Consent Form. We will respond within a reasonable timeframe, generally within 30 days.

There is no fee for making a request; however, a reasonable administrative fee may apply to cover the cost of providing copies. Any applicable fees will be advised in writing.

If you believe information, we hold is inaccurate, incomplete or out of date, you may request correction in writing. Requests should be directed to the Practice Manager at:

Email: pm.huntleedoctors@gmail.com

11. Definition – Patient Health Records

A collection of information about a patient’s health, assessment, diagnosis, management and treatment, created and maintained by the Huntlee Doctors to support safe and high-quality clinical care.

A patient health record may include (but is not limited to):

• Personal and demographic details
• Medical history and clinical notes
• Examination findings and diagnoses
• Test results and imaging reports
• Referral letters and specialist correspondence
• Prescriptions and medication history
• Care plans and health summaries
• Immunisation records
• Administrative notes relevant to care

Health records may be held in electronic and/or paper format and are stored securely in accordance with the Privacy Act 1988 (Cth) and Australian Privacy Principles.

12. Use of Artificial Intelligence (AI) Tools

Huntlee Doctors uses Heidi Health AI as a clinical documentation support tool during consultations. Heidi Health AI assists clinicians by generating transcript draft clinical notes based on consultation information. All notes are reviewed, edited and approved by the treating clinician before being added to your medical record.

Heidi Health AI operates in accordance with Australian privacy and security requirements. No information is used for purposes other than clinical documentation, and all data is handled securely in line with our privacy obligations.

We do not make warranties, guarantees or undertakings as to how Heidi Health Trading PTY LTD CAN 649783871 TA Heidi Health will collect, store or use your data. Huntlee Doctors will not be liable under any circumstances for any kind recognised by law due to Heidi Health’s conduct. 

Any complaints regarding Heidi Health should be sent to Heidi Health https://www.heidihealth.com/en-au/contact

13. Telehealth and Electronic Communication.

Huntlee Doctors offers telehealth consultations where clinically appropriate.

Telehealth consultations are conducted in accordance with the privacy requirements of the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Huntlee Doctors take reasonable steps to ensure telehealth consultations are conducted using secure and compliant communication platforms.

Telehealth consultations are not routinely audio or visually recorded by the practice.

If recording were ever required for a specific clinical purpose, this would only occur with the patient’s prior informed consent.

Patients are requested not to record telehealth consultations without informing the clinician.

We recommend patients attend telehealth consultations in a private location to maintain confidentiality.

All clinical information discussed during telehealth consultations is documented in the patient’s medical record in the same manner as face-to-face consultations.

14. Privacy Complaints

We take privacy concerns seriously. If you have a complaint regarding the handling of your personal information, please submit it in writing to the Practice Manager, including your full name, contact details and details of the complaint.

We will acknowledge and investigate your complaint and aim to respond within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992
  

15. Policy Review

This Privacy Policy is reviewed regularly to ensure compliance with legislative changes and best practice standards. The current version 2026 is available at the practice, and patients will be notified of material changes where appropriate.

For further information about privacy, visit www.oaic.gov.au.