GMC Privacy Policy

Gawler Medical Clinic – Privacy Policy

The purpose of this document is to outline how the Gawler Medical Clinic complies with its confidentiality and privacy obligations. This policy is reviewed on a 12 monthly basis.

As an organisation, our principle concern is and always has been the health of patients who visit our medical clinic. A high level of trust and confidentiality is required to ensure the confidence of the patients who use our service.

Practice Procedure

Gawler Medical Clinic will:

  • Provide a copy of this policy upon request
  • Ensure staff comply with the APP (Australian Privacy Principles) and deal appropriately with inquiries or concerns
  • Take such steps as are reasonable in the circumstances to implement practices, procedures and systems to ensure compliance with the APP and deal with inquiries or complaints
  • Collect personal information for the primary purpose of managing a patient’s healthcare and for financial claims and payments.

Staff Responsibility

Gawler Medical Clinic’s staff will take responsible steps to ensure patients understand:

  • What information has been and is being collected
  • Why the information is being collected, and whether this is due to a legal requirement
  • How the information will be used or disclosed
  • Why and when their consent is necessary
  • The Practice’s procedures for access and correction of the information, and responding to complaints of information breaches, including by providing this policy.

Patient Consent

Gawler Medical Clinic will only interpret and apply a patient’s consent for the primary purpose for which it was provided. The Practice staff must seek additional consent from the patient if the personal information may be used for any other purpose.

Collection of Information

Gawler Medical Clinic will need to collect personal information as a provision of clinical services to a patient at the practice. Collected personal information will include patients’:

  • Names, addresses and contact details
  • Medicare number (where available), for identification and claiming purposes
  • Healthcare identifiers
  • Medical information including medical history, observations, correspondence in/out, pathology results, radiology
    results, medications, allergies, adverse events, immunisations, social history, family history and risk factors
  • Preferred contact method for communication such as appointment reminders, recalls, results etc.

A patient’s personal information may be held at the Practice in various forms:

  • As paper records
  • As electronic records
  • As visual – x-rays, CT scans, videos and photos

Gawler Medical Clinic does not currently have the capacity to undertake real-time audio/visual recording or duplication of consultations including those conducted via telehealth and those conducted remotely. Should this change then the patient’s permission would be sought for such recording.

The Practice’s procedure for collecting personal information is set out below.

  1. Practice staff collect patients’ personal and demographic information via registration when patients present to the Practice for the first time. Patients are encouraged to pay attention to the collection statement attached to/within the form and information about the management of collected information and patient privacy.
  2. During the course of providing medical services, the Practice’s healthcare practitioners will consequently collect further personal information.
  3. Personal information may also be collected from the patient’s guardian or responsible person (where practicable and necessary), or from any other involved healthcare specialists.

The Practice holds all personal information securely, whether in electronic format, in protected information systems or in hard copy format in a secured environment.

Use and Disclosure of Information

Personal information will only be used for the purpose of providing medical services and for claims and payments, unless
otherwise consented to. Some disclosure may occur to third parties engaged by or for the Practice for business purposes, such
as accreditation or for the provision of information technology. These third parties are required to comply with this policy. The
Practice will inform the patient where there is a statutory requirement to disclose certain personal information (for example,
some diseases require mandatory notification).

In our practice we use a medical software program that enables us to only send relevant information in referrals or

Gawler Medical Clinic will not disclose personal information to any third party other than in the course of providing medical
services, without full disclosure to the patient of the recipient, the reason for the information transfer and full consent from the patient. The Practice will not disclose personal information to anyone outside Australia without need and without patient

Gawler Medical do not collect personal information through our website or social media.

Exceptions to disclose without patient consent where the information is:

  • Required by law
  • 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 a confidential dispute resolution process.

The Practice will not use any personal information in relation to direct marketing to a patient without that patient’s express consent. Patients may opt-out of direct marketing at any time by notifying the Practice in a letter or email.

The Practice evaluates all unsolicited information it receives to decide if it should be kept, acted on, or destroyed.

Access, Corrections and Privacy Concerns

The Practice acknowledges patients may request access to their medical records. Patients are encouraged to make this request
in writing, and the Practice will respond within a reasonable time.

The Practice will take reasonable steps to correct personal information where it is satisfied they are not accurate or up to date.
From time to time, the Practice will ask patients to verify the personal information held by the Practice is correct and up to date.
Patients may also request the Practice corrects or updates their information, and patients should make such requests in writing.
Patients 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.

The Practice takes complaints and concerns about the privacy of patients’ personal information seriously. Patients should
express any privacy concerns in writing. The Practice will then attempt to resolve it in accordance with its complaint resolution
procedure. Patients/carers may write to the clinic anonymously or speak to the Practice Manager or Doctor privately.

Practice Manager
PO Box 194
GAWLER SA 5118                   [email protected]

However, if you feel there is a problem you wish to take up outside, you may contact:

SA Health and Community Services Complaints Commissioner (HCSCC)L4 East Wing, 50 Grenfell St Adelaide
[email protected] ph 08 82268666 nor 1800232007


N:\Accreditation\Privacy and Medical Records\GMC Privacy Policy.docx
Reviewed 26/08/2020, 13/05/2022, reviewed 13/07/2023, reviewed 20/11/23