Updated 7.2.25
Our Privacy Statement
Sydney ENT Specialist/ Sydney Voice & Swallowing are committed to best practice in relation to the management of information we collect.We have developed this privacy policy in compliance with the Privacy Act 1988 to protect patient privacy and provide transparency with regards to how we collect, handle and store this sensitive information.
Introduction
This privacy policy outlines how we use and collect your (our patients) personal information including your medical/health information and if/ when we are required by law to share this information with a third party.
Your Consent:
This is obtained initially during the registration period when you are asked to read and sign the patient registration form. This authority provides consent to our doctors and medical staff to access your information for the purpose of treatment and to be able to provide you with the best possible healthcare. In certain circumstances further information is required for which we will seek a further consent from you:
PRIVACY: In accordance with Schedule 1 of the Privacy Amendment (Enhancing Privacy Protection) Act 2012 which amends the Privacy Act 1988 and the Australian Privacy Principles commencing 12 March 2014 requiring medical practitioners to obtain consent from their patients to collect, use and disclose that patient’s personal information. At times, we may communicate and send attachments via electronic transmission. This information is confidential and is intended for you only, you agree that you will not forward, reproduce, copy or publish the transmission or any attachments whether electronically or otherwise to any other person. This practice will collect information that is necessary to properly advise and treat you, this could also be collected with the use of AI (Artificial Intelligence). With your consent, this practice will use and disclose your information for purposes such as referral to other healthcare providers/hospitals, obtaining advice on treatment options, billing, medical defence insurance notification obligations, deidentified audio-visual information may be used for purposes of medical education or where legally required to produce records. You are entitled to access your files upon request. If you require further information, please discuss this during your consultation. With signing this statement, I hereby agree that I have read and understood it, and give my consent.
What information is collected?
We collect your personal information initially as identifying markers. We use, hold and share your personal information for the purpose of managing your health. This information is also shared with Medicare and/ health funds for financial purposes and claims and rebates.
Information relating to your treatment such as results (pathology, radiology, audiology etc), reports from other specialists, sensitive information, referrals letters from your GP, medical history from your including any allergy information, access to My Health records as permitted and any other information relating to your medical care.
For workers compensation and third-party patients, we also obtain information relating to their employer and insurance companies. There could also be contact with Solicitors and other law practices. In these circumstances, we request an updated authority to be provided to us which is signed by the patient and not be older than 6 months. We also follow this up with our patients to obtain a verbal authority to release any information relating to their claim.
Special requests may be obtained for specific educational, research and / or marketing purposes to use your image (photo or video), recordings of voice or recordings of examinations.
Use of AI
We use AI to transcribe during consultations and in-room procedures. This is done with the use of purpose built medical transcription software. Further information is displayed in the waiting rooms of our practice locations. Patients have the right to request this to be turned off during a consultation.
Shared information
At times we are legally obliged to share your information with other legal entities such as through subpoenas.
Any requests received from third parties such as insurance companies, solicitors, rehabilitation providers and superannuation funds requesting your personal information relating to your medical condition. Only information relating to that medical condition will be provided and only information that has been organised by us will be released upon presentation of an updated signed authority from the patient.
Patient reports and referrals are sent through secure messaging. At times, we also use email or facsimile to send reports to either GP’s, patients or interested third parties such as other specialist, speech therapists that are involved in your care. Emails are password protected to ensure your privacy.
Parents have the right to access their children’s health information up until the age of 16. For a child that is over the age of 14 years old may consent to their own medical treatment if they fully understand the medical procedure and/ or treatment and any risks or consequences. Once a child turns 16 years of age they can legally consent to medical treatment without parental or guardians’ authority. Should a parent inquire about the treatment, results and/or management of a person 16 years of age and older, the patient would need to provide an authority which may be verbal or written and must be documented.
We do not take the responsibility for release of information to a parent that does not have a legal right to a child’s care if we have not been advised and is not documented.
Personal information including medical treatment, appointment information etc will not be provided to a family member unless specifically authorised by the patient.
Accessing your Information
Under the NSW Health Record and Information Privacy Act 2002 gives the right to individuals to access their health information from private practice organisations.
Should you wish to gain access to your records, please ask our reception staff who will provide you with an Application to Access Clinical Information form. A small fee may apply.
Requesting corrections to your medical records. This needs to be in writing with a clear explanation and possible evidence depending on the correction requested. Please note: We will take reasonable steps to correct your health information we hold if we are satisfied the information, we hold is incorrect. According to the Office of the Australian Information Commissioner Chapter 5: Correcting health information – this will be completed within 30 days of the request.
Storage of information
We use Genie Medical Software with an off-site server which is securely monitored and backup up by our Medical IT Company. This is backed up nightly to ensure that your information is not lost.
All our documentation is kept electronically. We do not use hard copy files.
The AI software companies which we use adhere to all relevant regulations including the Australian Privacy Act 1988 that outlines the requirements for handling medical data. AI transcription data is stored on secure servers within Australia for a limited period of up to 30 days on secure medical grade servers
Privacy Complaint
Should you feel that your privacy has been breached in any way, please contact our Practice Manager: slavica@sents.com.au. We will respond to your request within 48 hours taking into consideration of the weekend and if the practice manager is on leave. If the Manager is not accessible then next point of contact is our Senior Administration Office – silvina@sents.com.au