Don Medical Clinic- Privacy Policy

Updated as of: February 2nd, 2024


This privacy policy is to provide information to you, our patient, on how your personal information (which includes your health information) is collected and used within our practice, and the circumstances in which we may share it with third parties.

Why and when your consent is necessary.

When you register as a patient of our practice, you provide consent for our 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?

Our practice 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 (eg staff training).

What personal information do we collect?

The information we will collect about you includes your:

  • 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.

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 authorized by law to only deal with identified individuals.

How do we collect your personal information?

Our practice may collect your personal information in several different ways.

1. When you make your first appointment our practice staff will collect your personal, demographic and contact information via your registration.

2. During the course of providing medical services, we may collect further personal information. Don Medical clinic participates with the national My Health Record system via Shared Health Summary, Event summary, electronic transfer of Prescriptions service (eRx), secure encrypted messaging services and other electronic services to coordinate your care. Information may be collected through these services.

3. A patient health medical record includes all visit records, correspondence, pathology and imaging results, referral letters, reminders and recalls, appointments, accounts and receipts, management plans. An individual medical record is kept for each patient.

4. 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.

5. 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 Veterans' Affairs (as necessary).

When, why and with whom do we share your personal information?

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 Australian Privacy Principals (APP) and this privacy policy
  • with other healthcare providers involved in your care through referrals and providing relevant information to ensure you receive appropriate care.
  • when it is required or authorised by law (eg 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 eTP, My Health Record (eg via Shared Health Summary, Event Summary, or an agreed upon electronic shared care plan). INCA shared care planning,
  • Use of electronic automated recall and appointment systems.
  • Only information relevant to ensure appropriate care will be shared with necessary parties to ensure person-centred care relevant to your medical requirements.
  • Our practice uses some automation technologies to ensure accurate, appropriate and relevant information is transferred to other medical services such as referral letters.
  • We obtained informed consent where necessary for real time audio visual recording, duplication and storage of a consultation including those via telehealth or those conducted remotely

Only people who 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.

Our practice 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.

Our practice may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data.

We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified and the information is stored within Australia. You can let our reception staff know if you do not want your information included.

How do we store and protect your personal information?

Your personal information may be stored at our practice in various forms such as paper records, electronic records, visual records (X-rays, CT scans, videos and photos), audio recordings.

Our practice stores all personal information securely. All data is stored electronically in password protected format with staff assigned access level appropriate to their level of employment. All staff have signed confidentiality agreements to protect your information.

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.

Our practice acknowledges patients may request access to their medical records. Requests need to be documented and request that you put this request in writing to the Practice manager and our practice will respond within a reasonable time of 30 days notice. A fee may be charged for the costs associated with this access.

Our practice 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 that your personal information held by our practice is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to the practice Manager.

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 can be addressed to the Business Manager, PO Box 768, Devonport, Tas, 7310, or by email to

You may also contact the OAIC. Generally, the OAIC will require you to give them time to respond before they will investigate. For further information visit or call the OAIC on 1300 363 992.

Privacy and our website

Use of our practice website or social media may provide us with further personal information. As with all other personal information acquired by our practice, all personal information is treated as per the Australian Privacy Principals under the Privacy Act 1988. Our website email contact form is not encrypted. There are potential privacy risks in the use of unencrypted email and as such we cannot take responsibility for personal information you may send to us through this service if it is intercepted. Use of this email service is at your own risk.

Policy review statement

This privacy policy will be reviewed annually to ensure it is in accordance with any changes that may occur.

Privacy Policy

Next Review Date: February 2025