PRIVACY POLICY
Current as of: 28/08/2026
Introduction
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.
Who can I contact about this policy?
For enquiries concerning this policy, you can contact reception@geographebaygp.com.au.
Why and when your consent is necessary?
When you register as a patient of Geographe Bay GP, you provide consent for the GPs and practice staff to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to practice team members who require it for your care. If we ever use your personal information for purposes other than outlined in this document, we will obtain additional consent from you. It is important to us that as our patient, you understand why we collect and use your personal information.
By acknowledging this Privacy Policy you consent to us collecting, holding, using, retaining and disclosing your personal information in the manners described below.
Why do we collect, use, hold and share your personal information?
Geographe Bay GP collects, uses, stores and shares your personal information primarily to manage your health safely and effectively. This includes providing healthcare services, managing medical records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as practice audits, accreditation purposes, and staff training to maintain high-quality service standards.
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 authorised by law to only deal with identified individuals.
How do we collect your personal information?
Geographe Bay General Practice may collect your personal information in several different ways.
- When you make your first appointment our practice staff will collect your personal and demographic information via your registration.
- While providing medical services, we may collect further personal information. Information may be collected through electronic transfer of prescriptions (eTP), Shared Health Summary and Event Summary via My Heath Record
- We may also collect your personal information when you telephone us, make an online appointment or communicate with us using social media.
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 APPs and this policy
- with other healthcare providers
- 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)
- while providing medical services, through eTP, My Health Record (eg via Shared Health Summary, Event Summary).
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.
Will your information be used for marketing purposes?
Geographe Bay General 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.
How is your information used to improve services?
Geographe Bay General 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 for quality improvement and for training activities with the team.
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.
At times, general practices are approached by research teams to recruit eligible patients into specific studies which require access to identifiable information. You may be approached by a member of our practice team to participate in research. Researchers will not approach you directly without your express consent having been provided to the practice. If you provide consent, you will then receive specific information on the research project and how your personal health information will be used, at which point you can decide to participate or not participate in the research project.
How are document automation technologies used?
Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.
The practice uses document automation technologies to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant medical information.
These document automation technologies are used through secure medical software Best Practice.
All users of the medical software have their own unique user credentials and password and can only access information that is relevant to their role in the practice team.
The practice 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.
How are Artificial Intelligence (AI) Scribes used?
The practice uses an AI scribe tool to support GPs take notes during their consultations with you. The AI scribe uses an audio recording of your consultation to generate a clinical note for your health record. The practice AI scribe service isLyrebird.
Lyrebird:
· does/does not share information outside of Australia
· destroys/stores the audio file once the transcription is complete.
· removes/retains sensitive, personal identifying information as part of the transcription
The practice will only use data from our digital scribe service to provide healthcare to you.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms. This may include paper records and electronic records
Geographe Bay General Practice stores all personal information securely, in an electronic format that is protected by individual passwords and paper copies in a secured storeroom.
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.
Geographe Bay General Practice acknowledges patients may request access to their medical records. We require you to put this request in writing on the practice 'Personal Information Request Form' and an administration fee applies to this request. Geographe Bay GP will respond within a reasonable time, preferably within 10 days of receiving the request.
Geographe Bay General Practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Patients will be asked to verify that the personal information held by Geographe Bay General Practice is correct and current. You may request to correct or update your information. To do this please make such requests in writing to Geographe Bay General Practice, 82 Bussell Highway, West Busselton or via email to reception@geographebaygp.com.au
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. Complaints can be lodged mail to Geographe Bay General Practice, 82 Bussell Highway, West Busselton, telephoning (08) 9752 4688 or emailed to the Practice Manager via email admin@geographebaygp.com.au. Geographe Bay General Practice will respond with a reasonable time, preferably within 30 days of received the complaint.
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 www.oaic.gov.au or call the OAIC on 1300 363 992, you may also contact Ahpra on 1300 419 495 or Western Australia Ombudsman (08) 9220 7555 or email mail@ombudsman.wa.gov.au.
How is privacy on our website maintained?
At Geographe Bay GP, any personal information you share with us through website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies.
Policy review statement
Our privacy policy is regularly reviewed to ensure compliance with current obligations.
If any changes are made:
· They will be reflected on the website.
· Significant changes may be communicated directly to patients via email or other means
Please check the policy periodically for updates. If you have any questions, feel free to contact us.