VCGS Pathology Privacy Policy
1. Policy statement
Genetic Health Services Victoria (Genetic Health) is committed to protecting the
privacy of client and staff information. We are bound by Victorian (Health Records
Act 2001) and Commonwealth (Privacy Act 1988) privacy legislation, and other relevant
legislation. This policy outlines the management of client and staff personal information
held at Genetic Health.
2. Persons affected
Staff, patients and their families.
3. Definition of terms
Personal information is information or opinion about an individual who may
be identified, directly or indirectly, by the material. It can be in any medium
and includes electronic or paper records, video or audio recordings, clinical photography,
x-rays. This definition encompasses health information as defined in the Health
Records Act 2001 and health information and sensitive information as defined in
the Privacy Act 1988.
Health Privacy Principles (HPPs) - as defined in the Health Records Act 2001
(Vic)
National Privacy Principles (NPPs) - as defined in the Privacy Act 1988 (C'th)
4. Responsibility
All Genetic Health staff, contractors, volunteers and students are responsible for
maintaining the privacy and confidentiality and security of personal information,
and for complying with relevant legislation.
5. Related policies and procedures
- HPP1 and NPP1 - Collection
Genetic Health has a policy on collection of personal information. All clients are
provided with a copy of the Genetic Health Privacy Information Brochure which provides
details on the collection of personal information. All personal information collected
by Genetic Health will be collected by fair and lawful means. Only information necessary
for Genetic Health to provide services to any client will be collected.
- HPP2 and NPP2 - Use and Disclosure
Genetic Health has a policy on the use and disclosure of personal information. All
clients are provided with a copy of the Genetic Health Privacy Information brochure
which provides details on the use and disclosure of personal information. In general
information is used and disclosed for the primary and directly related secondary
purposes for which it was collected. Genetic Health may use and disclose information
for other purposes, where they are permitted by law. The Genetic Health Privacy
Information Brochure provides details of the use and disclosure normally undertaken
at Genetic Health. Genetic Health has policies and procedures relating to requests
by third parties for client information.
- HPP3 and NPP3 - Data Quality
Genetic Health has a policy on data security and takes reasonable steps to ensure
that all personal information it holds is up-to-date, accurate and complete.
- HPP4 Data Security and Data Retention and NPP4 Data Security
Genetic Health has a policy on data security and retention. All reasonable measures
are taken to protect and keep secure personal information held at Genetic Health.
Only authorised individuals can access personal information held by Genetic Health.
- HPP5 and NPP5 - Openness
This privacy policy document and the Privacy Information brochure are available
to persons requesting information about Genetic Health information handling practices.
The brochure is made available to all clients attending Genetic Health. Genetic
Health has a process to address client concerns about the handling of their personal
information. All concerns should be directed in the first instance to the Clinical
Quality Assurance Officer, Robin Forbes - 8341 6201
- HPP6 and NPP6 - Access and Correction
Genetic Health has a policy on access and correction of Personal Information. All
clients are provided with a copy of the Genetic Health Privacy Information Brochure
which provides details on access and correction of personal information. Clients
are able to request access to their personal information. In some instances access
may be refused and an explanation will be provided. Clients also have a right to
request an amendment to personal information. A fee may be charged for access to
personal information. Genetic Health has a process to address client requests for
access to their personal information. All queries should be directed in the first
instance to the Clinical QA Officer, Robin Forbes- 8341 6201
- HPP7 and NPP7 - Identifiers
Identifiers are numbers used by an organisation to identify a person, e.g. a Medicare
number. Genetic Health has a policy on the use of identifiers, and will not adopt
another organisation’s identifier as the basis for a client identification system.
We do use identifiers issued by other organisations for legitimate purposes e.g.
Medicare numbers are used for billing.
- HPP8 and NPP8 - Anonymity
Genetic Health has a policy on anonymity. It may not be possible to provide anonymity
to clients who request this. All queries should be directed in the first instance
to the Clinical QA Officer, Robin Forbes- 8341 6201
- HPP9 and NPP9 - Transborder Data Flows
Genetic Health has a policy on the transfer of information outside of Victoria.
Genetic Health will transfer information outside Victoria in circumstances where
the information will have appropriate protection, where consent has been obtained,
where it is required by law, or where the transfer is necessary for the provision
of services to the client.
- NPP10 - Sensitive Information
The Privacy Act 1988 (C’th) defines sensitive information, and includes definitions
of health information and personal information. The definition of personal information
in all Genetic Health policies and procedures related to privacy encompasses the
definitions in the Victorian and Commonwealth privacy legislation.
- HPP10 - Transfer or Closure of the practice of a Health Service Provider
Genetic Health has a policy on the transfer or closure of the practice of a health
service provider. In the event that Genetic Health or part thereof is sold, amalgamated
or closed down, personal information will be handled in accordance with HPP10.
- HPP11 - Making information available to another Health Service Provider
Genetic Health will make information about a client available to other health service
providers if requested or authorised by the client.
6. Reference documents
- Health Records Act 2001 (Vic)
- Privacy Act 1988 (C'th)
- Women's and Children's Network Privacy Education Guide 2002
June27, 2002