Privacy Policy

Meadowlands Medical Privacy Policy

Current as of: 27 April 2026

The objective of this document is to provide you, our patient, with clear information on how your

personal information is collected and used within the practice. Occasionally we also need to share

your personal information to involve others in your healthcare and this policy outlines when, how,

and why we share your information.

Who can I contact about this policy?

For enquiries concerning this policy, you can contact the Practice Manager by email at

admin@meadowlandsmedical.com.au, by phone on 1300 746 447, or by mail at Shop 5 / 82

Meadowlands Road, Carina, QLD 4152.

When and why is your consent necessary?

When you register as a patient of this practice, 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, store, and share your personal information?

The practice 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 is collected?

The information we will collect about you includes your:

• names, date of birth, addresses, contact details

• medical information including medical history, medicines, allergies, and adverse reactions,

immunisations, social history, family history and risk factors

• Medicare number (where available) for identification and claiming purposes

• healthcare identifier numbers

• health fund details.

Can you deal with us anonymously?

You can 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 is personal information collected?

The practice may collect your personal information in several different ways:

1 When you make your first appointment, the practice team will collect your personal and

demographic information via your registration.

2 We may also collect your personal information when you visit our website, send us an email or

SMS, telephone us, make an online appointment via HotDoc, or communicate with us using

social media.

In some circumstances, personal information may also be collected from other sources, including:

• 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 (if relevant).

We will always comply with privacy obligations when collecting personal information from third-party

sources. This includes ensuring transparency with patients, obtaining necessary consents,

maintaining data accuracy, securing the information, and using it only for specified purposes.

While providing medical services, further personal information may be collected via:

• electronic prescribing

• My Health Record

• online appointments (HotDoc).

Various types of images may be collected and used, including:

• CCTV footage: Collected from our premises for security and safety purposes. Cameras are

located in public areas such as the waiting room, reception, and car park entry, strictly excluding

consulting and treatment rooms. Recordings are stored securely and accessed only by

authorised management staff.

• Photos and medical images: These can be taken using personal devices for medical

purposes, following the guidelines outlined in our guide on using personal devices for medical

images securely.

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

We sometimes share your personal information:

• with third parties 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 (e.g. in referral letters)

• when it is required or authorised by law (e.g. 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 a confidential dispute resolution process

• when it is a statutory requirement to share certain personal information (e.g. some diseases

require mandatory notification)

• when it is the provision of medical services, through electronic prescribing, or My Health Record

(e.g. via Shared Health Summary, Event Summary).

Only people who need to access your personal information will be able to do so. Other than

providing medical services or as otherwise described in this policy, the practice will not share

personal information with any third party without your consent.

We do 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?

The practice will not use your personal information for marketing any 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 the practice in writing.

How is your information used to improve services?

The practice may use your personal information to improve the quality of the services offered to

patients through research, analysis of patient data for quality improvement and for training activities

with the practice team.

We may provide de-identified data to other organisations to improve population health outcomes. If

we provide this information to other organisations patients cannot be identified from the information

we share, the information is secure and is stored within Australia. You can let reception staff know if

you do not want your de-identified 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

would 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 is your personal information stored and protected?

Your personal information may be stored in various forms, including electronic records, paper

records, visual records (e.g., photos), and audio recordings.

The practice stores all personal information securely. Electronic records are maintained securely in

our practice management software (Best Practice) with individual password access for practice

team members who have appropriate levels of authorisation. Computers have screensavers and

automated privacy protection devices to prevent unauthorised access, and servers are backed up

securely. Antivirus software and firewalls are installed and regularly updated.

Physical records, prescription pads, and related patient information are stored in secure,

access-restricted areas out of public view. Confidentiality agreements are in place for all staff and

contractors. CCTV recordings from public areas are stored securely on-site and can only be

accessed by authorised management.

How can you access and correct your personal information at the practice?

You have the right to request access to, and correction of, your personal information.

The practice acknowledges patients may request access to their medical records.

We require you to put this request in writing and submit it to the Practice Manager via email to

admin@meadowlandsmedical.com.au or by mail/in person at our clinic.

The practice will respond to any requests to access or correct your personal information within 30

days. A reasonable administrative fee may apply for the costs of complying with the request (e.g.,

printing or secure transfer costs), but no fee is charged for making the request itself.

The practice will take reasonable steps to correct your personal information where the information

is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by

the practice is correct and current. You may request we correct or update your information. To do

this please contact the Practice Manager via email at admin@meadowlandsmedical.com.au or by

calling 1300 746 447.

How can you lodge a privacy-related complaint, and how will the complaint

be handled at the 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 the

resolution procedure.

Please direct any privacy complaints to:

Practice Manager

Meadowlands Medical

Shop 5 / 82 Meadowlands Road

Carina QLD 4152

Email: admin@meadowlandsmedical.com.au

Phone: 1300 746 447

We will acknowledge receipt of your complaint within 7 days and aim to provide a resolution within

30 days.

If you do not feel we have resolved your issue, you may also contact the Office of the Australian

Information Commissioner. The Office of the Australian Information Commissioner will require you

to give them time to respond before they investigate. For further information visit www.oaic.gov.au

or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.

You may also contact the Office of the Health Ombudsman (OHO) Queensland by calling 133 OHO

(133 646) or visiting www.oho.qld.gov.au.

How is privacy on the website maintained?

At Meadowlands Medical, any personal information you share with us through our website, email,

and social media, is handled securely and confidentially. This practice uses analytics and cookies

to enhance website functionality and user experience.

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.

(For all persons, including staff, contractors, volunteers, and students)

Meadowlands Medical is committed to ensuring the organization complies with relevant privacy,

confidentiality, and security legislation - to protect our clients, our staff, and our organization. To facilitate this individuals, are required to understand their obligations and responsibilities including what it means

to sign this agreement.

All persons, including Meadowlands Medical staff, contractors, volunteers, and students who come into contact with, or have access to, confidential information have a responsibility to maintain the privacy, confidentiality and security of that information.

Confidential information may include information relating to:

● Patients or Family Members such as medical records, conversations, and financial information

● Employees, Contractors, Volunteers, Students such as salaries, employment records, disciplinary actions, health status

● Business Information such as financial records, reports, memos, contracts, computer programs, technology

● Third Parties such as vendor contracts, computer programs, technology

● Operations Improvement, Quality Assurance, and Peer Review such as reports, presentations, and survey results.

To assist Meadowlands Medical in complying with legislation a range of policies and procedures have been developed and implemented. Staff are required to be aware of the content of the following

documents and the impact that have on their role.

All staff members are informed about the critical aspect of a privacy concern related to -

● Unauthorised reading of a patient’s medical record or an employee file.

● Random searching of Patient Master Index or familiar names

● Accessing information on family, friends, or co-workers.

● Reading pathology results of family, friends or co-workers.

Divulging personal information without an individual's consent:

● Discussing or gossiping about patient details in situations unrelated to direct patient care or

divulging other staff members.

● Personal details

● Conducting a conversation relating to patient or staff information in a public place.

● Telling a relative or friend about a patient or staff member you had seen.

● Discussing confidential information in a public area such as a waiting room.

● Disclosing patient information via any form of web medical eg. Facebook, My Space

● Sharing, copying or changing information without a proper authorisation

● Making unauthorised changes to a patient’s medical record.

● Making unauthorised changes to an employee file.

● Copying and forwarding patient or staff information to a third party without verbal or

written consent.

Sharing, copying, or changing information without proper authorization:

● Making unauthorised changes to a patient’s medical record.

● Making unauthorised changes to an employee file.

● Copying and forwarding patient or staff information to a third party without having verbal or written

consent.

● For sharing electronic health record we use secure transfer service Medical Object or Fax

Sharing your password:

● Telling a coworker your password so that they can access your work

● Telling an unauthorised person the access codes for employee files or patient accounts.

● Using unauthorised shared passwords.

Using another person’s password:

● Using a co-worker’s password to log in to the clinic’s computer system.

● Unauthorised use of a password to access employee files or patient accounts.

● Using a co-worker’s application for which you do have rights after he/she is logged in.

Disclosing patient information without following Meadowlands Medical guidelines:

Faxing without including a fax cover sheet.

● Disclosing patient details over the phone when a privacy alert exists.

Leaving a secure information system (i.e. a system that is password protected) unattended while

logged on:

● Being away from your desk (eg. tea or lunch breaks) while you are logged into a secure system.

● Allowing a co-worker to use a secure system for which he/she cannot access after you have logged in.

For further information, you can ask for a copy of the Privacy Policy in the reception.

Or Call 1300 746 447 or email: admin@meadowlandsmedical.com.au 

Information Safety:

Overview 

At Meadowlands Medical Practice the security of patient information, pharmaceuticals and scripts provide a safe and effective working environment for our practice team and our patients.

The Policy

When not in attendance, staff must ensure that prescription pads, prescription computer-generated paper, letterhead, scripts, medications, health records, and related patient information are out of view. They must also be stored in areas only accessible to authorized persons.

Computers are only accessible via individual password access to those in the practice team who have appropriate levels of authorization.

Computers have screensavers, or other automated privacy protection devices are enabled to prevent unauthorized access to computers

Servers are backed up and checked at frequent intervals consistent with a documented business continuity plan

Computers are protected by antivirus software that is installed and updated regularly and protected by appropriate hardware/software firewalls.

Facsimile, printers and other electronic communication devices must only be accessible to authorized staff.