WE RESPECT YOUR PRIVACY
We are committed to protecting the privacy of patient information we collect and to handling your personal information in a responsible manner in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, cyber security legislation and relevant state and territory privacy legislation (referred to as privacy legislation).
This Privacy Policy explains how we collect, use and disclose your personal information, how you may access that information and how you may seek the correction of any information. It also explains how you may make a complaint if you are concerned there has been a breach of privacy legislation.
From time to time we may make changes to our policy, processes and systems relating to how we handle your personal information. We will update this Privacy Policy to reflect any changes. Those changes will be available on our website and in the practice.
This Privacy Policy also addresses the responsible use of Artificial Intelligence (AI) technologies within our practice.
When you first attend Barwon Rheumatology, we will ask you to provide information (for example, contact details) and also ask you to confirm you consent to the collection of your information. This means that you are providing consent for the practitioners and staff to gather, access and use your personal health information to facilitate the delivery of healthcare to you. Your personal information will only be accessed by practitioners and staff who need to do so for the purpose of providing healthcare to you.
We will seek your express consent before using your information for any purpose not directly related to your healthcare.
We collect personal and sensitive health information that is necessary for the provision of healthcare. This may include, but is not limited to:
Personal identifiers, such as name, date of birth, address and contact details
Medical history, clinical notes, diagnostic test results and treatment plans
Medicare and private health insurance details
Information generated or processed through AI-enabled tools use in clinical or administrative contexts.
We primarily collect information directly from patients. In certain circumstances, with appropriate authority, we may also obtain information from third partis such as other treating practitioners, hospitals or diagnostic service providers and the My Health Record. In limited situations, we may also collect information from other people, such as your relatives or friends.
Clinical images - From time to time, we may also take photographs or images with your consent obtained at the time, including on a personal device.
We may use or disclose your personal and health information for the following purposes:
To provide medical treatment and care, including to communicate with other healthcare providers involved in your care
For administrative functions including billing and compliance with legal obligations
Compliance with our legal obligations
We will communicate with or about you using the following methods – SMS/text messaging, over the phone, in writing and email. This may include your personal and health information. We do not disclose personal information to overseas recipients unless it is necessary for the provision of care and appropriate safeguards are in place, in accordance with Australian Privacy Principle 8.
We are committed to continuously improving the quality of our services and supporting clinical education. We may use your information in the following ways:
Quality Improvement and Staff Education – We may use patient information for internal audits, staff training, clinical review and accreditation activities, de-identified where practicable. These processes help ensure we maintain high standards of care and safety.
Research – From time to time, we may participate in health research projects. If identifiable information is required, we will seek your express consent before sharing your data. You may be contacted by a member of our team to discuss a research opportunity, but you will never be contacted directly by researchers unless you have provided consent.
We will only provide identifiable information for research if the project has appropriate ethics approval and meets legal and privacy requirements.
De-identified Data Sharing – We may contribute de-identified health data to health improvement initiatives or registries. This data cannot identify you and is stored securely. If you do not want your data included in these de-identified datasets, please inform our reception staff.
Barwon Rheumatology may use AI technologies including Heidi to enhance clinical decision-making, streamline administrative processes and improve patient engagement. Examples of AI application include:
Automated transcription of clinical consultations. Express consent will always be obtained from you if this is to be used
Dictation software – we use AI-enabled speech to text transcription software (Heidi). This software ensures all customer data is processed and stored locally in accordance with Australian privacy and data residency requirements.
Governance of AI use:
We use AI tools in a manner consistent with the APPs and relevant ethical standards.
Personal information is not used to train AI models unless express consent has been obtained.
All outputs generated by AI systems are subject to human review and clinical oversight.
No automated decision-making tool is used in this practice
We will take reasonable steps to ensure your personal information is accurate, complete, up to date and relevant. We implement robust technical and administrative measures to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These measures include:
Secure electronic medical record systems with role-based access controls
Regular staff training on privacy and data protection
Having a robust cybersecurity framework
Regular audits and updates to our software and cybersecurity framework
Information is retained in accordance with applicable legal and professional obligations. Information no longer required for the purposes it was collected and the minimum period for retention has passed. Will be destroyed in a safe and responsible manner as required under privacy legislation.
You have the right to access your personal information. To request access or corrections, please contact our practice in writing. A small fee may apply to cover administrative costs (but you will not be charged for making the request). We will respond within 30 days. We will respond to such requests in accordance with applicable privacy principles and legislation. If you have any questions or concerns about how your personal information is handled or want to request access to or correction of your information, please contact:
The Practice Manager
Barwon Rheumatology
156 Bellerine St
Geelong 3220
Phone: (03) 5222 4491
Email: brs@brservice.com.au
This document was updated 24th June 2026. We review this privacy policy at least annually, or when there are changes to operations, legislation or relevant technology. Significant changes may be communicated to patients via email, in the practice or on our website.
If you have any questions regarding the information we collect from you and hold in your medical records, please do not hesitate to ask us. We are acting in your interests at all times.