Privacy Policy
Southlands General Practice – Privacy Policy
Management of Personal Health Information
The practice has strict guidelines on confidentiality, patient consent, and consent for a 3rd party to obtain information, transferring of health information and access and security of personal health information. It adheres to the National Privacy Principles Act and the Health Records and Information Act.
Urgent Results
Your doctor or the practice nurse will attempt to contact you immediately using the contact details you have provided.
If we cannot reach you after 3 trials, a registered mail will be forwarded to your address asking you to urgently book an appointment. It is very important that you always keep your contact details up to date.
In rare and extreme circumstances, where urgent results indicate a serious risk to your health and we are unable to contact you, the practice may request assistance from WA Police to perform a wellness check. This would only occur when all reasonable attempts to reach you directly have failed.
Non-Urgent Results
We will contact you via SMS to advise that you need to make a non-urgent appointment to see your doctor. It is your responsibility to book a follow-up appointment. We will send 3 reminders for non-urgent results; after review with the treating doctor, we may send a final registered post letter or choose no further action.
All patients are advised to make a follow-up appointment within 7 days of completing any test to discuss their results with their doctor.
Please note that normal results may not be routinely communicated. However, patients are welcome to book an appointment if they would like confirmation or further discussion.
Did Not Attend (DNA) and Cancellation Policy
If you can no longer attend your appointment, please cancel or reschedule. A $40 fee will apply if you cancel less than 2 hours prior or fail to attend. No further appointments until the fee is paid.
After Hours Care
For emergencies, please call 000 or attend your nearest Emergency Department (for example, Fiona Stanley Hospital).
For non-urgent after-hours care, you can contact Night Doctor on 1300 644 483 for assistance.
Recalls and Reminders
Patients are contacted via SMS or phone. If unsuccessful, a letter will be sent. Confidential information is not included in letters. All personal data is stored securely.
Use of AI Note-Taking Software
To support high-quality care, our doctors may use secure AI-powered note-taking software during consultations.
This allows doctors to focus more on listening to you and providing care, rather than typing extensive notes during your visit.
Patient consent for the use of AI note-taking software is requested as part of the New Patient Form process.
If you prefer not to have AI note-taking used during your consultation, please let your doctor know at the beginning of your appointment.
All information collected through these systems is handled in accordance with our strict privacy and confidentiality standards, and is managed securely to protect your personal health information.
Emails are not monitored 24/7. We do our best to respond to emails in a timely manner; however, no clinical advice will be provided by email.
We will never request payments from patients via email. If you receive an email asking for payment, please do not respond and contact our administration team immediately.
While we use protective measures to reduce risks, we cannot guarantee that our emails will always be free from viruses or harmful content. Patients are responsible for ensuring their own devices are protected with appropriate antivirus and security software.
⚠️ Important:
Never use email to contact us about a medical emergency. If you are experiencing an emergency, please call 000 immediately.
For your safety, please do not share sensitive or confidential health information via email.
Transfer of Records
If you request to transfer your medical records to another practice, an administration fee will apply. Records will always be sent securely.
For your security, we require a valid and up-to-date form of identification to accompany the record transfer request form, so we can confirm your identity before releasing any information.
Prescription Policy
Certain restricted medications (S4 and S8) will not be prescribed for new patients unless appropriate specialist documentation and prior records are provided.
Abusive Behavior Policy
We have a zero-tolerance policy for abusive or aggressive behaviour towards our staff or doctors.
Patients who engage in such behaviour may be asked to leave the premises and may be removed from the patient list.
Infection Control Policy
Patients with respiratory or infectious symptoms may be asked to wear a mask during in-person consultations.
If you have COVID-19, influenza, or another respiratory infection, we recommend that you do not attend in person. Instead, please book a telehealth appointment so your care can be managed safely.
If you do attend the clinic while unwell, please:
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Wear a mask on arrival, and
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Inform reception staff of your symptoms.
You may be directed to an isolated room if required, to protect other patients and staff.
Billing Policy
We are a mixed billing practice. Bulk billing is available for patients under 16 years of age and for patients over 65 on weekdays.
All other consultations are privately billed.
⚠️ Telehealth:
In line with Medicare legislation, if you have not had a face-to-face consultation at our practice within the last 12 months, any telehealth consultation will be billed privately, and no Medicare rebate will be available.
Weekends:
All consultations on Saturdays and Sundays are privately billed for all age groups. Consultation fees on weekends may differ from weekday fees.
For the latest information, please check our up-to-date consultation fees on our website or contact our reception team.
Continuous Education
The practice supports ongoing education for staff.
Terms and Conditions
Information on the website is indicative only and subject to change.
Privacy Policy (GDPR Compliance)
We respect your privacy and protect your information. By using our services, you consent to the practices described.
Data Collection and Use
We collect personal and medical information to provide healthcare services, schedule appointments, and communicate with you.
Patient Data Security
We use technical and organisational measures to protect data against unauthorised access or loss.
Electronic Transmission of Referrals
Southlands General Practice can send patient referrals to specialists, allied health providers, or other healthcare services electronically via secure messaging systems or encrypted email services.
• Patient Consent: We will obtain your verbal consent at the time the referral is prepared before sending it electronically.
• Transmission Method: Referrals are sent through secure, encrypted channels wherever possible, in line with RACGP privacy and security recommendations.
• Privacy & Security: The referral will include only relevant personal and health information necessary for your care. All electronic transmissions are managed in compliance with the National Privacy Principles, the Health Records and Information Act, and RACGP Standards for general practices (5th edition).
• Alternative Options: If you do not wish your referral to be sent electronically, you may request a printed copy or choose another delivery method.
• Documentation: Your consent and the method of referral transmission will be recorded in your medical record.
Your Rights
You have the right to access, correct, or delete your information. Contact us to exercise these rights.
Practice Security/Safety
No cash or Schedule 8 drugs kept on premises. CCTV in use for safety.
Disclosure
We may share information with third-party providers who meet our privacy standards.
Feedback/Complaint Policy
We value your feedback. Please share your feedback or complaints with us at :
Email : admin@southlandsgp.com.au
Post : Southlands General Practice
Shop T07/08 HomeCo southlands Boulevarde
45 Burrendah Boulevarde , Willetton WA 6155
Changes to Privacy Policy
We may update our Privacy Policy as required by law or operational changes.