We may review and change this policy from time to time. When we do, we’ll update this version located on our website at https://shinma.com.au
This policy relates to:
- “Shinma Traditional East Asian Medicine” refers to our practice and practitioners trading as Shin Ma Shiatsu (ABN 63 162 914 128). In this policy, these entities and peoples are called ‘we’, ‘us’ and ‘our’.
- “Clients” is the term used to refer to our patients, customers, or persons enquiring for services
- “Personal Information” means information that can identify an individual or from which a person’s identity can be reasonably ascertained
- “Consultation” refers to the service we provide. “Privacy” meaning the Privacy Act 1988.
Personal Information we collect
Shinma Traditional East Asian Medicine collects personal information from persons enquiring about treatment and related services and products either for themselves or a third party (usually family member or close friend), the public, persons purchasing services and products, suppliers, visitors to our website, online booking service, and social media.
We collect information that is necessary to be able to provide you with services, medical treatment and products and may require certain information to assess eligibility for such services. This includes written and verbal information.
It may be necessary to collect information including sensitive information that includes but is not limited to your name, date of birth, country of birth, addresses, sex, gender identification, telephone numbers, email addresses, marital status, spouse, partner, family members, emergency contact, race, ethnicity, religious, philosophical beliefs, sexual practices and sexual orientation, physical or mental health concerns, medication and drug use, genetic or other medical history, data such as blood tests, scans, and medications, fertility status and pregnancy/birth information.
We do not directly collect any information or personal data about that related to political views, trade union membership, criminal convictions or offences.
How we collect Personal Information
We directly collect personal information from the client or legal guardian through an enquiry, an online booking via our Client Management software, Cliniko, or contact with us by email, phone or our website or if you engage with us through social media such as Instagram and Facebook. The main source of information collected via Intake form and face to face via the consultation process that is necessary to conduct thorough and responsible medical service, treatment and advice.
Occasionally we may indirectly collect Personal Information when a third party has purchased a Gift Certificate for a Friend or Relative, Sporting club, business or other community organisation for which Gift Certificates are provided or purchased.
Our accounting software, Xero, records name and billing information. This is encrypted secure software and access granted to authorised Shinma Traditional East Asian Medicine personnel providing accounting and bookkeeping service for Shinma Traditional East Asian Medicine.
How we store Personal Information
We take security and your Personal Information seriously and we choose the suppliers of our business software carefully.
All personal and health information we gather will be securely stored in encrypted electronic client management software, encrypted electronic accounting software. No hard copy information is retained. All hard copy information shared with Shinma Traditional East Asian Medicine is digitally copied and stored in our practice management account and hard copies destroyed.
All computers and electronic devices running our software and email and social media accounts are password protected, and access granted only to approved support, administrative, accounting and locum staff. Treatment room electronic devices are locked when a practitioner or authorised personnel are not in attendance.
Support personnel (administrative and finance) have a separate level of access to information and do have access to client treatment notes.
In the event that there is a breach of your Personal Information that we have collected from you is at risk, you will be notified within 72 hours of discovering the breach. You will be informed of what information is at risk, steps that we have taken to ensure your safety, and what action we are taking or have taken to rectify the breach.
How information is disclosed
From time to time we may have locum practitioners and student interns in the practice that we allow access to Personal Information, and may use it on our behalf strictly for the purposes for which they are engaged. We minimise the amount of Personal Information that is utilised by these, and other third parties, and ensure that your Personal Information is kept within the confines of Shinma Traditional East Asian Medicine policies and record keeping procedures.
On occasion we may be required to provide minimal information to your private health insurer to support a claim and payment but we will never disclose medical information to them unless requested by a Court of Law.
How this information is used
The Personal Information we collect is used by us to operate Shinma Traditional East Asian Medicine and its related services, billing, identification, authentication, contact, and appropriate record keeping.
We use Personal Information to contact clients with confirmations and reminders of appointments via SMS and email.
We may, with consent, use email addresses to share news, tips, updates and special offers. People who receive these promotional emails can unsubscribe at any time.
We may, with consent, discuss Personal Information with third parties, usually other Medical professionals either current or future. This is limited to providing necessary information your continued healthcare.
Other ways we may use your Personal Information:
- To deliver customer service and assist you with enquiries you may have.
- Use our database to gather demographic information and analyse medical topics identifying medical trends and areas of special medical interest and ongoing professional development.
- Conduct further research and form case studies for further learning, CPE, or to seek the counsel of mentors and senior practitioners in problem solving of a medical case.
Access to the Personal Information about you
You can request access to the Personal Information collected via firstname.lastname@example.org. This enables you to receive a copy of the data and to check that we are lawfully processing it.
Most of the State and Territory Privacy Legislation require that medical records be kept for a minimum of 7 years from the date in which the Practitioner last provided services to the client. In the case of treatment provided to persons under the age of 18, the records must be kept until the person has reached the age of 25.
Our professional association, registration board and best practice dictates that records be securely maintained for at least 12 years, or until the person turns 25, whichever is the longer period.
Destruction of records requested by clients is permitted if record keeping legislation applies in the individual situation.
Corrections or changes to your Personal Information
You can ask for corrections and amendments to be made to your personal information if this has not been covered during your consult. For proper record keeping purposes we will not delete any historical medical or consultation information unless legislation allows.
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