Privacy Policy | Foothillsmedical

Foothills Medical Privacy Policy

Current as of: 20 July 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 via email carolyn@foothills.com.au or by phone 9453 6999

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, store, use and share your 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 is collected?

The practice may collect your personal information in several different ways. When you make your first appointment, the practice team will collect your personal and demographic information via your registration, or a New Patient form can be completed when booking online.

We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment, 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)

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

Electronic prescribing
My Health Record
Online appointments

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. All clinical photos will be deleted from any mobile device once it has been emailed to admin and uploaded to your file

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

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 information, and using it only for specific purposes.

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
for the purpose of 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 provision of medical services, through electronic prescribing, 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 personal information be used for marketing purposes?

The practice will not use your personal information for marketing any goods or services

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 are Artificial Intelligence (AI) Scribes used?

Use of an AI Scribe is used at the discretion of individual doctors. Patient consent must be gained prior to each instance of using an AI Scribe in a consultation. If consent is given it will only apply to that consultation and consent will need to be gained again at each subsequent consultation where an AI scribe is planned to be used.

How is your personal information stored and protected?

Your personal information may be stored in various forms.
The practice stores all personal information securely within our secure medical software Best Practice.

Records pre May 2012 are all stored securely in the locked file room.

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. Requests must be made in writing and signed by the patient or patients guardian. The practice will respond to any requests to access or correct your personal information within 7 days.

There may be a charge for providing these records depending on your request

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 via admin@foothills.com.au or in person at reception

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. We will then attempt to resolve it in accordance with the resolution procedure.

The first step is to contact the Practice Manager either by:

phone — 9453 6999 or
email — carolyn@foothills.com.au

If you do not feel we have resolved your issue, you may also contact the Health and Disability Services Complaints Office, PO Box B61, Perth, WA, 6838

phone 6551 7600 or
phone 1800 813 583 or
https://www.hadsco.wa.gov.au/

How is privacy on the website maintained?

At Foothills Medical Group any personal information you share with us through website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies.

How is privacy on the website maintained?

At Foothills Medical Group any personal information you share with us through website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies.

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.

Foothills Medical Privacy Policy

For enquiries concerning this policy, you can contact the Practice manager via email carolyn@foothills.com.au or by phone 9453 6999

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.

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.

The practice may collect your personal information in several different ways. When you make your first appointment, the practice team will collect your personal and demographic information via your registration, or a New Patient form can be completed when booking online.

We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment, 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)

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

​​

Electronic prescribing

My Health Record

Online appointments

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 information, and using it only for specific purposes.

​

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

for the purpose of 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 provision of medical services, through electronic prescribing, 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.

The practice will not use your personal information for marketing any goods or services

Your personal information may be stored in various forms. The practice stores all personal information securely within our secure medical software Best Practice. Records pre May 2012 are all stored securely in the locked file room.

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. Requests must be made in writing and signed by the patient or patients guardian. The practice will respond to any requests to access or correct your personal information within 7 days.

​

There may be a charge for providing these records depending on your request

​

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 via admin@foothills.com.au or in person at reception

We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure. The first step is to contact the Practice Manager either by:

phone — 9453 6999 or

email — carolyn@foothills.com.au

If you do not feel we have resolved your issue, you may also contact the Health and Disability Services Complaints Office, PO Box B61, Perth, WA, 6838

phone 6551 7600 or

phone 1800 813 583 or

https://www.hadsco.wa.gov.au/

At Foothills Medical Group any personal information you share with us through website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies.

At Foothills Medical Group any personal information you share with us through website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies.

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.

Your personal information may be stored in various forms.
The practice stores all personal information securely within our secure medical software Best Practice.

Records pre May 2012 are all stored securely in the locked file room.

We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure.

The first step is to contact the Practice Manager either by: