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What Information We Collect

We collect what we need to look after you, including:

• Your contact details, Medicare/DVA number, and health insurance details

• Your medical history, medications, test results, and imaging reports

• Referral letters, hospital records, and notes from other doctors​

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We Will Access Your Health Records

To give you the best care, we access information from:

• Pathology labs and radiology providers

• My Health Record

• WA Health and other hospitals

• Your GP and other specialists

• Pharmacies, allied health, and aged care facilities

 

If you don't want us accessing certain records, please tell us in writing. Please note that restricting access may affect your care.

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My Health Record Uploads

We automatically upload your letters to My Health Record so your other doctors can see them.

 

If you don't want this, you please inform us in writing.

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Who We Share Your Information With

We share your information with:

• Your GP and other treating doctors

• Hospitals, pathology, and imaging providers

• Medicare, DVA, and health insurers for billing

• Anyone else only with your consent or if required by law

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Reports for Lawyers, Immigration, Insurance, etc.

We only prepare these with your written consent. When we do:

• The letter goes to you, and you forward it on

• We only send directly to third parties if required by law or you specifically authorise it

• A fee applies

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Keep Copies of Your Letters

You are responsible for keeping copies of your medical correspondence. We recommend maintaining your own health file and downloading documents from My Health Record, or through the Clinic to Cloud Patient Portal. Fees may apply for retrieving archived records.

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How We Contact You

By giving us your contact details, you agree we can contact you by phone, SMS, or email for appointments, recalls, and health information. Note that SMS and email aren't encrypted—let us know in writing if you'd prefer we don't use them.

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We do not record consultations (phone, video, or in-person) unless you consent.

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Where Your Information Is Stored

Your records are stored securely in:

• Clinic to Cloud – our clinical software (Australian servers)

• Microsoft 365/Outlook – for emails (Microsoft Azure, Australian servers)

 

We do not store copies of your medical records permanently in our personal servers—data retention policies are determined by the companies above.

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Accessing or Correcting Your Records

You can request access to your records or ask us to correct errors. Put your request in writing. A fee may apply. We may refuse access in limited circumstances (e.g., risk to someone's safety).​