Privacy Policy – Dr Pradeepa Dasanayake

Suite 11/140 Church Street, Richmond VIC 3121

1. Introduction

Dr Pradeepa Dasanayake’s private practice is committed to protecting the privacy and confidentiality of your personal and health information in accordance with Australian privacy laws, including:

Privacy Act 1988 (Cth)

  • – Health Records Act 2001 (VIC)
  • – Privacy and Data Protection Act 2014 (VIC)
  • – Health Services Act 1988 (VIC)
  • – Mental Health Act 2014 (VIC)

This policy outlines how we collect, store, use, and disclose your information and your rights in relation to that information including how you may access that information and how you may seek the correction of your information. It also explains how you may make a complaint if you are concerned there has been a breach of privacy legislation.

2. Contact for Privacy Enquiries

For any questions or concerns about this policy, please contact:
email: info@docpradeepa.com.au
address: Suite 11/140 Church Street, Richmond VIC 3121

3. When and Why Is Your Consent Required?

When you register as a patient, you provide implied consent for healthcare providers involved in your care (including Dr Dasanayake, specialists, your GPs, practice staff) to access and use your personal information to provide quality healthcare.

For any purpose not directly related to your healthcare, we will obtain your explicit consent before collecting, using, or disclosing your information.

4. Why We Collect, Use, Store and Share Your Information

We collect, use and store your personal information to:

  • – Provide medical treatment and care
  • – Manage medical records
  • – Communicate with other treating healthcare providers
  • – Process Medicare, health fund claims or other payments
  • – For administrative functions such as billings and debt collection
  • – Support practice operations (audits, accreditation, staff training)
  • – Compliance with our legal obligations
  • – Improve service quality through anonymised data for practice audits or analysis

5. What Information Is Collected?

The personal and health information we collect may include:

  • – Full name, date of birth, address, contact details
  • – Medical history including notes of your symptoms or diagnosis and the treatment given to you.
  •     medications, allergies, immunisations, family and social history
  • – Medicare and healthcare identifiers
  • – Health fund details
  • – Referral and investigation results (pathology, radiology, etc.)

6. How Information Is Collected

Your information is collected in several ways, including:

  • – When you register or update details at the clinic
  • – During consultations (in person or online ) or when receiving medical treatment
  • – Through electronic prescribing and My Health Record
  • – From other healthcare providers (e.g. referrals from specialists or hospitals)
  • – Via communication (phone, email, SMS)
  • – CCTV footage – collected from our premises for security and safety purposes
  • – Website use : when you visit our website, we collect information through cookies and analytics such
  •     as your browsing behaviour, IP addresses, device identifiers. Our site uses cookies and analytics to
  •     improve our services.
  • – In some circumstances, personal information may also be collected from other sources, including
  •    your guardian or responsible person.

7. Can You Remain Anonymous?

Where possible, you may choose to remain anonymous or use a pseudonym. However, in most healthcare situations, identification is required to provide safe, high-quality care.

8. When, Why, and With Whom We Share Your Information

We may share your information in the following circumstances:

  • – With healthcare providers involved in your care (e.g. General Practitioners, specialists, hospitals).
  • – With Medicare, private health insurers, or the Department of Veterans’ Affairs.
  • – With IT providers and accreditation bodies who are subject to strict privacy obligations.
  • – As required by law, such as in response to a court subpoena.
  • – To prevent serious threats to life, health, or safety of individuals or the public.
  • – For the provision of medical services, including electronic prescribing and use of My Health
  •    Record (e.g. via Shared Health Summaries or Event Summaries).

Our practice uses eFax and secure email to share information with other healthcare providers in a secure manner.

Other than for providing medical services or as outlined in this policy, the practice will not share your personal information with any third party without your consent.
We do not share your information with parties outside Australia without your consent, unless permitted or required by law.


9. Use of Heidi Health AI Scribe

We use Heidi Health, an AI-powered digital scribe tool, during consultations.
It:

  • – Uses audio recordings to generate accurate clinical notes.
  • – Destroys the audio file after transcription.
  • – Ensures patient identifiers are removed from recordings.
  • – Does not share data outside Australia.

Heidi Health is used solely to support documentation and improve patient care.


10. How is your information stored and protected

Your personal information may be stored in various forms.
The practice stores information such as paper records, electronic records, and audio recordings.
The practice stores all personal information securely.
The practice takes all reasonable steps to ensure your personal information is accurate, complete and up to date and relevant. We implement robust technical and administrative measures to protect your personal information from misuse, loss and unauthorised access, modification or disclosure. These measures include:

  • – Secure electronic medical record systems and role-based access controls
  • – Secure backup and file storage systems (paper and electronic)
  • – Regular staff training on privacy and data protection
  • – Having a robust cybersecurity framework
  • – Regular audits and updates to our software and cybersecurity framework.

Information that is no longer required for the purpose it was collected and the minimum period of retention has passed, will be destroyed in a safe and responsible manner as required under privacy legislation.


11. Marketing and Direct Communication

We will not use your personal information for direct marketing without your express consent. You can opt out of receiving any promotional material at any time.


12. Quality Improvement and Research

We may use de-identified patient data for:

  • – Quality improvement
  • – Clinical audits
  • – Training and accreditation
  • – Population health reporting

If a research project requires identifiable data, you will be contacted for specific consent before any participation.


13. Accessing and Correcting Your Information

You have the right to access and correct your personal information. You can:

  • – Request access to your medical record.
  • – Request corrections if your information is inaccurate or incomplete.

To request access, please email info@docpradeepa.com.au or speak to the practice manager. We will respond within 30 days.


14. Privacy Complaints and Concerns

We take your privacy seriously. If you have any concerns:

  • 1. Contact our practice via info@docpradeepa.com.au
  • 2. We will respond promptly and work to resolve your concerns.

If unresolved, you may contact:
Office of the Australian Information Commissioner (OAIC)
1300 363 992
www.oaic.gov.au


15. Review of Policy

This policy is reviewed regularly to ensure compliance with current legislation and practice standards. Updates will be:

  • – Published on our website.
  • – Notified to patients if the changes are significant.
  • – This policy was updated on 30/9/2025.