Effective Date: 01/07/2026 | Version: 2.0
Woolooware Bay Medical Centre (“WBMC”) is committed to protecting the privacy and confidentiality of your personal information.
This Privacy Policy explains how we collect, use, store, disclose and protect your personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and relevant health records legislation.
By attending our practice, you consent to the collection, use and disclosure of your personal information as outlined in this policy.
What Information We Collect
We collect personal information that is reasonably necessary to provide healthcare services and manage our practice. This may include:
- Full name
- Date of birth
- Address
- Telephone numbers
- Email address
- Medical history
- Family history
- Current medications
- Allergies
- Immunisation history
- Emergency contact details
- Medicare details
- Department of Veterans’ Affairs details
- Private health insurance information
- Healthcare Identifier (IHI)
- Employment information (where relevant)
- Payment and billing information
- Investigation results
- Referral letters
- Specialist correspondence
Where appropriate, we may also collect information from:
- Parents or legal guardians
- Referring doctors
- Specialists
- Hospitals
- Allied health providers
- Pathology and imaging providers
- My Health Record (where authorised)
- Other healthcare providers involved in your care
How We Collect Information
We collect information in several ways, including:
- Registration and new patient forms
- During consultations
- Telephone calls
- Email correspondence
- Our website
- Online booking systems
- Secure electronic messaging
- Referrals from other healthcare providers
- Medicare and government agencies where authorised
Where reasonable and practical, we collect information directly from you.
Why We Collect Your Information
Your information is collected so we can:
- Provide safe, high-quality healthcare
- Diagnose and treat medical conditions
- Maintain accurate medical records
- Arrange referrals
- Request pathology and imaging
- Prescribe medications
- Contact you regarding appointments, recalls and reminders
- Manage billing and Medicare claims
- Meet legal, accreditation and regulatory obligations
- Improve the quality of our healthcare services
AI-Assisted Clinical Documentation (AI Medical Scribes)
To support accurate and efficient clinical documentation, WBMC may use secure Artificial Intelligence (AI) clinical documentation tools (commonly referred to as AI medical scribes) during consultations.
These systems assist your treating clinician by generating draft clinical notes from the conversation during your consultation. The clinician reviews, edits and approves all documentation before it becomes part of your medical record.
When AI-assisted documentation is used:
- Your treating clinician remains responsible for your clinical record.
- Only information relevant to your healthcare is processed.
- AI technology is used solely to assist with documentation and does not make clinical decisions.
- Information is handled in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and applicable confidentiality obligations.
- Any third-party AI service providers engaged by the practice are required to maintain appropriate privacy, confidentiality and security safeguards.
If you do not wish an AI documentation tool to be used during your consultation, please advise your doctor or our reception staff before your consultation begins. Your care will not be affected if you choose to opt out.
Disclosure of Your Information
Your personal information may be disclosed to:
- Specialists
- Hospitals
- Allied health providers
- Pathology providers
- Radiology providers
- Pharmacists
- Medicare
- Private health insurers
- Department of Veterans’ Affairs
- Government agencies where required by law
- Our contracted IT service providers and software providers who assist us in operating our practice
- Accreditation agencies where required
We only disclose information necessary for the purpose for which it was collected, unless otherwise authorised or required by law.
Where third-party service providers have access to personal information, they are required to maintain confidentiality and comply with applicable privacy legislation.
Overseas Disclosure
Some software providers or secure cloud services used by the practice may store or process information using servers located outside Australia.
Where overseas disclosure occurs, WBMC takes reasonable steps to ensure service providers comply with Australian privacy obligations and appropriate security standards.
Data Security
We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, modification or disclosure. Our security measures include:
- Secure electronic medical records
- Password-protected systems
- Encryption where appropriate
- Multi-factor authentication
- Role-based staff access
- Confidentiality agreements
- Staff privacy training
- Secure disposal of confidential records
- Regular software updates and cybersecurity measures
Access to Your Information
You may request access to your health information held by the practice.
Requests should be made in writing. Before releasing information, we may ask you to verify your identity.
Access will usually be provided within a reasonable timeframe unless an exception under the Privacy Act applies.
An administrative fee may apply for copying or transferring records.
Correction of Information
If you believe your information is inaccurate, incomplete or out of date, please notify us. We will take reasonable steps to correct your information where appropriate.
Anonymity
Where lawful and practical, you may choose to remain anonymous or use a pseudonym when dealing with our practice.
Please note this may not be possible where identification is required to provide healthcare, prescribe medications or process Medicare claims.
Website and Online Privacy
When you visit our website (www.wbmc.au), we may collect limited technical information such as:
- IP address
- Browser type
- Device information
- Website usage statistics
Our website may use cookies to improve user experience. You may disable cookies through your web browser settings.
Our website may contain links to external websites. WBMC is not responsible for the privacy practices of those websites.
Record Retention
Medical records are retained in accordance with applicable Commonwealth and New South Wales legal requirements.
When records are no longer required to be retained, they are securely destroyed or permanently de-identified.
Privacy Complaints
If you have concerns about how your personal information has been handled, please contact our Practice Manager.
We will investigate your complaint and aim to respond within 30 days.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).
Contact Us
Woolooware Bay Medical Centre
1.31A / 453A Captain Cook Drive
Woolooware NSW 2230
Phone: (02) 8212 4843
Email: manager@wbmc.au
Policy Updates
This Privacy Policy will be reviewed annually or earlier if legislative, technological or operational changes require updates.