Element Dietetics – Privacy Policy
1. Introduction
At Element Dietetics, we are committed to protecting your privacy and ensuring that your personal information, including Medicare details, is handled in a safe and responsible manner. This Privacy Policy outlines how we collect, use, store, and protect your personal data in accordance with the Privacy Act 1988 (Cth) and other applicable Australian privacy laws.
2. Information We Collect
We collect personal information necessary for the provision of dietetic services. This may include:
Personal identification details, such as your name, date of birth, and contact information.
Health information, including dietary habits, medical history, and any other relevant health details provided during consultations.
Medicare details, where applicable, for billing purposes or if you are eligible for services under Medicare's Chronic Disease Management (CDM) program.
Billing information, such as payment details, which are processed securely.
Telehealth consultation details, including any AI transcription notes, if used (with your consent).
3. How We Collect Information
We collect your personal information directly from you when you:
Book an appointment with us, either online or in person.
Complete intake forms or provide information during consultations.
Use our Telehealth services (if applicable).
Provide your Medicare details for the purpose of billing under eligible programs (e.g., CDM).
Communicate with us via email, phone, or other forms of communication.
4. How We Use Your Information
Your personal information is used solely for the purpose of providing dietetic services and managing your client relationship with us. This includes:
Conducting consultations and providing dietary advice.
Billing and payment processing, including Medicare claims where applicable.
Communicating with you regarding appointments and services.
Managing our records and complying with legal requirements.
Medicare billing: If you are eligible for Medicare-funded services (such as through the Chronic Disease Management (CDM) program), we may collect and use your Medicare details to submit claims directly to Medicare on your behalf.
5. Sharing of Information
We will not share your personal information with third parties unless:
You have provided consent for us to do so.
It is required by law (e.g., to comply with legal obligations or in response to a lawful request by a government agency).
We need to share your information with our service providers (e.g., payment processors, IT support) for the purpose of providing our services to you. In such cases, these third parties will be bound by confidentiality agreements and will only use your information as necessary for their services.
Medicare claims: Your Medicare details will only be used to submit claims to Medicare under the applicable programs. We will never disclose your Medicare details to any third party for purposes unrelated to your care.
6. Telehealth and AI Transcription Software
For Telehealth consultations, we may use AI transcription software to take notes during consultations. This software is used for note-taking purposes only and will not be used for any other purpose.
Before the consultation, your dietitian will inform you if AI transcription software is being used and will seek your explicit consent to use it.
Transcription notes will be stored securely and in accordance with our data protection practices.
7. Security of Your Information
We take reasonable steps to protect your personal information, including Medicare details, from misuse, interference, loss, unauthorised access, modification, or disclosure. This includes:
Using secure cloud-based practice management software.
Storing electronic information with encryption and secure servers.
Ensuring that any paper records are securely stored.
Restricting access to Medicare information to authorised personnel only, for the purpose of processing claims.
8. Accessing and Correcting Your Information
You have the right to:
Access your personal information held by us.
Request corrections if your information is inaccurate, out of date, or incomplete.
To request access or corrections to your personal information, including Medicare details, please contact us using the details below.
9. Retention of Information
We will retain your personal information, including Medicare details, for as long as required to provide services to you and as necessary for legal, accounting, or other business requirements. After this period, we will securely delete or anonymise your information.
10. Changes to This Privacy Policy
Element Dietetics reserves the right to update or amend this Privacy Policy at any time. Any changes will be communicated to you and will be effective once published on our website.
11. Contacting Us
If you have any questions or concerns about how we handle your personal information, or if you wish to exercise any of your rights under this Privacy Policy, please contact us:
Email: support@elementdietetics.com.au
Phone: 0450 042 055