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Health Privacy It’s My Business Health Records Act 2001 (Vic)

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Presentation on theme: "Health Privacy It’s My Business Health Records Act 2001 (Vic)"— Presentation transcript:

1 Health Privacy It’s My Business Health Records Act 2001 (Vic)


3 Learning objectives Explore the concept of privacy and health information Examine the 3 privacy laws which affect Victorians, and their interaction Identify the aims of the Health Records Act, who is covered by it, and key terms Discuss how the Health Records Act applies to minors and deceased individuals Describe the Health Privacy Principles included in the Health Records Act Discuss the Health Services Commission complaints process

4 Key Elements Health Privacy Principles (HPPs) - applicable to public and private sectors Right of access to personal health information in the private sector - Breen v Williams

5 Privacy for Victorians Victorian : Health Records Act 2001 (the Act) Information Privacy Act 2000 - applies to all personal information (except health information) that is collected or held by – the Victorian public sector; and organisations funded by the public sector. Commonwealth: Privacy Act 1988 - extended to private sector from 21 December 2001

6 Three important aspects of Privacy: 1.Confidentiality 2.Data protection 3.Consumer choice

7 Objects of the Act (s.6) To ensure responsible handling of health information To balance public interest in protecting privacy with public interest in legitimate use of information To enhance ability of individuals to be informed about their health care To promote provision of quality health services

8 Who is covered by the Act? Most organisations hold health information about individuals The Act covers: health service providers; any other person/organisation that collects/handles personal health information. (e.g. schools, employers) Health service providers are subject to additional standards reflecting their special relationship with consumers.


10 Health Service Providers are those who engage in: an activity to assess, maintain or improve an individual’s health; an activity to diagnose and treat illness, injury or disability; providing disability, aged or palliative care services (includes physical and intellectual disability services, nursing homes and hostels); dispensing of medication on prescription (pharmacists).

11 “Health Information” differs depending on what you do: For health service providers “health information”means: all identifying personal information collected to provide a health service; e.g. includes next of kin information For non health service providers “health information” means: all identifying personal information about the health or disability of an individual; it does not cover other personal information like payroll or bank account details.

12 Personal information means: Information or opinion about an individual whose identity is apparent, or can be reasonably ascertained Does not have to be true Does not have to be recorded in a material form Includes that forming part of a database

13 Minors No change to current common law situation: A minor is capable of giving informed consent when they achieve sufficient understanding and intelligence to enable him or her to understand fully what is proposed No set age, must be assessed on a case by case basis

14 Deceased individuals (s 95) The Act applies in relation to the health information of a deceased individual who has been dead for 30 years or less in the same way it applies to the health information of a living person. Legal representative can exercise rights on behalf of the deceased individual. Legal representative defined as executor of will or administrator of the estate. Any consent by legal representative is void if s/he knows that action does not accord with wishes expressed by an individual whilst still alive.

15 Health Privacy Principles: Interaction with other legislation The HPPs do not override other legislation. Existing provisions in other statutes governing the confidentiality, use and disclosure of health information and those that regulate access to certain kinds of personal information (e.g. adoption information) continue to apply. Specific statutory provisions override the general standards in the Health Records Act to the extent of any inconsistency. e.g. s.141 Health Services Act governs disclosure (not use) for hospitals & community health centres

16 Recap Privacy laws Aspects of privacy Aims of the HRA Who does it affect? Health vs. personal info Minors Deceased individuals Interaction with other legislation

17 HPPs Based on various privacy principles that apply in Australia and other countries, reflecting worldwide trends. Tailored to health information.

18 Scope The eleven HPPs: govern the life cycle of information; cover collection, use, disclosure, quality, security and disposal of information; are legally binding on organisations that hold health information about an individual.

19 A contravention of the HPPs is: “an interference with the privacy of an individual” and could give rise to a complaint to the Health Services Commissioner. Outcomes for non compliance include: 1.Complaints 2.Prosecution 3.Compliance notices

20 Health Privacy Principles  Collection  Use & Disclosure  Data Quality  Data Security & Retention 5.Openness  Access & Correction  Identifiers  Anonymity  Transborder Data Flows  Transfer / closure of practice of health service provider  Making information available to another health service provider

21 HPPs apply regardless of the time of collection If an organisation holds personal health information the HPPs apply even if the health information was collected prior to the Act commencing (other than HPP 1). Only access rules are different depending upon when the health information was collected. Behaviour causing a breach of privacy must have occurred after 1 July 2002.

22 HPP 1: Collection Only collect health information necessary for the performance of your functions or activities Generally need consent to collect health information (either express or implied) Provide a ‘collection statement’ to notify those you collect from about what you do with the information and that they can gain access to it. An organisation must collect health information only by lawful and fair means and not in an unreasonably intrusive way.


24 HPP 2: Use & Disclosure Only use or disclose health information for the primary purpose for which it was collected or a directly related secondary purpose the person would reasonably expect. Other use/disclosure allowed in certain circumstances – includes with consent. Information can be disclosed to an immediate family member for compassionate reasons where the individual is incapable of consent.


26 HPP 3: Data Quality Take reasonable steps to ensure the health information you hold is: accurate, complete, and up-to-date relevant to the functions you perform

27 HPP 4: Security & Retention An organisation must take reasonable steps to protect the health information it holds from misuse, loss, unauthorised modification or disclosure. A health service provider must keep health information for a minimum of 7 years since the last occasion a health service was provided. For a child the information must be kept until the child turns 25 years or 7 years after last contact. A non health service provider must take reasonable steps to destroy health information once it is no longer needed for the purpose it was collected.


29 HPP 5: Openness Organisations must have a document with clearly expressed policies on: how they manage the health information they hold; and the steps an individual may take to obtain access to health information about them held by the organisation Conduct privacy audit, determine legal obligations, set privacy policies. Make privacy policy available to all who ask

30 HPP 6: Access & Correction Individuals have a right to seek access to heath information about them held in the private sector. They also have a right to correct it if it is inaccurate, incomplete, misleading or not up-to- date. The FOI Act continues to give individuals a right of access to health information about themselves held by public sector organisations.

31 HPP 7: Identifiers Only assign a number to identify a person if it is reasonably necessary to carry out your functions efficiently. The use of public sector identifiers by the private sector is limited, e.g. an organisation should not file records using the Medicare number.

32 HPP 8: Anonymity Give individuals the option of entering transactions with you anonymously, wherever this is lawful and practicable. HPP 9:Transborder Data Flows Only transfer health information outside Victoria with consent or if the organisation receiving it is subject to laws which are substantially similar to the HPPs. Other exceptions may also apply.

33 HPP 10: Transfer/closure of practice of a health service provider Health service providers whose business or practice are being sold, transferred or closed down, without the individual continuing to provide services, must give notice of the transfer or closure to service users. Aims to encourage individuals to apply for their health information while it is still readily available. Enables individuals to provide their current treating practitioner with their existing health information. Statutory guidelines with specific obligations apply.

34 HPP 11: Making information available to another health service provider If you’re a health service provider, you must make health information relating to the individual available to another health service provider if requested by the individual. This must be done as soon as practicable.

35 Recap Health Privacy Principles Scope Contravention Collection of information Health Privacy Principles 1 - 11

36 ACCESS In the Private sector (FOI Act continues to provide access to health information held in the public sector)

37 Application: The right of access applies in full to health information collected after 1 July 2002. There is no right of access to non- factual information collected prior to 1July 2002 (such as practitioners’ comments).

38 How access is to be provided: For information collected after 1 July 2002 the individual can exercise right of access in any one or more of the following ways: By inspecting the health information with an opportunity to take notes; Receiving a copy; or Viewing the health information and, if it is held by a health service provider, having its content explained.

39 How access is to be provided: For information collected before 1 July 2002 access can be granted in full if the holder of the information agrees. If they don’t agree, the individual is entitled to receive an accurate summary of the information.

40 Mandatory limits to access Access must not be granted where: an organisation believes on reasonable grounds that granting access would pose a serious threat to the life or health of the person making the request or any other person; or the information was given in confidence by another person (but not a health service provider), unless that person consents.

41 Other limits to access An organisation may refuse access where: access would have an unreasonable impact on the privacy of others; information relates to existing legal proceedings and the information would not be discoverable or is subject to legal professional privilege; denying access is required or authorised by law; or granting access would prejudice law enforcement by a law enforcement agency.

42 Fees There is no requirement to charge a fee Reasonable fees can be charged by organisations to recover the costs of providing access. No ‘lodgement fee’ may be charged. Health service providers can charge their ‘usual consultation fee’ for explaining the contents of records to consumers. Fees have been capped by regulations.

43 Recap Access in the private sector Application How access is provided? Limits to access Fees

44 Correction An organisation must take reasonable steps to correct information if the individual is able to establish that the information is inaccurate, incomplete, misleading or not up to date. The information must not be deleted otherwise than in accordance with HPP 4.2. If an organisation is not willing to make the correction it must take reasonable steps to associate a written statement of the correction with the information. If the information is corrected the organisation must take reasonable steps to ensure only the corrected information is available to anyone providing health services to the individual.


46 Exemptions Very few exemptions apply. These relate to: the judiciary and quasi-judicial bodies (Courts & tribunals such as VCAT) when exercising their judicial or quasi-judicial functions; genuine news activities carried out by organisations whose dominant function is disseminating news; information relating to personal, family or household affairs.


48 HSC Complaints Process Many people make enquiries without lodging a formal complaint. Approx 50% of telephone inquiries result in lodgement of a complaint. Complaints must be received in writing. A person must have standing to make a complaint. Consent is obtained from complainants to send their complaint to the respondent.

49 HSC Complaints Process (2) Approx 90% of complaints are resolved informally. Approx 10% of complaints go to conciliation. If a complaint is not resolved through conciliation the complainant may request the complaint be referred to VCAT for hearing.

50 Offences Unlawfully requiring consent – by threat, intimidation or false representation. Unlawful destruction, defacing or damage to health information to evade the Act. Unlawful requesting or obtaining access to health information. Persuading another not to exercise rights under the Act. Failure to attend before the Health Services Commissioner. Summary offences – charges would be brought before the Magistrates Court, penalties apply.

51 Results of non-compliance Commissioner is able to serve compliance notices where serious breaches occur or if the breach constitutes a serious or flagrant contravention of the Act. Serious breach is defined as 5 episodes within the previous 2 years. Commissioner can make rulings that specifies to remedy the complaint. Penalties apply for failing to comply with a compliance notice.

52 Recap Correction of information Exemptions HSC complaint process Offences Non-compliance

53 Level 30 570 Bourke Street Melbourne Tel: 03 8601 5222 Toll free: 1800 136 066 Email: Fax: (03) 8601 5219 TTY: 1300 550 275 DX: 210182 Health Services Commissioner Contact Details

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