Just Dentistry privacy policy

Just Dentistry Privacy Policy

Protecting your privacy – our Privacy Policy

Just Dentistry Dental Surgery is committed to providing quality dental care for its patients. As a fundamental part of this commitment, the dentist and staff of the practice, recognise the importance of protecting the privacy and confidentiality of the information that we collect about you and your health and the advice and treatment we provide to you.

If you have any questions about our Privacy Policy please do not hesitate to ask your dentist or our reception staff.

As well as being an important professional commitment to you, our practice is required to comply with applicable Commonwealth, State and Territory privacy laws. The Commonwealth privacy law is the Privacy Act 1988 and the Territory law is the Health Records (Privacy and Access) Act 1997. Under these laws, we are required to comply with a set of privacy Principles. A copy of these Principles is available for inspection at the reception desk.

As a part of our commitment to providing quality dental care to you, we need to collect, record and retain information about you, your health and our advice and treatment provided to you. This information will include:

 - personal details (including your name, address, date of birth, your contact details and details for next of kin and your health fund membership or other insurer where relevant)

 - your dental history and other relevant health information

 - notes made during the course of dental consultations

 - x-rays, images and other electronic records of your dental health and treatments provided

 - referrals to other dental service providers

 - results and reports received from other dental and health service providers

Generally, we will collect this information directly from you (and where required for your dental care, your family members or carer) or from your oral health professionals and health services who have been treating you. If we need to get information from other persons, we will ask your permission to do so. We may need to contact your health fund or other insurer to confirm your insurance coverage.

It is important that the information we hold about you remains accurate and up to date. Please let us know of any changes in your contact and other personal details. Our staff will confirm your current address and contact details with you from time to time for this purpose.

The information we hold about you will be used for the purposes of providing advice and treatment to you, referrals to other health professionals, obtaining advice from other health professionals on x–rays, other images, tests or treatment options, managing our accounts and billing your health fund or insurer, for our practice clinical quality management, training of our staff and for investigation and resolution of any concerns you may have about our services to you.

Due to legislative requirements or a court order (eg subpoena), we may be required to disclose information about to you to regulators, law enforcement bodies or other parties without your prior knowledge or consent. Subject to any legal constraints, we will use reasonable steps to let you know of these requests.

We will take appropriate steps to protect the security of the information we hold about, including protection against unauthorised access, virus or other electronic intrusions, fire, theft or loss. Your electronic records are protected by a security password. Our staff are bound by strict requirements regarding protection of the privacy and confidentiality of your dental records as a condition of their contract with us.

We store your records at our practice and in electronic systems under our control. Our practice is part of a larger dental service Dental 4 Windows and this service assists us with the management of our patient records and clinical information systems. Our contracts with them require that they also protect the privacy and confidentiality of your information.

As a patient of this practice you have the rights of access to the information we hold concerning you. Should you wish to access this information we refer you to our handout entitled ‘Accessing Your Dental Record’.

As part of our commitment to improving the quality of our dental services, we may participate in research programs, professional development and other educational activities. We may use the information we hold about you to assist with this research and education. However, this information will not identify you unless we have received your agreement to do so or the research study has been approved by a research ethics committee that complies with the National Health and Medical Research Council guidelines and applicable privacy law.

We will keep your dental records after you cease to be a patient of the practice. This is to enable us to provide information to your future dentist if required and for medicolegal reasons. Legislation also requires us to keep your records for a number of years after you cease to be a patient of the practice.

Should you, at any time, have a query or concern in relation to our privacy policy and/or management of your information please let our staff know and they will be happy to address any concerns you may have. If your concerns are not resolved by our staff, or you have a complaint about our privacy management, please advise your dentist. We will make our best endeavour to address your complaint within 30 days of receipt of your complaint. If you are not satisfied by our response, you have a right to make a complaint to the Commonwealth or State/Territory Privacy Commissioner and we can provide you with their contact details.

October 2013

A shorter information statement on privacy for new patients


Our practice respects your right to privacy. It is important that you understand the purpose for which we collect details about you and your health, as well as how this information is used at our practice and to whom this information might be disclosed. More detailed information is set out in our Privacy Policy. If you would like a copy of the policy please ask our staff.

The information we collect will be used for the purpose of providing treatment to you. Personal information such as your name, address, telephone numbers. email address and health insurance details will also be used for the purpose of billing and processing payments.

Unless required to do so by court order or other legislative requirement, we will only collect, use and disclose your health information for the purposes of assessing, advising and treating you. We may also use parts of your health information for staff training, professional development, quality improvement and dental health research. Your personal identity will not be disclosed without your consent to do so or, if this is not possible, with the approval of an ethics committee.

Your patient history, treatment records, x-rays and any other material relevant to your treatment are kept in electronic clinical information systems.

We have security measures in place to protect this information against unauthorised access or use and damage, theft or other loss

You may inspect or request copies of your treatment records at any time, or seek an explanation from the dentist. If you want copies, a fee may apply. If you require a detailed explanation of your records or a written summary, a consultation fee or other charge may apply.

It is important that the information we hold about remains accurate. Please advise our staff if your contacts details change. If any of the information we have about you is inaccurate, you may ask us to alter our records accordingly

If you have any queries or concerns about our handling of your health information, please do not hesitate to raise these concerns with our practice.

Accessing your records

Just Dentistry, Suite 208 City Plaza, 222 City Walk, Canberra City ACT 2601

Tel:  (02) 6257 7363

Fax: (02) 6248 5089

Email:  jo.justdentistry@bigpond.com


We are committed to keeping you informed about your treatment and answering any questions you might have. The information you are after can often be easily provided if you ask your dentist during your next appointment. We are also pleased to assist in providing clinical information required for your ongoing dental and other health care to other dentists and health professionals when requested by them on your behalf.

If you require more detailed or historical information, or specific documents, accessing that health information may require some time and may involve a fee to cover the costs of retrieval and, in the case of electronic clinical information, provision of this information in a readable format.

Under privacy law, patients have rights of access to dental information held about them by this practice. If you would also like to see the records we hold about you and your treatment please let us know.

The following procedure has been developed to ensure that requests for copies of documents and/or viewing of your record that are unable to be dealt with during your consultation are dealt with as efficiently as possible:

All requests for access (other than straightforward requests for copies of test or treatment results made to your dentist during your consultation or requests for information authorised by you from other dentists or health professionals treating you), should be made in writing, using the form provided, and addressed to the attention of Dr Jo Newton.

Requests for access will be acknowledged, in writing, within 7 days of the receipt of the request.

The total time between the receipt of a request for access and the time when access is granted will generally not exceed 30 days. Where it is not possible for access to be granted within 30 days, you will be notified, in writing, of this and advised when access will be possible.

Should you request copies of specific documents, or part or all, of the contents of your dental file, a fee for copying files may apply

If your dentist feels that it is necessary to review the documents you requested with you in person, you will be advised of this and arrangements then made to meet with you.

Where access is refused to part of your dental file, you will be advised in writing of the reasons for refusal and your dentist will contact you to discuss whether there are any other means by which access to this information may be facilitated.

You will not be permitted to remove any of the contents of your dental file from the dental practice, nor will you be permitted to alter or erase information contained in the dental record. However, if you believe any of the information is inaccurate please advise Dr Jo Newton who will review the information.

As the records contain confidential health information about you, we will generally require you to collect the copy of your records in person. However, if this is not practicable, we may agree to provide the copy to a person authorised by you. This person will be required to provide appropriate identification.

Should you have any queries in relation to the above, our practice staff are happy to address these for you. Should you wish to make an application for access please approach our reception staff and they will assist you in getting underway with your application.

Request for copies of documents or access to your record

Just Dentistry, Suite 208 City Plaza, 222 City Walk, Canberra City ACT 2601

Tel:  (02) 6257 7363

Fax: (02) 6248 5089

Email:  jo.justdentistry@bigpond.com


I, _______________________________________________________________________________________of


copies of the documents listed on the attachment and/or to view my dental record.

I understand that a fee may be payable for copies of documents. I understand that I will not be permitted to remove the contents of my dental record from the premises of the dental practice, nor will I be permitted to alter or erase information contained in the dental record.

I request that the copies of documents I have requested be provided to the following person authorised by me:

________________________________________________________________________________________ of


Signature of Patient: _______________________________________________Date. ____________________


  • Monday
    : 8:00 am - 4:00 pm
  • Tuesday
    : 8:00 am - 4:00 pm
  • Wednesday
    : 8:00 am - 4:00 pm
  • Thursday
    : 8:00 am - 4:00 pm
  • Friday
    : 8:00 am - 4:00 pm
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