Privacy

Use & protection of your Health Information

We collect information such as your name, address and contact details, as well as information about your health problems and the treatment you are given.
New information is added to your record every time you attend or have contact with us.

All this information is collected to ensure that the health care team involved in your care is able to plan your treatment before, during and after your attendance.

We aim to keep your information accurate, complete and up to date at all times. Each time you attend any of our services we ask that you assist us in updating your details.

Patient care

We collect and maintain personal and medical information in order to provide you with the best possible care and treatment. Your medical record enables all professionals involved in your care to have a complete picture of your medical history

Other uses

For quality improvement activities

To conduct research in accordance with guidelines determined by the Ballarat Health Service’s Research & Ethics Committee who act on behalf of HHS

Patient satisfaction questionnaires

For planning purposes to ensure appropriate health service delivery by HHS and the Department of Health.
Where possible, information without your personal details is used for these purposes.

For billing and payment purposes if applicable e.g. health insurance, WorkCover, TAC, Department of Veteran Affairs.

HHS ensures personal information is secure through policies and operational procedures relating to access, handling, storage and disposal.

The information that is collected about you is stored securely and is only accessed by authorised staff; this includes password security to information stored electronically.

HHS ensures personal information is secure through policies and operational procedures relating to access, handling, storage and disposal.

The information that is collected about you is stored securely and is only accessed by authorised staff; this includes password security to information stored electronically.

External Communication and Engagement

We may disclose your information to others outside HHS including your own doctor and other health and care providers if this is necessary for your further treatment (e.g. we usually send a letter to your GP).

If you are an inpatient, specific information will be provided to your relatives and friends. Let staff know if you do not wish any information to be released.

We will disclose your information to any person or organisation authorised by you. This will usually involve you signing a release document.

We may also be obliged to release your information:

  • Where required by law (e.g. by Act of Parliament or in the case of a legal claim)
  • Where required by government authorities and departments (e.g. registration of births, death, diseases and treatments)
  • In the case of a declared emergency.


If you have concerns:
 regarding inappropriate use of your information by HHS, please contact our Privacy Officer on (03) 5321 6500.

Yes, you have the right to refuse permission for your information to be disclosed. You may exercise this right by completing a Refusal of Consent to Disclosure and Use of Information form.

However, refusing permission to disclose your information might inhibit you receiving appropriate care and treatment in the future.

If you have any questions about refusing consent or completing the form, please speak with a staff member involved in your care.

If you are unable to give permission for your information to be released, permission may be sought from your authorised representative. People who are permitted to act as an ‘authorised representative’ for a patient are specified by law.

Your authorised representative may exercise the same rights as you in relation to withholding consent to the use or disclosure or, or making a request for access to, your information.

The Freedom of Information Act (FOI) gives you the right to access your medical record. Requests for access must be made in writing to the FOI Officer on the FOI access form (adobe pdf document 29KB). A fee may be charged for this service.

The postal address is:
The FOI Officer
Hepburn Health Service
PO Box 465
DAYLESFORD 3460

Medical records are usually destroyed 15 years after your last visit.