Browns Bay Family Doctors Privacy Policy – July 2026
Browns Bay Family Doctors is committed to protecting your privacy and ensuring your personal and health information is managed safely and securely in accordance with the Privacy Act 2020 and the Health Information Privacy Code 2020.
Information We Collect
We collect personal and health information necessary to provide healthcare services, manage appointments, maintain patient records, process payments and claims, and communicate with you regarding your care.
How We Collect Information
We collect information directly from you where possible. We may also collect information from hospitals, specialists, laboratories, radiology providers, ACC, pharmacies, Health NZ, and other healthcare providers involved in your care.
Indirect Collection of Information (IPP3A)
Where information is collected indirectly, Browns Bay Family Doctors will take reasonable steps to ensure patients are made aware of the collection as soon as reasonably practicable. Patients may be informed through this Privacy Policy, enrolment forms, patient portal communications, consultation discussions, or other reasonable notification methods.
Existing Care Relationships
Where patients have an ongoing care relationship with the practice and have previously been provided with privacy information explaining indirect collection, Browns Bay Family Doctors may rely on those previous notifications where appropriate.
Unexpected Third-Party Information
Where information is received from third parties outside normal care pathways, the practice will assess whether additional patient notification is required under the Privacy Act 2020.
AI-Assisted Clinical Documentation
Browns Bay Family Doctors may use approved artificial intelligence tools, including Heidi Health, to assist clinicians with documenting consultations and preparing clinical notes. These tools support accurate record keeping and allow clinicians to focus more on patient care. AI tools do not replace the professional judgement of healthcare practitioners. All diagnoses, treatment decisions, and medical records remain the responsibility of the treating clinician. Information processed through approved AI tools is handled in accordance with the Privacy Act 2020 and the Health Information Privacy Code 2020.
Where AI-assisted transcription is used, consultations are transcribed to generate clinical documentation. Heidi Health does not retain audio recordings of consultations following transcription. The generated transcription is securely stored within the Heidi Health platform and may be retained for a period determined by Browns Bay Family Doctors in accordance with our clinical, legal, and operational requirements. Once no longer required, transcriptions will be securely deleted.
Only the final clinical notes entered into the patient’s medical record form part of the permanent health record.
How We Use Your Information
Your information may be used to provide healthcare services, coordinate care with other providers, communicate with you, process funding and claims, meet legal obligations, and improve our services.
Who We Share Information With
We may share your information with healthcare professionals and organisations involved in your care, including hospitals, specialists, laboratories, pharmacies, and other providers. Information may also be disclosed where required or authorised by law.
Patient Communications
We may contact you by SMS, email, phone, or patient portal regarding appointments, recalls, reminders, test results, and other healthcare-related communications.
Marketing and Service Updates
From time to time, Browns Bay Family Doctors may send patients information about practice services, health programmes, preventive health initiatives, and other information that may support their health and wellbeing. These communications are intended to provide relevant health and service information rather than commercial marketing. Patients may opt out at any time.
Storage and Security
Patient health information is primarily stored electronically within our secure practice management systems, including Medtech. We take reasonable steps to protect your information from loss, unauthorised access, use, disclosure, alteration, or misuse. Access to patient information is restricted to authorised personnel who require access to perform their duties.
Where patient information is printed or held in paper form, it is stored securely and disposed of through confidential document destruction processes when no longer required.
Privacy Breaches
Any privacy breach that may cause serious harm will be assessed and managed in accordance with the Privacy Act 2020, including notification to the Office of the Privacy Commissioner and affected individuals where required.
Your Rights
You have the right to access your information and request correction of your information.
Who Holds Your Information
Your health information is held by Browns Bay Family Doctors and stored within secure electronic systems, including our Medtech practice management system, and other approved systems used to support the delivery of healthcare services. We take reasonable steps to ensure your information is protected and accessed only by authorised personnel for legitimate healthcare and administrative purposes.
Contact Us
If you have any questions, concerns, or requests regarding your privacy or the handling of your personal information, please contact Browns Bay Family Doctors:
Email:
Phone: 09 479 4834
We will respond to privacy-related enquiries and requests in accordance with the Privacy Act 2020 and the Health Information Privacy Code 2020.