Privacy and email policy – ADHD Doctors Tasmania

ADHD Doctors Tasmania uses email in a limited and carefully controlled way to protect patient privacy and safety. This policy explains how patients and other parties may communicate with the practice by email and how email is managed.

This policy applies to all email communication between ADHD Doctors Tasmania and patients, carers, referrers and other third parties. It covers all practice email addresses, including reception@adhddoctorstasmania.com.au and send@adhd-gp.com.au.

• Email is used only for non‑urgent, administrative communication wherever possible.
• Clinical care (including ADHD pathway discussions, new symptoms, prescribing and medication reviews) is provided via booked appointments, not by email.
• Patients are encouraged to book a First Video Appointment (new patients) or Review Appointment (existing patients) via HotDoc if they need clinical input or decisions about their treatment.
• Unsolicited emails that include inappropriate content or excessive clinical detail will not be forwarded to our clinicians and may be deleted or added to the medical record without response, to ensure safe, appropriate communication and compliance with our privacy and record‑keeping obligations.

• The practice records a patient’s email address with their consent and notes their preference for electronic communication in the medical record.
• When sending information that may identify a patient, the practice takes reasonable steps to reduce risk (for example, limiting detail in the email body, using secure systems where available, or using password‑protected attachments where appropriate).
• By choosing to email the practice, patients acknowledge that standard email has privacy risks and accept this level of risk for the type of information they send.

• Practice email accounts are not monitored continuously or after hours.
• Administrative emails are usually reviewed within 7 days, consistent with the auto‑reply information.
• The send@adhd-gp.com.au mailbox is reviewed on the day of a booked appointment or when processing a linked routine or early‑release request, and is not a general contact or advice channel.
• Email must not be used for emergencies or urgent problems. Patients are instructed to call 000 or attend emergency/urgent care for urgent issues.

Patients may use email to:

• Ask non‑urgent administrative questions (for example, billing queries, updating contact details, simple appointment logistics) to the main reception email.
• Provide background information or documents relevant to an already‑booked appointment, by emailing send@adhd-gp.com.au as directed in the auto‑reply.
• Submit information to support a routine request (for example, medical certificate or early release of medication) where this has been initiated via HotDoc.

The practice does not use email to:

• Provide diagnosis, detailed clinical assessment, or ongoing management.
• Initiate new prescriptions or change medications, except through the defined HotDoc routine request process for eligible patients.
• Manage new symptoms, deterioration, or urgent mental‑health concerns.
• Conduct ADHD pathway consultations or provide individualised clinical advice outside booked telehealth appointments.

Emails received that attempt to seek clinical care, urgent advice or prescriptions will receive a standard reply directing the patient to book an appointment via HotDoc or seek urgent care where appropriate.

• Staff check recipient details before sending emails and avoid using auto‑complete to reduce wrong‑recipient risk.
• Clinically relevant information received or sent by email is recorded in the patient’s medical record (for example, key information copied into consultation notes or the email saved to the record).
• Email communications are stored and disposed of in line with the practice’s privacy and health‑information management policies.

• Any suspected privacy incident involving email is managed under the practice’s data‑breach and privacy procedures, including consideration of obligations under the Notifiable Data Breaches scheme.
• Concerns or complaints about email communication or privacy can be made in writing to reception@adhddoctorstasmania.com.au and will be handled using the practice’s complaints process.

ABN: 12 658 365 881
Contact email: reception@adhddoctorstasmania.com.au

ADHD Doctors Tasmania respects your privacy and is committed to protecting your personal information. This policy explains how this practice collects, uses and manages your personal and health information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

ADHD Doctors Tasmania is a private telehealth general practice providing assessment and management of ADHD and related conditions via video and telephone consultations. As a health service provider, the practice is required to have a clearly available privacy policy and to manage personal information in an open and transparent way.

The practice collects personal and health information that is reasonably necessary to provide you with safe, high‑quality care, including:

• Identification details (name, date of birth, contact details, address, Medicare or DVA number, concession details where applicable).
• Next of kin and emergency contact information.
• Health information (medical history, medications, allergies, referrals, investigation results, consultation notes, diagnoses, treatment plans).
• Sensitive information relevant to your care (for example mental health history, neurodevelopmental history, or gender‑related information).
• Payment and billing information (invoices, payment records, private health details where relevant).
• Technical information associated with telehealth and electronic communication (appointment logs, messages sent via HotDoc, limited metadata about emails and uploaded documents).

Where it is reasonable and practical, information is collected directly from you during consultations, through forms, via HotDoc, or when you communicate with the practice. The practice may also collect information from other health providers (such as your GP, psychiatrist, paediatrician, psychologist, or pathology and imaging services) when you have given consent or when the law permits.

Your personal and health information is collected, held, used and disclosed for purposes including:

• Providing you with medical care and telehealth services.
• Communicating with you about appointments, reminders, test results and follow‑up care.
• Coordinating your care with other health professionals when you have agreed or when required by law.
• Managing the practice, including billing, accounting, quality improvement, accreditation and staff training.
• Meeting legal and regulatory obligations (for example mandatory disease notification, responding to subpoenas, or complying with AHPRA or Medicare requirements).

Information is only used or disclosed for these purposes or for closely related purposes that you would reasonably expect, or otherwise with your consent, or as required or authorised by law.

This practice primarily provides care via telehealth (video, and telephone for appropriate follow‑up). Telehealth consultations are conducted using secure platforms and reasonable steps are taken to protect the privacy of your information.

Email is used in a limited way. Non‑urgent administrative communication may occur via email, and patients are advised that general inboxes are not monitored daily and should not be used for urgent or emergency matters. Clinical care, including ADHD pathway discussions, new symptoms and prescribing, occurs through booked appointments, not via email.

The specific email address send@adhd-gp.com.au is used only to receive supporting documents and information linked to an existing booking or routine request, and for early‑release medication requests. Emails to this address are usually reviewed on the day of a booked appointment or when processing a related request and are not a substitute for an appointment.

When you choose to communicate by email or upload documents electronically, you acknowledge that while reasonable safeguards are in place, no system can be guaranteed completely secure, and you accept this level of risk.

Where it is lawful and practicable, you have the right to deal with this practice anonymously or under a pseudonym, for example for general enquiries. In most clinical situations it will not be possible to provide safe care without your correct identity and contact details.

Your information is stored in secure electronic clinical information systems and, where necessary, in limited paper records. The practice takes reasonable steps to protect personal information from misuse, loss, unauthorised access, modification or disclosure, including:

• Password‑protected clinical software and practice management systems.
• Role‑based access for staff, with confidentiality agreements.
• Secure backup and data storage arrangements.
• Policies for the appropriate use of email, telehealth platforms and portable devices.

Information is retained for the period required by law and professional standards, after which it is securely destroyed or de‑identified.​

You have the right to request access to the personal information the practice holds about you and to request that it be corrected if you believe it is inaccurate, out‑of‑date, incomplete, irrelevant or misleading.

Requests for access or correction can be made in writing to ADHD Doctors Tasmania at reception@adhddoctorstasmania.com.au. You may be asked to verify your identity before information is released. In some cases, a reasonable fee may be charged to cover the cost of providing access (for example, copying and administrative time). If the practice cannot provide access or make the requested correction, you will receive a written explanation.​

The practice may disclose your information to:

• Other treating health professionals, such as your GP, psychiatrist, paediatrician, psychologist, pharmacist or allied health providers.
• Laboratories, imaging providers and other services involved in your care.
• Medicare, private health insurers or other payers, when relevant for billing or compliance.
• Government agencies, courts, tribunals, professional bodies or insurers where required or authorised by law.

Where information is shared, only the minimum necessary information is disclosed. De‑identified information may be used for quality improvement, teaching or research where permitted; you will not be identified in such material.

In the unlikely event of a data breach that is likely to result in serious harm, the practice will comply with the Notifiable Data Breaches scheme, including taking steps to contain the breach, assessing the risk, notifying affected individuals where required, and notifying the Office of the Australian Information Commissioner.

If you have any questions or concerns about this privacy policy or how your information is handled, please contact ADHD Doctors Tasmania in writing at reception@adhddoctorstasmania.com.au. The practice will respond to your complaint or enquiry as soon as reasonably practicable.

If you are not satisfied with the response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) or with the relevant state or territory health complaints body.