This Privacy Policy explains how Dr Elaine Ng (“we”, “us”, “our”) collects, uses, holds and shares your personal information, which includes your health information, and the circumstances in which we may share it with others. We are committed to protecting your privacy and to handling your information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
Current as of: 24/06/2026· Next review: 24/06/2027
Our practice and shared premises
Dr Elaine Ng (Dr Elaine Ng, sole trader, ABN 11322724475) practises as an independent private specialist and is the entity responsible for your information under this policy. Dr Elaine Ng consults from rooms co-located with Wagga Wagga Rheumatology and shares some facilities — including the waiting area, reception and practice-management software Gentu. Dr Ng is an independent practitioner and maintains her own patient records. Our reception and administrative staff support both practices and may access your information to assist with your care and the running of the practice; all staff are bound by confidentiality obligations and access your information only as needed.
Why and when your consent is necessary
When you register as a patient, you consent to our doctors and team accessing and using your personal information so we can provide you with the best possible care. Only people who need to see your information to support your care will have access to it. If we wish to use your information for any other purpose, we will seek your additional consent. You can withdraw your consent at any time by contacting us at admin@waggawaggarheumatology.com.au.
Why we collect, use, hold and share your information
Our main purpose for collecting, using, holding and sharing your personal information is to manage your health and provide rheumatology care. We also use it for directly related purposes, such as billing and Medicare or health-fund claims, practice accreditation and audits, quality and safety improvement, and staff training.
What personal information we collect
The information we collect about you may include:
- your name, date of birth, address and contact details;
- your Medicare number, DVA number and private health-fund details (where relevant) for identification, billing and claiming;
- your healthcare identifiers;
- information relevant to your care — including your medical history, medications, allergies and adverse reactions, immunisations, social and family history, and relevant risk factors;
- the names of other health professionals involved in your care, and related letters, reports and referrals; and
- any other information you give us to support your care.
How we collect your information
We collect your personal information in a number of ways, including:
- directly from you — for example when you book an appointment, complete our registration or intake forms, or during your consultation;
- when you contact us by phone, SMS, email, our website or online booking;
- from others involved in your care where it is not practical or reasonable to collect it directly from you — for example your GP or referring doctor, other specialists, hospitals, allied health professionals, and pathology and imaging providers; and
- from your guardian or responsible person, your health fund, Medicare, or the Department of Veterans’ Affairs, as necessary.
With your consent, we may also access information through My Health Record and secure clinical messaging, and send electronic prescriptions, where we participate in these services.
When, why and with whom we share your information
We treat your information as strictly confidential and share it only for purposes related to your care, or as set out in this policy. We may share your information:
- with other health professionals involved in your care, such as your GP, referring doctor, other specialists, hospitals, and pathology and imaging providers;
- with trusted service providers who help us run the practice (for example our practice-management software, secure document storage, online booking, AI documentation and telehealth providers), who are required to comply with the APPs and protect your information;
- when required or authorised by law — for example to Medicare, courts, or for mandatory disease notifications;
- when necessary to lessen or prevent a serious threat to anyone’s life, health or safety, or where it is impractical to obtain your consent;
- to assist in locating a missing person, or to establish, exercise or defend a legal claim, or in a confidential dispute-resolution process.
Only people who need to access your information will be able to do so. Other than in the course of providing your care or as described in this policy, we will not share your information with any third party without your consent.
Disclosure outside Australia
We do not disclose your personal information to recipients outside Australia. Wherever possible your information is stored on secure servers located in Australia.
Direct marketing
We will not use your personal information to market our services to you without your consent. If you do consent (for example by subscribing to a newsletter), you may opt out at any time by notifying us in writing or using the unsubscribe option in the communication.
Use of artificial intelligence (AI)
We use AI tools to support, not replace, your care. During consultations we may use a secure AI assistant to help draft your clinical notes and letters; your doctor always reviews, edits and approves the final record and remains responsible for it. Some calls and messages to the practice may also be handled by an AI assistant to help with bookings and general enquiries, and may be recorded for quality and record-keeping. Our AI providers are required to handle your information securely and in line with Australian privacy law. You can ask us not to use the AI scribe for your consultation, and this will not affect your care.
Teaching, training and observers
Dr Elaine Ng is involved in clinical education and supervision, consistent with our doctor’s university and college appointments. From time to time, medical students, specialist trainees (registrars) or visiting doctors (observers) may be present during consultations for teaching and training. Your care always takes priority, and we apply the following safeguards:
• We will inform you and seek your consent before any student, trainee or observer is present. You may decline, and this will not affect your care or your relationship with us.
• Observers attend to observe only and take no part in your care. Students and trainees may take part in your history or examination under supervision, and only with your agreement. Your treating doctor remains responsible for your care at all times.
• All students, trainees and observers are bound by confidentiality. Those who are not part of our team are required to sign a confidentiality agreement, and to hold the relevant clearances — including a Working With Children Check where a child may be involved — before attending.
• Health information used for teaching is treated confidentially and is de-identified where it is used beyond your individual consultation (for example for case discussion or learning records). We do not make photographs or recordings for teaching without your separate written consent.
• You may ask any student, trainee or observer to leave at any time, including during your appointment.
How we store and protect your information
Your information is stored electronically in our practice-management system Gentu and in secure cloud-based services we use to run the practice. We take all reasonable steps to protect your information from misuse, loss and unauthorised access — including password protection, multi-factor authentication, secure servers, and confidentiality agreements signed by our team. No system is completely secure, and information transmitted over the internet, email or post carries some inherent risk, which you accept when communicating with us in these ways.
Accessing and correcting your information
You have the right to request access to, and correction of, your personal information. Please make your request in writing to admin@waggawaggarheumatology.com.au, we may accept a verbal request at our discretion. We will respond within a reasonable time, usually within 14 working days, and a reasonable administrative fee may apply for providing copies. In limited circumstances permitted by law we may decline access — for example where disclosure may pose a serious threat to health or safety — and we will explain why and your options. We cannot delete clinical information, but we can add a correction where information is inaccurate or out of date. From time to time we may ask you to confirm your details are current.
Privacy and our website
When you visit our website, we may collect general browsing information through cookies and analytics tools to help us understand how the site is used and to improve it. You can disable cookies or use private browsing in your browser if you prefer not to be tracked. Our website may contain links to other sites; we are not responsible for the privacy practices of those sites and encourage you to review their policies.
Complaints
We take privacy concerns seriously. Please raise any concern in writing with our team at admin@waggawaggarheumatology.com.au or PO Box 5574, Wagga Wagga 2650, and we will respond in accordance with our complaint-handling process, usually within 30 days. You may also contact the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, 1300 363 992, or GPO Box 5218 Sydney NSW 2001. You may also contact the relevant NSW health complaints body, the Health Care Complaints Commission (HCCC), at www.hccc.nsw.gov.au.
Updates to this policy
We review this policy regularly to ensure it remains current with our procedures and legal requirements. We will publish any updated version on our website and, where a change materially affects how your information is handled, we will notify you and seek your consent where the law requires.
Questions about your privacy? Contact us at admin@waggawaggarheumatology.com.au. A copy of this policy is displayed at reception and available on request.