Collection of Personal & Medical Information

We collect your personal details and health information so we can provide you with medical treatment and advice. Test results and further information collected while you are being treated by our specialists are kept with your medical record.

We will use and disclose your information for purposes directly related to your treatment and in ways you would reasonably expect for your ongoing care. This may include, but is not limited to, the transfer of relevant information to your nominated GP, to another treating health service or hospital, to a specialist for a referral, and for pathology tests and scans. If you do not want your personal information disclosed to any of the above please let us know.

In accordance with the Privacy Act 2020 and the Health Information Privacy Code 2020 all information recorded in your medical records will be kept confidential. Your information, both electronic and paper files, will only be accessed by the clinician providing your care and restricted to our administration staff who require that information to be able to do their job and provide care effectively and efficiently. All employees of Totara House Clinic are bound to maintain strict patient confidentiality and have signed a Confidentiality Agreement as part of their Employment Contract. The obligations of this agreement extend after the employment agreement has ended.

Patient files, either electronic or paper, are kept for a minimum of 10 years from the date that treatment was last provided. All confidential information no longer required is placed in a secure document bin and destroyed.

We take all reasonable steps to ensure the information we collect about you is accurate, complete and up to date. You have the right to access and correct your health information. If you believe the information we hold about you is incorrect and an error has been made, please let us know and we will correct the information. (Please do so in writing either by emailing or by post to Totara House Clinic, 116 Russell Street, Palmerston North.)

You may request a copy of all or part of your clinical records. This can be in person or in writing.  You must personally identify yourself as the person by signing the request form (proof of identity must be attached). To request your notes, or if you have the authority to request another patient's notes (i.e. your child under the age of 16) please click Personal Health Information Request Form.

Where the information requested relates to a single document only (e.g. a consultation letter for insurance purposes), and the administration staff are able to confirm the identity of the requestor, a verbal request may be actioned.

If you are being seen regarding an injury and this has been lodged with ACC or a Workplace Insurer the information pertaining to this injury will be disclosed to ACC/Workplace Insurer to determine cover and/or access your entitlement to compensation and medical treatment.

No information will be given to a third party without your written permission.