Scope Healthcare

Doctor's Portal

Patient Privacy Policy

“Scope Healthcare”, “we”, “us” or “our” means Scope Healthcare Limited and its related entities (including Heartscope, Sleepscope and Scope Radiology). This policy explains how we collect, use, disclose and protect your personal and health information when you attend our services in Victoria. 

1. What we collect

We collect health and personal information needed to provide care and run our services, including: 

  • identifiers (name, date of birth, contact details), Medicare/DVA/private health details and next of kin; 
  • GP/referrer details, clinical history, symptoms, examination findings, test bookings, images and reports; 
  • billing and claim information; communications with you; and 
  • information we receive from other providers involved in your care (e.g., pathology, imaging, hospitals). 

If you contact us online, basic website analytics may be collected. CCTV may operate in public areas of our sites (not clinical rooms). 

2. How we collect it

We collect information directly from you (in person, phone, online forms), from your GP/referrer and other treating providers, and from third parties where permitted or required by law. You may interact anonymously or use a pseudonym for general enquiries where practicable; however, we typically need your identity to provide clinical care and process claims. 

3. Why we collect it (uses/disclosures)

We use and disclose your information to: 

  • provide you with healthcare services, diagnostics and reports; 
  • communicate with your GP/referrer and other treating clinicians; 
  • book, recall and remind you about appointments (SMS/email/phone); 
  • bill, process claims and undertake practice management, quality assurance, audit and training (using de-identified data where possible); and 
  • meet legal/reporting obligations and respond to serious threats to health or safety.


We routinely share relevant information with your nominated GP/referrer, and, where clinically appropriate, with other treating providers and hospitals involved in your care. Information about your appointments or general details regarding your condition will be shared with your next of kin listed on your Patient Registration Form only if you have provided approval. We may also disclose information to Medicare, DVA, TAC, WorkSafe, private health insurers and trusted IT/support vendors for service delivery. Some vendors may be located outside Australia; where this occurs, we take reasonable steps to ensure they protect your information in accordance with the Australian Privacy Principles.  

4. Storage, security and retention

We use secure electronic medical record systems, access controls, audit logs and staff confidentiality obligations. Records are retained at least 7 years from the last entry for adults, and for records created when the patient was under 18, until the patient turns 25, after which they are securely destroyed or de-identified. 

5. Access and correction

You have a right to request access to, and correction of, your health information held by us under the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic). To request access or correction, please contact our Privacy Officer (details below). A reasonable administration/copying fee may apply. We will respond within a reasonable time and explain any lawful refusal. (Freedom of Information generally applies to public sector providers, not private practices.) 

6. Data breaches

If a data breach is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme and take steps to minimise risk. 

7. Questions or complaints

Talk to us first: 

Privacy Officer / Group Practice Manager

If you are not satisfied, you may contact:
Health Complaints Commissioner (Victoria) – 1300 582 113 or hcc.vic.gov.au
Office of the Australian Information Commissioner (OAIC) – 1300 363 992 or oaic.gov.au

8. Changes to our Privacy Policy

We may update our Privacy Policy from time to time. The latest version will be available on our website and at reception upon request.