Your privacy is our concern

What information is collected & why?

When you become a patient or client of Kerang District Health’s acute or primary care services, a health record is created. Every time you attend any of our services, information is added to your record. Some of this will be recorded and stored on computer systems, in addition to a paper-based record being maintained.

Personal information collected includes

Your name, date of birth, address and contact details. Information for billing, if applicable.

  • Details about your diagnosis, treatment and the outcomes of your treatment.

We only collect information that is necessary for us to provide your care and treatment and to perform our functions. We want to ensure that those involved in your care are able to plan your treatment before, during and after your attendance.

Quality of your personal information

Our aim is to keep your information accurate, complete and up to date at all times. Each time you attend any of our services, we ask that you assist us in updating your details.

Kerang District Health does not use your personal information for the Organisation’s fundraising activities or for other commercial uses.

How is your information used?

Provision of care

  • By health professionals and support staff involved in your care, (i.e. your health care team).
  • Customarily, health professionals will involve your next of kin and other family members in your care plan, unless you request otherwise.
  • You may be contacted following discharge to check on your progress and/or discuss any comments you may have in relation to the care we have provided.
  • Your nominated local doctor may receive a copy of the discharge summary, which includes information about your condition, treatment, medication and special instructions. If you do not wish this information to be sent, please advise staff at admission.
  • In the event that you are receiving care from another health service, they may request information be forwarded to them to assist in treating you. We only release health information that is relevant to your current condition and necessary for your continuing care.

Planning, quality and research

  • For planning purposes to ensure appropriate health service delivery by Kerang District Health and the Victorian Department of Human Services (DHS).
  • DHS has strict policies relating to access and the use of information received.
  • For quality improvement activities to strive continually for best possible practice.
  • To conduct research in accordance with strict guidelines as determined by our organisation’s Ethics Committee, which has been constituted in accordance with the National Health & Medical Research Council.

As part of improving medical services and patient safety, a copy of your medical record may be reviewed by a doctor other than your own. A small percentage of records are photocopied and sent offsite to a doctor who provides feedback on improving medical and patient care. After review the photocopied record is shredded. Your personal information is not collected, reproduced or published.


  • For billing and payment purposes if applicable (e.g. health insurance, WorkCover, TAC, Department of Veterans Affairs).

Protecting your privacy

We ensure personal information is secure through policies regarding access, handling, storage and disposal. The information that is collected about you is stored securely and is only accessed by authorised staff; this includes password security to information stored electronically.


In addition to care provision, planning, quality, research and billing, personal information relating to you can only be disclosed subject to:

The law requiring disclosure, for example:

  • Notification of infectious diseases and some types of cancer.
  • Subpoena of information for court hearings.
  • Under other legislation such as Mental Health Act 1986 (Vic), Children and Young Persons Act 1989 (Vic).

You (or your next of kin) consenting to the disclosure of information.


DHS and the Public Record Office have issued the ‘General Disposal Schedule for Public Health Services Patient Records’. The Schedule is a legal record keeping standard that specifies the period of time for which health records must be retained. All documents containing patient information are destroyed in a confidential manner.

Access to your information

Members of your health care team are the best source of information about your care and treatment. It is important for you to discuss any concerns you may have regarding your condition and treatment with a staff member involved in your care.

In accordance with the Freedom of Information Act 1982 (Vic), you have the right to request access to your medical record and personal information held by us.

An application is necessary and you may be required to pay a fee. If you identify information that is incorrect, you have a right to request that it be amended.

Need more information?

For concerns relating to privacy or requests for further information about our policies, contact the Privacy Officer.

To apply for access to your records, contact Medical Administration.

Kerang district health is committed to providing you quality service which includes protecting your privacy.

Mission Statement

‘Kerang District Health aims to provide comprehensive quality services which are responsive to community needs.’

Contact Details

Privacy officer
For queries relating to privacy or further information about our policies
03 5450 9212

Medical administration
To apply for access to your record
03 5450 9208

Hours of operation
8.00 AM – 4.30 PM
Monday – Friday