Patients who complete a casual or enrolled patient form acknowledge the following:

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Access to my health information

I have the right to access (and have corrected) my health information under Rules 6 and 7 of the Health Information Privacy Code 2020.

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Visiting another GP

If I visit another GP, outside of QMC, who is not my regular doctor I will be asked for permission to share information from the visit with my regular doctor or practice.

If I have a High User Health Card or Community Services Card and I visit another GP outside of QMC, who is not my regular doctor, he/she can make a claim for a subsidy, and the practice I am enrolled in will be informed of the date of that visit. The name of the practice I visited and the reason(s) for the visit will not be disclosed unless I give my consent.

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Patient Enrolment Information

The information I have provided on the Practice Enrolment Form will be:
• held by the practice
• used by the Ministry of Health to give me a National Health (NHI number, or update any changes)
• sent to the PHO and Ministry of Health to obtain subsidised funding on my behalf
• used to determine eligibility to receive publicly-funded services. Information may be compared with other government agencies but only when permitted under the Privacy Act.

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Use of Artificial Intelligence (AI)

This practice may have staff that use AI tools to assist in providing healthcare services. All AI-assisted work is reviewed with human oversight to ensure their accuracy and appropriateness. AI will not be used for clinical decision-making or judgment. My health information will be used in accordance with legislative requirements and will not be shared with AI systems outside the practice without my consent. All data processed by AI tools will be handled securely and in compliance with data protection regulations. I will be informed about how AI tools are being used in my care and can ask questions or request more information at any time. I can also withdraw my consent at any point by notifying the practice.

AI tools used will not independently collect or introduce personal health information about me from external sources without my knowledge, unless permitted by law.”

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Shared Electronic Health Record

HealthOne is a secure shared electronic record used across the South Island. HealthOne may be used to view my records held by other healthcare providers involved in my care, and to share relevant information with them. This information can include test results, allergies, medications, clinician summaries and hospital information.

HealthOne is fully compliant with the Privacy Act 2020 and the Health Information Privacy Code 2020. I can ask the practice for more information, or I can restrict the sharing of my records by contacting HealthOne directly on 0508 837 872 or healthone.privacy@pegasus.org.nz.

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Patient Portal

‍QMC operates a patient portal that allows enrolled patients to access certain health and administrative services online. No clinical information will be uploaded to, shared with, or made visible through the patient portal without my explicit consent.

A limited set of non-clinical identifying information about enrolled patients is made available to the portal provider for the purposes of:

• Enabling invitations to use the patient portal 

• Allowing patients to manage their accounts and make payments for outstanding invoices

The patient portal provider maintains its own privacy and data protection policies and undertakes regular cybersecurity assessments and testing to ensure the security and integrity of the information they manage.

If I choose to sign up for the patient portal, I will be able to manage my own privacy settings within the portal, including determining what information the portal provider may access and what is visible to me through my portal account.

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Health Information

Members of my health team may:

• add to my health record during any services provided to me and use that information to provide appropriate care

• share relevant health information to other health professionals who are directly involved in my care, including where my GP seeks advice, consultation, or clinical input from a specialist or another health care provider.

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Indirect collection of my information

I consent to and understand that, as part of my care with QMC, QMC may receive personal and health information about me from other healthcare organisations and agencies involved in my care, where this is reasonably necessary for my healthcare.

This information may be shared with QMC by healthcare providers or agencies involved in my care, including but not limited to screening programmes, hospitals, general practices, laboratories, public health units, allied health providers, referral partners, and government‑funded health or services.

I understand that, in these situations, QMC reasonably expects that I have already been informed, or that my consent has been obtained, by the healthcare organisations, providers, or agencies sharing my information, as part of my healthcare or screening pathway.

For this reason, I understand that QMC will not contact me each time it receives information about me where the collection occurs as part of these usual care pathways.

However, where information is received from a third party outside usual care pathways, or in circumstances where it would not be reasonable to expect that I am already aware of the collection, QMC will take reasonable steps to notify me as soon as practicable, in accordance with the Privacy Act 2020 (IPP3A).

I understand that screening and prevention agencies may routinely share information as part of wider population health programmes. If I do not want this, I understand that I must contact those organisations directly.

I also understand that when QMC refers me to another organisation, information about me may be shared back with QMC, and I will not be separately notified of each instance.

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Complaint

If I make a complaint about the care or services I receive, relevant information may need to be disclosed to the practice regulators, insurers, indemnity providers, or legal advisors for the purposes or managing or responding to the concerns I have raised.

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Audit

In the case of financial audits, my health information may be reviewed by an auditor for checking a financial claim made by the practice, but only according to the terms and conditions of section 22G of the Health Act (or any subsequent applicable Act). I may be contacted by the auditor to check that services have been received. If the audit involves checking on health matters, an appropriately qualified health care practitioner will view the health records.

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Health Programmes

Health data relevant to a programme in which I am enrolled (e.g. Breast Screening, Immunisation, Diabetes) may be sent to the PHO or the external health agency managing this programme.

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Other Uses of Health Information

Health information which will not include my name but may include my National Health Index Identifier (NHI) may be used by health agencies such as the District Health Board, Ministry of Health or PHO for the following purposes, as long as it is not used or published in a way that can identify me:

• health service planning and reporting

• monitoring service quality

• payment

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Research

My health information may be used for health research, but only if this has been approved by an Ethics Committee and will not be used or published in a way that can identify me.

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Health Information to Private Insurers

I understand that where the cost of service(s) provided by my doctor and/or nurse have been or will be claimed from a private health insurer that QMC may be required to provide the insurer with details of the consultation(s) and/or procedure(s) relating to the claim(s) if so requested by the insurer. I hereby consent to QMC providing this information to such private health insurers.

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E-mail/Text Messaging

There may be times QMC texts or emails patients clinical information, including test results. As a patient, I accept full responsibility for logical and physical security of my email and text system and for notifying QMC of changes to my email address or mobile phone numbers. Consequently, QMC disclaims any responsibility or liability and I agree to indemnify QMC for unauthorised access to my email or text messages or unauthorised viewing of information sent by QMC. By signing this enrolment form, I am acknowledging my responsibilities.

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Marketing and Communications

When I provide my email address to the practice—whether through registration, appointment booking, or other interactions—I understand it may be used to send me communications relevant to my care and engagement with the practice. These may include:

• Appointment reminders, post‑appointment surveys, and follow‑ups

• Health‑related updates or information

• Information about new or existing services or changes to the practice

• Occasional messages that may support my wellbeing or inform me about relevant offerings

I understand that information about my interactions with the practice’s website and digital platforms may also be used to deliver targeted health‑related advertisements to me on social media platforms such as Facebook or Instagram, to help ensure the content I see is relevant to my interests and needs.

I understand that all communications include clear opt‑out options, and that I can manage my preferences at any time by contacting the practice or by adjusting my settings on the relevant platforms.

I understand that my personal information will not be sold or shared with third parties for their own marketing purposes.

Retention of patient identifying documents

As part of my enrolment with Queenstown Medical Centre, I understand that I may be asked to provide copies of personal identification and visa‑related documentation to verify my eligibility for publicly funded healthcare. I understand that this information is collected for the lawful purpose of confirming eligibility and supporting quality control and auditing processes.

I understand that, in accordance with the Privacy Act 2020 and the Health Information Privacy Code 2020, these documents are securely stored within the patient management system and are accessible only to authorised QMC staff. I also understand that these documents are securely stored within the enrolment portal for a limited number of days. The practice ensures that my documents are protected against unauthorised access, use, or disclosure, as required under Rule 5 of the Code.

Except as described above, I understand that details about my health status or the services I have received will remain confidential within the medical practice unless I give specific consent for this information to be communicated.

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What about "cookies"?

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"Cookies" are small pieces of information that are stored by your browser on your computer's hard drive. We use cookies to store your preferences such as, font size and effects.

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Will Queenstown Medical Centre share the information it collects to outside parties?

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Queenstown Medical Centre does not sell, trade, or rent your personal information to others.

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Questions and Feedback

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If you have any questions or feedback related to our Privacy Policy, please contact us.

For matters where you feel privacy has been breached;
The Privacy Commissioner, PO Box 466, Auckland 1
Ph 0800 803 909

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