SolasMind
Privacy Policy
SolasMind is committed to protecting your privacy and handling your personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant Medicare and health records legislation.
1. Collection of Personal and Health Information
SolasMind collects personal and health information necessary to provide psychiatric assessment, diagnosis and treatment. This may include:
- Full name, date of birth, address and contact details
- Medicare details and health fund information
- Referral letters and past medical history
- Mental health history and clinical notes
- Emergency contact details
- Correspondence from your GP or other treating practitioners
Only information reasonably necessary for your care is collected.
2. How Information Is Collected
Information may be collected:
- Directly from you during consultations
- From referral documentation provided by your GP
- From other healthcare providers involved in your care
- Through secure electronic forms or email communication
3. Telehealth Consultations
SolasMind provides consultations via secure telehealth platforms.
At the commencement of each telehealth appointment, your identity, physical location and an emergency contact number are confirmed as part of standard safety procedures.
By participating in telehealth, you consent to receiving care in this format.
At the commencement of each telehealth appointment, your identity, physical location and an emergency contact number are confirmed as part of standard safety procedures.
By participating in telehealth, you consent to receiving care in this format.
4. Clinical Documentation & Use of Heidi Health
SolasMind uses Heidi Health, a secure AI-assisted clinical documentation platform, to support accurate medical record keeping.
Heidi Health is used solely for transcription and documentation purposes. Where audio processing occurs for transcription, recordings are not retained beyond the transcription process.
All documentation generated using Heidi Health is reviewed, edited and verified by Dr Zelpha Kittler prior to inclusion in your medical record.
Heidi Health operates in accordance with Australian privacy standards and applicable data protection requirements.
Heidi Health is used solely for transcription and documentation purposes. Where audio processing occurs for transcription, recordings are not retained beyond the transcription process.
All documentation generated using Heidi Health is reviewed, edited and verified by Dr Zelpha Kittler prior to inclusion in your medical record.
Heidi Health operates in accordance with Australian privacy standards and applicable data protection requirements.
5. Practice Management System
SolasMind uses Clinics to Cloud, a secure Australian-based practice management system, for:
- Clinical record storage
- Appointment management
- Secure document storage
- Medicare billing and claiming
Clinics to Cloud uses encrypted cloud-based infrastructure and complies with Australian health data security requirements.
Access to patient records is restricted to authorised personnel only.
Access to patient records is restricted to authorised personnel only.
6. Email and Electronic Communication.
SolasMind uses Microsoft 365 secure email services for clinical and administrative communication.
Email communication is not guaranteed to be completely secure. Patients are advised not to send urgent or highly sensitive information via email.
Clinical advice is not routinely provided via email.
To support collaborative and transparent care, patients are routinely provided with copies of correspondence sent to their referring GP.
Email communication is not guaranteed to be completely secure. Patients are advised not to send urgent or highly sensitive information via email.
Clinical advice is not routinely provided via email.
To support collaborative and transparent care, patients are routinely provided with copies of correspondence sent to their referring GP.
7. Disclosure of Information
Your information may be disclosed:
- To your referring GP
- To other healthcare professionals involved in your care
- For Medicare billing purposes
- Where required by law
- Where there is a serious and imminent risk to your safety or the safety of others
Information is not used for marketing purposes.
8. Medicare and Billing Information
SolasMind collects and stores information necessary to process Medicare claims in accordance with Services Australia requirements.
Medicare claiming is conducted securely through the practice management system.
Medicare claiming is conducted securely through the practice management system.
9. Data Security
Reasonable steps are taken to protect your information from:
- Misuse
- Interference
- Loss
- Unauthorised access
- Modification
- Disclosure
Electronic systems used by SolasMind incorporate encryption, access controls and secure cloud storage.
10. Access to Your Information
You may request access to your personal or health information in writing.
Requests will be managed in accordance with Australian privacy legislation. A reasonable administrative fee may apply.
Requests will be managed in accordance with Australian privacy legislation. A reasonable administrative fee may apply.
11. Website Analytics
The SolasMind website may use basic analytics tools to improve user experience. These tools do not collect health information.
12. Complaints
If you have concerns about how your information has been handled, please contact SolasMind in writing.
If you are not satisfied with the response, you may contact:
If you are not satisfied with the response, you may contact:
Office of the Australian Information Commissioner (OAIC)
Phone: 1300 363 992Website: www.oaic.gov.au