Legislative requirements & Publications
Bairnsdale Regional Health Service is committed to maintain the privacy and confidentiality of every individual.
Bairnsdale Regional Health Service is required to comply with the relevant laws which ensure personal and health information relating to any individual who has interacted with Bairnsdale Regional Health Service is handled accordingly. Depending on the type of information (personal or health) will impact on which Victorian Legislation would apply.
Bairnsdale Regional Health Service and the Department of Health collect and disclose information via a secure electronic health information sharing system to allow clinicians to access critical patient health information at the point of care across the Victorian public health system. Access to information about any previous treatment you received will enable us to provide you with safe and effective care.
The Department of Health and Bairnsdale Regional Health Service handles your health information in the system in accordance with the Health Services Act 1988 (Vic), Privacy and Data Protection Act 2014 (Vic) and Health Records Act 2001 (Vic). The Health Services Act 1988 (Vic) imposes penalties relating to unauthorised access, use or disclosure of information.
Information collected and shared includes your personal information such as your name, date of birth and address, and relevant health information, including treatment you received.
For more information, please see the CareSync Exchange Privacy Management Framework at https://www.health.vic.gov.au/sites/default/files/2024-06/caresync-exchange-victorian-electronic-patient-health-information-sharing-system-privacy-management-framework.pdf
What information does Bairnsdale Regional Health Service collect?
Information will be collected in a fair, lawful and non-intrusive way, which is necessary for Bairnsdale Regional Health Service to perform its function.
For patients; information would be collected from you, or another person, which would allow Bairnsdale Regional Health Service to provide the appropriate health care/treatment.
How is your information used?
Bairnsdale Regional Health Service will only use or disclose your information if it is for the primary reason it was collected, or a secondary purpose only if you would reasonably expect Bairnsdale Regional Health Service to use or disclose such information. With the exception, that there are laws which mandate Bairnsdale Regional Health Service and its staff to use or disclose your information without your consent.
For any other reason, Bairnsdale Regional Health Service will require your consent before the use or disclosure of your information.
How does Bairnsdale Regional Health Service keep my information secure?
The computer systems and Medical Records which Bairnsdale Regional Health Service use to collect and handle your information is controlled and monitored. All staff do not have the same computer access, it is dependent on their role and what information they are required to have access to. Each staff member has a unique identifier to be able to access computer systems.
Who can access my information?
Health professionals who are involved with your health care, will have access to your information. In some instances it may be necessary for Bairnsdale Regional Health Service to provide your information to your General Practitioner, or another Hospital, or any other health professional who is involved with your health care.
Patients are entitled to request Bairnsdale Regional Health Service to not disclose their information to a specified person/agency. This would need to be discussed with your treating doctor/team at your next appointment/attendance. Although, it may be necessary and mandated by law, that Bairnsdale Regional Health Service and its staff to use or disclose your information without your consent.
How can I access my information?
The Freedom of Information Act 1982 (VIC) “FOI Act” allows access to documents held by a public agency. Bairnsdale Regional Health Service must comply and process all requests for information under the FOI Act. Patients may request a copy of their Medical Record, or if you feel the information is inaccurate, incomplete or out of date request for an amendment under the FOI Act.
For more information please refer to the Freedom of Information page on the Bairnsdale Regional Health Service website or refer to the Office of the Victorian Information Commissioner.
Contact Details
If you feel your information has been handled incorrectly, or you wish to find out more information how Bairnsdale Regional Health Service handles your personal information, please do so in writing to;
Privacy Officer
Bairnsdale Regional Health Service
122 Day St
Bairnsdale Vic 3875
Complaints regarding your privacy
If you have a complaint regarding the management of your privacy at Bairnsdale Regional Health Service, please reach out to us by contacting us at feedback@brhs.com.au
Bairnsdale Regional Health Service (BRHS) provides the public with access to both their medical records and those of their relatives as required under the Freedom of Information Act 1982.
The object of the Victorian Freedom of Information Act 1982 (the Act) is to extend as far as possible the right of the community to access information in the possession of agencies (eg. Ministers, State Government departments, local councils, most semi-government agencies and statutory authorities, public hospitals, universities, TAFE colleges and schools).
BRHS is a prescribed authority (or agency) under the Act, which gives people the right to access documents of an agency, subject to some specified exemptions.
BRHS is committed to making information about BRHS and documents held by BRHS readily available to the public via our website, through internal administrative access processes and via Freedom of Information processes.
Request for health and medical records
Access requests for health and medical information held by BRHS are handled under the Freedom of Information Act 1982 and the Health Records Act 2001.
You will be asked to put your request in writing and provide proof of your identity. Requests made on behalf of another person must be made in writing and include evidence of their authority to act on behalf of the other person.
Requests for information may include:
- copies of medical records
- summaries of medical records, or
- time of birth.
Access to your information
The Freedom of Information Act 1982 sets out your right to access your medical record and personal information held by BRHS. If you would like access to your Medical Record, you can contact BRHS’s Health Information Department on (03) 5150 3333.
Privacy of Information
BRHS is committed to protecting the privacy of your personal information and we work hard to embed a respect for privacy into our culture.
- We are required by law to protect personal information and comply with the Health Records Act 2001 and other information relating to confidentiality and privacy.
- In accordance with Part II of the Freedom of Information Act 1982, we are also required to publish certain statements relating to our functions, processes and documents held: Freedom of Information Statement 11 – Publication of Information
- Strict guidelines are followed in relation to the collection, use and storage of personal information with only appropriately authorised staff having access to your information.
- Our focus is always on providing you with best possible treatment and care and we only gather personal information that is necessary to achieving this.
- Your permission is required before we will share your information with others including your family members and other health professionals (such as your GP or specialist). There may be times however where we might be required to release information to assist with your care without first obtaining your permission for example, in an emergency situation.
- You have the right to access your medical record and personal information held by the BRHS.
Making a Freedom of Information request
If you wish to obtain information from BRHS that is not publicly available, your request for access must be submitted in writing to:
Attention: The Freedom of Information Officer
Bairnsdale Regional Health Service
PO Box 474
Bairnsdale Victoria 3875
or via email at foi@brhs.com.au
All requests should be made in writing and for clarity accompanied by a completed Freedom of Information Application Form outlining the document(s) you require, plus the prescribed application fee.
Freedom of Information resources:
Freedom of Information Application Form
Freedom of Information Brochure
The Department of Health also provides an overview of the Victorian Health Records Act here.
Application Fee
The application fee for Freedom of Information Requests for the financial year beginning 1 July 2025 is $33.60.
The application fee can be paid by Cheque or Money order (made payable to BRHS) or in person at our Day street reception to:
If you feel you have grounds to waive the application fee (e.g. if payment of the fee would cause financial hardship), please state your reasons in writing via email to foi@brhs.com.au and provide any evidence that you believe supports your claim, such as a valid Health Care Card. You will be notified whether your hardship claim has been accepted.
Additional charges associated with requests may include:
- Photocopying – 20 cents per A4 page, and
- Supervision (enabling you to view your record rather than receive a printed copy) – $5 per quarter hour or part thereof
As required under the Freedom of Information Act, requests will receive attention as soon as possible but not later than 30 days.
Need more information?
If you have further questions or would like to request access to your information, contact the Chief Health Information Manager on 03 5150 3333.