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Information Release

The Privacy and Information Release Unit (PIRU) at Peninsula Health operates Monday – Sunday between 0830-1700 hours (excluding public holidays).

If you are requesting medical records, please ensure that you provide the full name and date of birth of the relevant person, so that the correct medical records are able to be identified.

In order to ensure patient privacy is maintained, we are unable to release information over the telephone. Written requests, via post or email are required in order to authenticate the request for information. 

Ongoing Patient Care Requests

Please direct requests for medical records associated with a patient’s ongoing care or treatment to:

Email: PIRU@phcn.vic.gov.au
Telephone: 03 9784 7748

Please identify if your request is urgent (same day). If your request does not relate to the urgent ongoing care or treatment of a patient, it will be attended to as soon as possible.

For urgent requests associated with ongoing care or treatment that are required after hours or on public holidays, please call Frankston Hospital switchboard on (03) 9784 7777, and you will be directed to the appropriate person.

Coronial Requests

Urgent requests for medical records made by the Coroners Court or the Victorian Institute of Forensic Medicine (VIFM) pursuant to section 32 and/or 33 of the Coroners Act 2008 (Vic), should be sent to PIRU@phcn.vic.gov.au

All other requests for information made by or on behalf of the Coroners Court of Victoria should be send to coronials@phcn.vic.gov.au

Family Violence Information Sharing Scheme (FVISS) and Child Information Sharing Scheme (CISS) Requests

Any request for the release of information pertaining to the above schemes must be done so by an authorised Information Sharing Entity (ISE) and/or Risk Assessment Entity (RAE).  The requesting authorised person/agency will need to be verified prior to the release of information under these schemes.

To request information under one of these schemes please complete this document and email your request to: ISS@phcn.vic.gov.au

Medico-legal Requests

Please email medicolegal@phcn.vic.gov.au for information requests relating to:

  1. Police matters (excluding those made on behalf of the Coroners Court);
  2. Child Protection requests made pursuant to a provision of the Children Youth and Families Act 2005 (Vic) or equivalent interstate/territory legislation;
  3. Subpoenas;
  4. Summons to Produce documents;
  5. Witness Summons to Attend, providing the person is a current Peninsula Health employee;
  6. Subpoenas for the production of Peninsula Health medical records;
  7. MedicoLegal reports; and
  8. AHPRA Notice to Produce.

Subpoenas for Peninsula Health medical records should be addressed to:

The Proper Officer
Peninsula Health
2 Hastings Road
Frankston VIC 3199

All other information and Privacy Requests, Including Freedom of Information Requests

Please email PIRU@phcn.vic.gov.au for requests relating to:

  1. Privacy;
  2. Freedom of Information (FOI) applications;
  3. Requests for the amendment of a medical record; and
  4. other release of information requests.

Alternatively, you can lodge your request via post, by sending it to:

Privacy and Information Release Unit
Legal Services, Compliance and Risk
Peninsula Health
2 Hastings Road
Frankston VIC 3199.

For additional information regarding accessing your medical records please see the ‘How do I Access my Peninsula Health Medical Record’ under the My Health Information – Frequently Asked Questions (FAQ) tab below.

Freedom of Information Statement

In accordance with Part II of the Freedom of Information Act 1982, Peninsula Health is required to publish certain statements in respect of its functions and processes. Please refer to the links below to access this information.

Statement 1: Organisation and functions

Peninsula Health is a Public Health Service established under section 65P of the Health Services Act 1988 (Vic).  For information with respect to the structure and functions of Peninsula Health, please refer to the following sections in this website:

About us
Board Structure
Organisational structure
Services and Clinics
Our hospitals and locations

Statement 2: Categories of documents held by Peninsula Health

Peninsula Health has a wide range of documents that are used by staff in the daily operations of the organisation and which assist with the administration of laws or schemes affecting the public. These include the following types of documents:

  • Policies and guidelines
  • Employee records
  • Financial records
  • Medical records
  • Commercial documents
  • Reports

Statement 3: Freedom of Information arrangements

All requests for access to documents under the provisions of the Freedom of Information Act must be made in writing, including sufficient information about that document to enable it to be identified and be accompanied by the prescribed, non-refundable application fee. People suffering hardship may apply to have the application fee waived.

The Privacy and Information Release Unit (PIRU) are responsible for processing Freedom of Information (FOI) requests.  Contact details for this unit are listed under the ‘All other information and privacy requests, including Freedom of Information requests’ above.

For additional information regarding accessing your medical records please see the ‘How do I Access my Peninsula Health Medical Record’ under the My Health Information – Frequently Asked Questions (FAQ) tab below.

Statement 4: Publications

The Peninsula Health website contains a wide range of publications. Please refer to the following section(s) in this website:

Publications

Statement 5: Rules policies and procedures

Peninsula Health has manuals, policies and guidelines that are used by staff in the daily operations of the organisation. Whilst it is not practicable to list them all, they include:

  • Freedom of Information policy and guidelines
  • Privacy and Information Release policies and guidelines
  • Human Resources policies and guidelines
  • Occupational Health & Safety policies and guidelines
  • Procurement policies and guidelines
  • Finance policies and guidelines
  • Consent policies and guidelines
  • Clinical policies and guidelines
  • Code of Conduct
  • Volunteers’ policy and guidelines
  • Research policies and guidelines

Anyone seeking access to policies and procedures held by Peninsula Health should contact the Privacy and Information Release Manager, at PIRU@phcn.vic.gov.au with any questions they may have about gaining access to information and they will be assisted to identify the relevant documents.

Statement 6: Reports held by Peninsula Health

Many of Peninsula Health annual reports are published on its website. Please refer to the following section(s) in this website:

Publications

Anyone seeking access to unpublished reports held by Peninsula Health should contact the Privacy and Information Release Manager, at PIRU@phcn.vic.gov.au with any questions they may have about gaining access to information and they will be assisted to identify the relevant documents.

My Health Information - Frequently Asked Questions (FAQ)

What Information is Collected by Peninsula Health?

When you become a patient of Peninsula Health, a medical record is created. This includes information such as your name, address and contact details, as well as information about your health problems and the treatment you received. We also request that you provide us with the contact details of your next of kin and your general Practitioner (GP). Every time you attend or have contact with Peninsula Health, new information is added to your medical record.

In addition to complying with all relevant privacy and confidentiality legislation, Peninsula Health has strict policies and protocols with respect to the collection, use, disclosure and storage of patient information.

We have taken measures to ensure that paper records and information stored electronically on our computer systems are stored securely. Only authorised personnel have access to your information.

Does Peninsula Health Share the Information it Collects About me?

Maintaining your privacy and the confidentiality of your personal and health information is important to us. Your medical history, treatment and any information provided to Peninsula Health is treated with the utmost confidentiality. 

We cannot use or forward information about you to anyone unless you agree, or unless it is permitted by law.  Read more about what happens to your personal information.

Who Might Contact me After my Treatment?

There may be circumstances where a Peninsula Health employee or authorised representative contacts you after you have completed your treatment with us. For example, a:

  • Member of your health care team to follow up your condition or treatment
  • Peninsula Health researcher, to invite you to participate in an important research project, or to seek your feedback about your experience as a patient or client of Peninsula Health

Can Other Health Practitioners Access Information About me?

Peninsula Health may disclose your information to other service providers including your General Practitioner (GP) and other health care and community support providers, if this is necessary for your further treatment.

During your contact with Peninsula Health, you will be asked to confirm the name of your GP or the medical clinic you attend. If you choose not to identify a GP, we may be unable to disclose information relating to your ongoing care. If you do not wish for your health information to be provided to your GP or other health care providers please let us know. 

How do I Access my Peninsula Health Medical Record?

Under the Victorian Freedom of Information Act 1982 (FOI Act), you have the right to request access to documents held by Victorian public sector agencies, including records held by public hospitals. This right of access is subject to limited exceptions and exemptions. Further information and resources can be found at the Office of the Victorian Information Commissioner site.

If you are requesting your own medical records, you should provide proof of your identity, such as a driver’s licence or other identification. If you do not do this, then we may not be able to release the documents you have requested.

If you wish to apply for your medical records that are held by Peninsula Health, please complete the following form. This is to ensure that all of the relevant information is provided to process your request.

Download the FOI Application form (PDF 154KB)

Can someone else make a FOI request for my Peninsula Health medical record?

The hospital must take reasonable steps to be satisfied that the FOI applicant has the “right to access” the medical records. We have a duty to protect the privacy of personal information and health information.

You can authorise another person (e.g. TAC, your solicitor, a family member) to make a request on your behalf. If you want someone to make a request on your behalf, you must give them your written authorisation for Peninsula Health to release your information to them.

If the Applicant is NOT the patient and the patient is:

Over 18 Years of Age

It is preferable for the patient to apply for access to their own medical record. If this is not possible written authority from the patient will be required. Where the patient is not able to provide authority we require evidence that you have the “right to access” the information e.g. Enduring Power of Attorney, Medical Treatment Decision Maker Appointment or Guardianship documents.

16 – 18 Years of Age

It is preferable for the patient to apply for access to their own medical record.

In recognition of a young person’s evolving competence and right to privacy, Peninsula Health’s policy is to obtain consent from the young person. Where the patient is not able to provide consent we require evidence that you have the “right to access” the information.

Under 16 Years of Age

We require evidence that you have the “right to access” the information e.g. a copy of the child’s birth certificate identifying you as the parent or Guardianship documents.

Deceased

We require evidence that you are the next of kin (i.e. a copy of the death certificate) or written authority from the next of kin along with evidence that they are the next of kin. Alternatively, evidence that you have a right to access the information requested.

How do I Request an Amendment to my Medical Record?

If a Peninsula Health document is released to you and you believe that it contains information that is inaccurate, incomplete, out of date or would give a misleading impression, you are entitled to request a correction or amendment under Section 39 of the  Freedom of Information Act 1983 (Vic).

Further information and resources can be found at the Office of the Victorian Information Commissioner site.

What do I do if I am Concerned About the Inappropriate Access of my Peninsula Health Medical Record?

If you are concerned that your medical records have been inappropriately accessed, please contact Peninsula Health’s Customer Relations Manager and your concerns will be forwarded to the appropriate area for investigation.   Alternatively, you can contact the Privacy and Information Release Unit directly via email at PIRU@phcn.vic.gov.au

Is my Peninsula Heath Medical Record Uploaded to Australia’s My Health Record?

Peninsula Health contributes to Australia’s My Health Record system and is currently uploading discharge summaries and diagnostic imaging reports for consumers over the age of 18 years.  Peninsula Health is working with the Australian Digital Health Authority and its pathology provider, Dorevitch, to commence uploading pathology results in the near future.

If you have a My Health Record these documents will be automatically uploaded, if you do not want this to occur you need to inform us at every attendance.  Please ask us for a Refusal to Release Information to My Health Record form.

What is a My Health Record?

My Health Record is an online summary of your key health information. When you have a My Health Record, your health information can be viewed securely online, from anywhere, at any time – even if you move or travel interstate.  You can access your health information from any computer or device that is connected to the internet.  You have a log in and password to access your My Health Record and you control which health care organisations and doctors can view your health information.

Require Further Information about My Health Record?