Privacy Policy
Last updated: September 2026
1. Who We Are
Armstrong Active Physio (“we”, “us”, “our practice”) provides physiotherapy services from GP clinics located in Armstrong Creek, Victoria. Our physiotherapy services comply with this Privacy Policy.
This Privacy Policy explains how we collect, use, store and share your personal and health information through our registration process.
We handle your information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Health Records Act 2001 (Vic).
Practice Details:
Armstrong Active Physio
Email: Armstrongactivephysio@gmail.com
2. What Information We Collect
2.1 Registration Form Data
We may collect:
Full name, date of birth, address and contact details
Emergency contact information
Medical history, current conditions, medications and allergies
Referring doctor or GP details
Medicare, private health insurance and other claim details
Consent signatures
2.2 AIScribe Tool Consultation Data
We may collect:
Audio captured during your consultation (live) and/or your clinician’s post-consultation dictation
AI-generated transcripts and draft clinical notes derived from that audio
Session metadata such as consultation date, time and treating practitioner
Practitioner annotations
Important: Consultation audio and transcripts are used solely to generate your clinical notes and will be deleted after a short retention period set by your practitioner (between 1 and 7 days).
Transcripts are securely stored and may be deleted by your practitioner once no longer required.
2.3 Clinical Notes
We maintain clinical records including:
Practitioner-authored notes
AI-assisted draft notes reviewed, edited and approved by your treating practitioner
Treatment plans
Progress notes
Clinical correspondence
Reports
Outcome measures
3. How We Use AI assisted note taking
The AI-scribe (AI assisted note taking tool) converts consultation audio or clinician dictation into structured draft clinical notes.
Specifically:
Audio is anonymised and securely captured during your consultation or through post-consultation dictation.
The AI-scribe produces a transcript and draft clinical note.
Every draft note is reviewed, edited and approved by your treating practitioner before becoming part of your permanent clinical record.
Finalised notes may also be used to generate referral letters, reports and treatment plans.
The AI-scribe does not make clinical decisions. AI is used solely as a documentation support tool.
4. Why We Collect Your Information
We collect and use your information to:
Provide safe and effective physiotherapy assessment and treatment
Maintain accurate clinical records
Communicate with your GP, specialists and other healthcare providers involved in your care
Coordinate with coaches or trainers where relevant and with your consent
Process Medicare, private health insurance and other billing claims
Meet legal, professional and regulatory obligations
Improve internal quality and staff education using de-identified information where possible
5. Disclosure of Information
We may share your information with:
| Recipient | Purpose |
|---|---|
| Referring doctors / GPs | Continuity of care |
| Specialists | Further assessment or treatment |
| Coaches or trainers | Rehabilitation planning (with your written or verbal consent) |
| Medicare and private health insurers | Claims processing |
| AI-scribe tool | AI-assisted documentation services |
| Exercise prescription software | Providing exercises and questionnaires to monitor your progress |
| Regulators or courts | Where legally required |
Sharing with Coaches or Trainers
We will only provide identifiable clinical information to a coach, trainer or other non-treating third party after receiving your informed written consent.
You may withdraw this consent at any time.
6. Data Retention
Clinical records (including approved AI-assisted notes) are retained in accordance with the Health Records Act 2001 (Vic):
Adults: minimum of 7 years after the final consultation.
Patients under 18 years: until the patient reaches 25 years of age.
Consultation audio is automatically deleted after a practitioner-selected period between 1 and 7 days.
Audio recordings do not form part of your permanent medical record.
Transcripts are anonymised and securely stored and will be deleted by your practitioner once no longer required.
Registration information is retained throughout your care and for the statutory retention period.
7. Storage and Security
We take reasonable steps to protect your personal information.
This includes:
Secure, access-controlled clinical software
Australian-based encrypted data storage
Encryption during transmission and storage
Role-based staff access
Should an eligible data breach occur, we will respond in accordance with Australia’s Notifiable Data Breaches Scheme.
8. Your Rights
You may:
Request access to your health information
Request correction of inaccurate information
Request copies of your clinical records
Withdraw consent for AI-assisted note-taking
Withdraw consent for disclosure to third parties
Make a privacy complaint
9. Consent for AI-Assisted Note-Taking
Before AI-Assisted Note-Taking is used, you can request your practitioner to further explain the process and obtain your consent.
By consenting, you agree to:
Audio capture of your consultation and/or clinician dictation
AI-assisted transcription and preparation of draft clinical notes
Review and approval of those notes by your treating practitioner
Storage of the approved clinical notes within your clinical record
You may decline or withdraw consent at any time.
If you do so, your physiotherapist will simply complete your notes manually and your care will not be affected.
10. Changes to this Policy
We may update this Privacy Policy from time to time.
11. Contact Us
Armstrong Active Physio
Email: Armstrongactivephysio@gmail.com
If you have concerns about how your information has been handled, please contact us.