The information on this website is for general educational purposes only.
All information on this website has been created by either Dr. Smith or at the request of Dr. Smith. While
this information has been created as an educational tool for Dr. Smith’s patients and the public, it is
important that one does not use this information alone to make health care decisions. This information
does not replace a thorough assessment from a medical practitioner. The images used within this website
represent various conditions, and may not replicate your specific condition or degree of severity.
This website utilises external links that have been provided as a service to our patients and other visitors.
These are created and maintained by other public and private organisations outside of our control.
PRIVACY POLICY
Dr Mike Smith — Orthopaedic Foot & Ankle Surgeon (Orthopaedics 360)
1. About this policy
This policy explains how Dr. Mike Smith trading as Orthopaedics 360 (“the practice”, “we”) collects, holds, uses and discloses your personal information, including your health information. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and by South Australian law applying to health records.
The practice of Dr Mike Smith is located at Level 2 / 204 Greenhill Road, Eastwood SA 5063, phone (08) 7077 0156, email [email protected]. Dr Smith consults and operates at Eastwood Private Hospital.
2. What we collect
We collect personal information that is reasonably necessary to provide you with safe orthopaedic care and to run our practice, including:
- identity and contact details — name, date of birth, address, phone, email, next of kin and emergency contacts;
- health information — your medical history, referral letters, consultation notes, operation notes, imaging and pathology results, allergies, medications, rehabilitation and allied-health correspondence;
- government and insurance identifiers — Medicare number, DVA details, private health fund membership, and workers compensation or third-party claim numbers; and
- billing and payment information.
3. How we collect it
Wherever practicable we collect information directly from you — through registration forms, consultations and correspondence. We also receive information from others involved in your care with your consent or as permitted by law: your referring doctor, other treating practitioners (physiotherapists, podiatrists, sports physicians), hospitals, diagnostic imaging and pathology providers, Medicare, your health fund, and — where you have a compensation claim — your insurer or claims agent.
4. Why we collect, use and disclose it
We use your information to provide clinical care; to communicate with you (including appointment reminders and post-operative follow-up by SMS, phone or email); to communicate with your referrer and other treating practitioners; to prepare medico-legal, workers compensation and insurance reports where you have authorised them; for billing, Medicare and health fund claims; for practice management, accreditation and quality improvement; and where required or authorised by law (for example mandatory reporting or a court order).
5. Our use of technology, including AI tools
We use secure digital systems to run the practice, including a practice management system (Xestro) and cloud storage. We also use artificial intelligence (AI) tools to support — never replace — your care team:
- AI clinical scribe (Heidi). Dr Smith may use an AI scribe during consultations to assist with preparing clinical notes and letters. You will be informed and may decline; this does not affect your care. Heidi stores Australian customers’ data in Australia.
- AI administrative assistant (Claude, by Anthropic). We use AI assistance for administrative workflows such as triaging incoming referrals and preparing draft insurer reports from your existing records.
In every case, AI-generated material is a draft only: Dr Smith reviews, corrects and approves all clinical documents before they are finalised or sent.
6. Who we disclose your information to
Depending on your care, your information may be disclosed to: your referring doctor and nominated GP; other treating practitioners and allied health providers; hospitals where you are treated; diagnostic imaging and pathology providers; Medicare, DVA and your health fund; your workers compensation insurer, self-insured employer or claims agent (only in connection with your claim and, for reports, on the basis of your signed authority); our practice staff and contracted service providers bound by confidentiality; and others where you consent or the law requires it. We do not sell personal information.
7. Where your information is stored, including overseas
Your information is held in our practice management system, in secure cloud services, and in limited paper records. Some of the cloud service providers we use store or process data on servers located overseas, including in the United States — currently our cloud file storage (Dropbox), our AI administrative assistant (Anthropic/Claude), and our email and marketing platforms (Google / Facebook) . Our AI clinical scribe (Heidi) stores Australian data in Australia. We take reasonable steps to ensure overseas providers protect your information to standards consistent with Australian privacy law, including using reputable providers and contractual protections.
8. How we protect your information
We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, modification or disclosure — including password protection and multi-factor authentication, restricting access to authorised team members, secure transmission of clinical correspondence, and staff privacy obligations. No system is completely secure; in the unlikely event of a data breach likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.
9. Direct marketing
With your consent, we may occasionally send you practice communications such as patient information or requests for feedback. You can opt out at any time using the unsubscribe link or by contacting us. We do not use your health information for marketing.
10. Our website
Our website (www.drmikesmith.com.au) may use cookies and analytics, including advertising services (Google Ads), which collect de-identified browsing data. The website does not collect your health information unless you submit it through a contact or referral form.
11. Anonymity
You may deal with us anonymously or under a pseudonym for general enquiries. However, we cannot provide safe clinical care, claim Medicare or health fund benefits, or prepare reports without identifying you.
12. Access to and correction of your information
You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date or incomplete. Contact us using the details below. We will respond within a reasonable time (usually 30 days). A fee may apply to cover the cost of providing copies; we will advise you of any fee before proceeding. In limited circumstances we may refuse access as permitted by law, and will give you written reasons.
13. How long we keep your information
We retain health records in accordance with South Australian requirements: generally for at least 7 years from the last entry, or for a patient who was under 18, until they turn 25. Records are then securely destroyed or de-identified.
14. Complaints
If you have a concern about how we have handled your information, please contact us first — we take complaints seriously and will respond within 30 days. Contact: Practice Manager, Orthopaedics 360, Level 2 / 204 Greenhill Road, Eastwood SA 5063; (08) 7077 0156; [email protected]. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, 1300 363 992, GPO Box 5218 Sydney NSW 2001.
15. Changes to this policy
We review this policy regularly and update it when our practices change. The current version is always available at www.drmikesmith.com.au and in hard copy on request at reception. This version is dated 20th August 2026.