Privacy and confidentiality

Find out how the information you provide to us is kept confidential and learn more about how we store and access your personal information.

Privacy and confidentiality are taken very seriously at Mauri Ora. All our staff are required to sign a confidentiality agreement. Your health or counselling information is not available to academic staff or other University staff.

Know your rights

The Health Information Privacy Code sets specific privacy rules for agencies in the health sector. It covers the collection of health information, how it's used and stored, and when it can be disclosed by health agencies. You have the right to access the health information we hold about you (and request for it to be corrected) under rule 6 and 7 of the Health Information Privacy Code 2020.

You also have the protection of the Code of Rights when you use any health or disability service in New Zealand. It is a regulation under the Health and Disability Commissioner Act.

Shared electronic health and counselling record

Student Health and Student Counselling share an electronic appointment and database system. Personal health and counselling information obtained from you, along with notes from your clinical consultations, are documented on this electronic record. Your clinical notes are accessed by health and counselling professionals involved in your care and only they are authorised to do so. There is a facility within our computer system for making particular consultation notes only accessible to specified providers should you wish us to do this on any occasion.

When more than one health professional at Victoria University of Wellington is involved in your care (e.g. Student Health doctor and/or nurse and/or counsellor), information relevant to your care may be shared between those health professionals. This ensures we are all working together to provide you with the best possible care.

Your enrolment information

Student Health enrolment information will be used by the Ministry of Health to give you a National Health Index (NHI) number, or to update any changes. Enrolment information will also be sent to the Primary Health Organisation (PHO) and Ministry of Health to obtain subsidised funding on your behalf. It will also be used to determine eligibility to see if you can receive any publicly funded services.

Storage of notes

Health and Counselling information about you is kept secure on our computer system. As of 2018, all incoming paper-based medical information has been digitised and allocated to your electronic record. If you enrolled at Student Health prior to 2018, then you may also have paper notes as well. Only our staff have access to digital patient information and paper files.

Disposal of notes

Redundant health information e.g. copies of letters or results which have been filed electronically, are disposed of on the premises by secure shredding. Clinical notes which exist as paper-based files are retained by Student Health and Counselling for about 10 years in a secure facility.

Computerised clinical files are 'inactivated' if a student does not re-enrol, but remain retrievable within the system should they be required.

Transfer of notes

When you leave the University, we are happy to transfer your medical files to your next doctor. We do not transfer any notes to other parties without your consent. Generally, the transfer of notes is arranged between your new practice and Student Counselling notes are excluded, unless you specifically request for them to be transferred.

If you have any concerns about confidentiality and accessibility of medical information, discuss this with your health professional.

Statistics, quality improvement, research

You should be aware that some of your information may be used for statistical and service quality improvement purposes. This information will only be used in a form that does not identify individuals. From time to time, we may use non-identifiable client information for ethics committee-approved research purposes.

If in doubt, talk with us

If you have any concerns about privacy and confidentiality or would simply like more information about these topics, call us on 04 463 5308 and we will pass your call on to a manager. You can also read Mauri Ora's privacy statement for more information.