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Communication Policy

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1.Purpose


The DOCTORS Hope Island ("the Practice") is committed to fostering clear, professional, and respectful communication among staff, patients, and external stakeholders. This policy outlines communication standards in compliance with Australian and Queensland workplace laws.

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2. Scope


This policy applies to all employees, contractors, and volunteers of the Practice. It covers all forms of communication, including verbal, written, electronic, and social media interactions.

 

3.Legislative Compliance


This policy aligns with the following laws and regulations:

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  • Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs)

  • Fair Work Act 2009 (Cth)

  • Health Practitioner Regulation National Law (Queensland)

  • Anti-Discrimination Act 1991 (Qld)

  • Work Health and Safety Act 2011 (Qld)

 

4. Communication Standards

 

4.1 Internal Communication

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  • Employees must communicate in a respectful, professional, and constructive manner at all times.

  • Internal discussions should be conducted through appropriate channels, such as meetings, emails, or internal messaging systems.

  • Confidential or sensitive information must only be shared on a need-to-know basis and in compliance with privacy laws.

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4.2 Patient Communication

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  • All patient communication must be clear, respectful, and culturally sensitive.

  • Medical or health-related advice must only be provided by qualified practitioners and in compliance with professional guidelines.

  • Reception and clinical staff must use appropriate tone and language when speaking to patients, whether in person, over the phone, or in writing.

  • No patient information should be disclosed to unauthorised individuals.

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4.3 Electronic Communication

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  • Emails must be written in a professional and courteous manner, with clear subject lines and correct recipient details.

  • Practice email accounts must only be used for work-related purposes.

  • Employees must be cautious of phishing, spam, or malicious emails and report any suspicious activity to management.

 

4.4 Social Media and Public Communication

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  • Employees must not disclose or discuss confidential patient or workplace information on social media or public forums.

  • Any official media statements or public representations on behalf of the Practice must be authorised by the Practice Administrator or Chief Operations Officer or senior leadership.

  • Employees must ensure their personal social media activity does not reflect negatively on the Practice or breach privacy laws.

 

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5. Confidentiality and Privacy

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  • All communication involving patient records, staff information, or sensitive Practice matters must comply with the Privacy Act 1988 (Cth).

  • Employees must use secure methods (e.g., encrypted emails, password-protected systems) when sharing confidential information.

  • Any breaches of patient or staff confidentiality must be reported immediately to the Practice Administrator or Chief Operations Officer.

 

 

6. Conflict Resolution and Feedback

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  • Workplace conflicts should be resolved professionally and respectfully, following internal grievance procedures if necessary.

  • Employees are encouraged to provide feedback through appropriate channels, such as staff meetings or direct communication with management.

  • Any concerns about workplace communication should be raised with the Practice Administrator or Chief Operations Officer.

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7. Policy Compliance and Review

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  • All employees must adhere to this policy. Failure to comply may result in disciplinary action.

  • This policy will be reviewed annually to ensure alignment with legal and operational requirements.

 

 

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Authorised by Chief Operations Officer

 

EMBRACE MEDICAL GROUP PTY LTD trading as

The DOCTORS Hope Island

Tel 07 5651 4778

Email: admin@embracemedical.au

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