1213 Dandenong Road, Malvern East VIC – 3145

(03) 9989 8258

admin@modadental.com.au

Information Handling Policy for MODA Dental Clinic

Effective Date: November 2024

MODA is committed to ensuring the confidentiality, integrity, and availability of all information within our possession or control. This Information Handling Policy outlines our approach to managing information securely and responsibly in accordance with relevant laws and regulations.

**1. Scope**

This policy applies to all employees, contractors, and third parties who have access to or handle information on behalf of MODA.

**2. Information Classification**

We classify information based on its sensitivity and criticality to ensure appropriate handling and protection measures are applied:

  • **Confidential Information:** Includes patient health records, personal details, financial information, and any other sensitive data.
  • **Internal Use Information:** Information used within the clinic for operational purposes, not intended for public disclosure.
  • **Public Information:** Information intended for public release, such as general clinic information, marketing materials (with consent), etc.

**3. Responsibilities**

**Management:**

  • Ensure that appropriate information handling procedures and controls are in place.
  • Allocate resources for information security measures.
  • Conduct regular reviews and audits of information handling practices.

**Employees:**

  • Handle information in accordance with this policy and applicable procedures.
  • Report any security incidents or breaches promptly to management.
  • Complete mandatory information security training.

**4. Information Security Measures**

  • **Physical Security:** Restrict access to areas where sensitive information is stored. Implement security measures such as locks, alarms, and surveillance systems.
  • **Information Technology Security:** Use firewalls, encryption, antivirus software, and access controls to protect electronic information.
  • **Data Handling:** Ensure proper disposal of confidential information using secure shredding methods. Limit access to sensitive information on a need-to-know basis.

**5. Access Control**

  • Grant access to information based on the principle of least privilege.
  • Use strong authentication mechanisms (e.g., passwords, biometrics) to control access to systems and information.
  • Regularly review access rights to ensure they are appropriate and up-to-date.

**6. Information Use and Disclosure**

  • Obtain consent before collecting, using, or disclosing personal information, except where permitted or required by law.
  • Only disclose information to authorized individuals or entities based on legitimate need-to-know principles.
  • Comply with legal and regulatory requirements regarding information disclosure.

**7. Incident Management**

  • Establish procedures for responding to information security incidents, including breaches, unauthorized access, or loss of information.
  • Investigate incidents promptly, mitigate risks, and implement corrective actions to prevent recurrence.

**8. Compliance and Monitoring**

  • Regularly review and update this policy to reflect changes in technology, regulations, and business practices.
  • Conduct periodic audits and assessments to ensure compliance with this policy and information security standards.
  • Provide ongoing training and awareness programs for employees on information handling practices and security awareness.

**9. Reporting**

  • Employees should report any suspected violations of this policy or information security incidents to management or designated security personnel.
  • Management will investigate reported incidents and take appropriate disciplinary or corrective actions as necessary.

**10. Policy Review**

This policy will be reviewed annually and updated as necessary to ensure its continued relevance and effectiveness.

**11. Contact Information**

If you have any questions or concerns about this Information Handling Policy, please contact:

MODA Dental Clinic
1213 Dandenong Road, Malvern East, 3145
9989 8258
admin@modadental.com.au

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By following this Information Handling Policy, we aim to safeguard sensitive information, maintain patient confidentiality, and uphold our commitment to information security and privacy.