SLEEPMEDIK Limited

Effective: March 2025

Last updated: May 2025

At SLEEPMEDIK Limited, we are committed to delivering safe, personalised, and expert care. This Appointment and Privacy Policy outlines how we manage your appointments and personal information in accordance with the Privacy Act 2020, the Health Information Privacy Code 2020, and relevant New Zealand health and consumer law.

By scheduling an appointment, you confirm you have read and agree to the terms outlined below.

Appointment Policy

Initial Consultation Requirement

All new patients must attend an initial consultation before any diagnostic investigations are arranged. This ensures safe, clinically accountable care and continuity with your responsible clinician.

Rescheduling and Non-Attendance

We understand unforeseen events can arise.

Late cancellations (within 24 hours) or non-attendance may incur a $150 fee, reflecting the time and resources reserved exclusively for your care. This fee is a genuine pre-estimate of loss and is not a penalty.

Telehealth Appointments

• A receipt or proof of payment must be received prior to your scheduled appointment.
• Appointments without confirmed payment may be cancelled.

Self-Funding and Insurance

If you are self-funding or partially covered by insurance:

• A formal written quote is available upon request.

For Southern Cross policyholders:

• As an Affiliated Provider, we will submit claims on your behalf using your name, policy number, and date of birth.
• A brief reason for consultation may be needed to meet insurer requirements.

Privacy Policy

SLEEPMEDIK complies with the Privacy Act 2020 and the Health Information Privacy Code 2020. We are committed to protecting your health information through responsible collection, use, storage, and disclosure.

Collection of Personal Information

We collect personal information directly from you when you:   

• Register as a patient
• Visit our clinic for medical care
• Contact us via phone, email, or through our website
• Use our online services, such as patient portals or appointment bookings

This may include your name, date of birth, gender, ethnicity, contact details, medical history, and any other relevant information needed to provide safe and effective care.

Use of Personal Information

Your information is used to:

• Provide and coordinate your medical care
• Maintain accurate clinical records
• Communicate with you about appointments, results, and treatments
• Process claims with insurers (e.g., Southern Cross)
• Manage administrative tasks such as billing
• Comply with legal obligations, including reporting of notifiable conditions

We do not use your personal information for any other purpose without your consent unless required by law.

Storage and Security

We take all reasonable steps to protect your personal information from loss, unauthorised access, or disclosure. 
This includes:

• Secure physical and electronic storage
• Role-based access control for authorised personnel only
• Two-factor authentication (2FA) for systems containing sensitive health data
• Regular reviews of our data protection practices

Electronic records are securely stored using the Microsoft Azure Cloud Platform (USA-based). Where information is stored overseas, we ensure that equivalent privacy safeguards are in place and have assessed these providers for compliance.

Service Providers

We work with the following trusted providers:

• Heidi (US-based) – AI-assisted clinical documentation
• Microsoft Azure (US-based) – secure hosting of electronic records and website
• Xero (NZ-based) – invoicing and accounting

We do not sell or share your personal information for marketing or advertising purposes.

Use of AI in Clinical Documentation

We use Heidi, an AI-supported tool, to assist clinicians in generating notes and letters during consultations.

• Recordings and outputs are securely stored and used solely for clinical documentation.
• Finalised documents are always reviewed and approved by a clinician.
• No data is shared without your explicit consent, unless legally required.

Disclosure of Personal Information

We may disclose your information to:

• Other healthcare providers involved in your care
• Health insurers (e.g., Southern Cross) for billing purposes
• Public health authorities when required by law (e.g., in notifiable disease cases)

We will not disclose your information to third parties without your consent unless legally required.

Website and Online Services

When you visit our website, we may collect limited usage data (e.g., IP address, pages visited) to improve functionality and user experience.

We do not collect health information through the website unless you voluntarily submit it through secure forms or patient portals.

Your Rights

Under the Privacy Act 2020, you have the right to:

• Access your personal information
• Withdraw consent for specific uses of your information, subject to legal or clinical requirements
• Request correction of any inaccuracies

If we do not agree with a requested correction, you may request that a statement of correction be attached to your file.

To make a request, contact us at: info@sleepmedik.co.nz

Policy Updates

We may update this policy from time to time to reflect changes in legislation, clinical practices, or digital systems.

Any significant changes affecting your rights or how your information is used will be communicated to you directly or posted on our website.

Contact Us

If you have any questions about this policy or your personal information, please contact: info@sleepmedik.co.nz