Pacific Transcription takes a number of measures to ensure the privacy of our clients is protected. We are committed to providing and maintaining industry leading confidentiality and security standards.
Pacific Transcription is compliant with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth), as well as the Guidelines on Privacy in the Private Health Sector issued by the Federal Privacy Commissioner under the National Health Act 1953 (Cth). These are available to view at: www.privacy.gov.au.
All employees of and subcontractors to Pacific Transcription sign confidentiality agreements before the commencement of work, and this agreement is in compliance with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth)
We can also provide a separate confidentiality agreement if your organisation has specific requirements.
Pacific Transcription maintains a secure online website, housed at NEXTDC Brisbane, in the CBD (https://www.nextdc.com/data-centres/b1-brisbane-data-centre), to which clients can upload information and audio. All access to the site is auditable via IP number, and the secure server uses bank grade RSA 2048 bit encryption keys. All client accounts are password protected and clients can set their own passwords, which are stored in a secure encrypted format.
Medical records require additional safeguards to protect the sensitive and personal nature of the information they contain. Pacific Transcription recognises the importance of privacy to medical clients, and has implemented a number of streamlined processes to ensure the upmost security of information for these clients. Privacy is considered a key element of Pacific Transcriptions’ service delivery, and as such is monitored closely by the Managing Director.
As a specialised medical transcription company, Pacific Transcription is dedicated to maintaining open communication with clients and typists to ensure all privacy requirements are met. We comply with the Medical Records and Health Records Information Privacy Act, and allow full client access to operating systems to demonstrate the strength and integrity of security and privacy procedures.
Pacific Transcription conforms with university contractor agreements, and we are happy to sign confidentiality agreements specific to individual universities and other research bodies.
International clients and files
A number of our international clients have indicated their preference to outsource to Australia to avoid sensitive dictations being handled internally.
Australian Privacy Principles are compliant with Health Insurance Portability and Accountability Act (HIPAA USA), directives from the Information Commissioner's Office (UK) and New Zealand privacy standards. Non-disclosure agreements are available on request. Transferring files between countries is done so in compliance with the Australian Privacy Principles.
Purging of Documents
For quality assurance and invoicing purposes, and unless deletion is requested, Pacific Transcription holds all documents for a period of time. At regular intervals, documents are purged from our archives and servers.
Pacific Transcription maintains a secure, offsite backup, should you require a copy of an older or misplaced transcript. Clients may request that completed transcripts are retained for a shorter period of time.
For a monthly fee, Pacific Transcription also provides an automated file archiving service, which can be accessed from your secure online account.
Pacific Transcription limits the distribution of personal information of clients so that only client information necessary for proper completion of the transcription services is made available.
Completed documents can be returned via upload to the client account on the secure website, thus restricting access to those holding the login and password details, or if preferred, documents can be returned via email.
A brochure containing this information is available via our website.