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PAIA MANUAL

This manual is prepared in accordance with the Promotion of Access to Information Act (PAIA), 2000 (Act No. 2 of 2000) to facilitate access to information held by Calvinia Mediese Sentrum, a medical practice situated in Calvinia, Northern Cape, South Africa.

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Information about Calvinia Mediese Sentrum:

  • Name of the Medical Practice: Calvinia Mediese Sentrum

  • Address: 34 Van Riebeeck Street, Calvinia, Northern Cape, South Africa

  • Practice Number: 0868906

  • Email Address: med@hantam.co.za

  • Website: www.mediesesentrum.com

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Guide on Access to Information:

The purpose of this manual is to assist individuals in understanding their rights in terms of the PAIA and how to exercise these rights to access information held by Calvinia Mediese Sentrum.

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Types of Records Available:

Calvinia Mediese Sentrum maintains various records in accordance with legal and regulatory requirements. The types of records that may be available for access include but are not limited to:

  • Patient Records: Medical histories, treatment plans, test results, and other medical information.

  • Administrative Records: Financial records, operational policies, and procedures.

  • Human Resources Records: Employee contracts, training records, and payroll information.

  • Regulatory Compliance Records: Licenses, permits, and other regulatory documentation.

  • General Correspondence: Communications with patients, suppliers, and regulatory bodies.

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Process for Accessing Information:

Individuals seeking access to information held by Calvinia Mediese Sentrum can make a request in writing. The request should include the following details:

  • Full name, email address, and contact details of the requester.

  • Sufficient information to identify the record requested.

  • The preferred method of access (e.g., physical copy, or electronic format).

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Requests can be submitted to the Information Officer via email at med@hantam.co.za and must be made in accordance with the POPI Act, subject to the National Health Act 61 (2003). The Information Officer will respond within a timely matter. The Practice may refuse a request for access to information in accordance with the grounds for refusal as set out in the National Health Act 61 (2003).

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Fees:

Calvinia Mediese Sentrum may charge a prescribed fee for the processing of requests for access to information, as permitted by the PAIA.

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Review of the Manual:

This manual will be reviewed periodically to ensure its relevance and compliance with applicable legislation.

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Information Officer:

The Information Officer responsible for ensuring compliance with the PAIA is:

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Contact Information:

For any inquiries regarding access to information or this PAIA manual, please contact:

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Compliance:

Calvinia Mediese Sentrum is committed to upholding the principles of transparency and accountability in accordance with the PAIA and other relevant legislation. However, the information contained in this manual is provided in good faith and for general information purposes only. While every effort has been made to ensure the accuracy, adequacy, and completeness of the information provided, the Practice makes no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability, or availability with respect to the manual or the information, products, services, or related graphics contained in the manual for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

Electronic Chip

POPIA MANUAL

Calvinia Mediese Sentrum is dedicated to protecting the privacy and personal information of its patients, staff, and other stakeholders. This manual outlines our commitment to compliance with the Protection of Personal Information Act (POPIA) of South Africa, providing a framework for the lawful processing, storage, and protection of personal information.

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Practice Details

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Purpose of the Manual

This manual aims to ensure that Calvinia Mediese Sentrum processes personal information in compliance with POPIA, protecting the rights of data subjects and maintaining the confidentiality, integrity, and availability of personal information.

Definitions

  • Data Subject: Any person whose personal information is processed.

  • Responsible Party: Calvinia Mediese Sentrum, which determines the purpose and means of processing personal information.

  • Personal Information: Information relating to an identifiable, living, natural person, or an identifiable, existing juristic person.

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Purposes for Collection

Calvinia Mediese Sentrum collects personal information for the following purposes:

  • Providing medical services to patients

  • Administrative functions and billing

  • Compliance with legal and regulatory requirements

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Types of Personal Information Collected

  • Patients: Name, address, contact details, medical history, ID number, medical aid information and next of kin details.

  • Employees: Name, address, contact details, ID number, employment history, qualifications, bank details.

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Processing of Personal Information

Personal information is processed in a lawful, reasonable, and transparent manner. The processing is limited to what is necessary for the purposes for which it was collected.

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Conditions for Lawful Processing

  1. Accountability: Calvinia Mediese Sentrum is responsible for ensuring compliance with POPIA.

  2. Processing Limitation: Information is processed lawfully and reasonably.

  3. Purpose Specification: Information is collected for specific, explicitly defined, and lawful purposes.

  4. Further Processing Limitation: Further processing is compatible with the original purpose.

  5. Information Quality: Personal information is accurate, complete, and up to date.

  6. Openness: Data subjects are informed about the collection and processing of their information.

  7. Security Safeguards: Information is protected against risks such as loss, unauthorized access, and disclosure.

  8. Data Subject Participation: Data subjects have the right to access and correct their personal information.

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Data Subject Rights

Data subjects have the following rights regarding their personal information:

  • Access to Information: The right to request access to their personal information.

  • Correction of Information: The right to request correction or deletion of inaccurate, irrelevant, excessive, outdated, incomplete, or misleading information.

  • Withdrawal of Consent: The right to withdraw consent for the processing of their personal information, subject to legal or contractual restrictions.

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Security Measures

Calvinia Mediese Sentrum implements the following measures to ensure the security of personal information:

  • Physical Security: Restricted access to areas where personal information is stored.

  • Technical Security: Use of passwords and firewalls to protect electronic data.

  • Administrative Security: Policies and procedures to safeguard personal information.

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Information Officer

The Information Officer is responsible for overseeing compliance with POPIA.

Contact Details of the Information Officer

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Policy Review

This manual is reviewed annually or whenever there are significant changes to ensure its continued relevance and effectiveness.

 

Complaints and Queries

Data subjects can direct any queries or complaints regarding the processing of their personal information to the Information Officer at med@hantam.co.za.

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Conclusion

Calvinia Mediese Sentrum is committed to protecting personal information and ensuring compliance with the POPIA. This manual provides the guidelines and framework to handle personal information securely and lawfully.

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