Patient Resources

Patient photography

Photography at Victorian Cosmetic Institute is considered a necessary and important part of the consultation and treatment process.

• All patients having a consultation or receiving cosmetic treatments are required to have photos obtained as a part of their medical record.
• The images will be placed in your medical record and used for treatment planning and assessing treatment outcomes by your practitioner.
• You are able to view your images alongside your practitioner during your appointment.
• Photographs and video are collected as part of my medical file and stored in accordance with the Health Records Act 2001.
• Under no circumstances will images or video be used for public release without your prior consent.
• We require a make-up free and clean face to obtain consistent and accurate photographs. If you arrive with make-up, our team will remove this prior to photographs being taken.

Use of AI for dictation during appointments

Our practitioners use Heidi, an AI note taker, to write their clinical notes. Heidi is a helpful tool that allows your clinician to focus entirely on you during your visit while still allowing them to accurately capture medical information, ensuring a comprehensive and precise record of your care.

Does Heidi store recordings of appointments?

Conversations are transcribed simultaneously while they happen, meaning no recordings are ever stored. Notes that a practitioner saves from the appointment will be added to your electronic patient file in our Practice Management System, as standard.

Who has access to my medical information?

Only your practitioner. Heidi is compliant with the Australian Privacy Principles and the Privacy Act. Heidi’s information management systems are ISO27001 accredited for data security. Your data protection is a top priority.

Where is my data stored?

All data is encrypted, securely and confidentially stored on servers located within Australia to comply with local jurisdiction requirements.

How is my data used?

Heidi’s approach to data collection is threefold:

• Be Transparent: Heidi clearly explain how they use your data in their Privacy Policy and Terms and Conditions.
• Limit Collection: They only collect data that is essential for providing you their services or enhancing Heidi’s effectiveness.
• Ensure Security: Heidi restricts the disclosure, retention, and use of your data, ensuring it is safeguarded.

Heidi’s commitment ensures that every piece of information collected has a clear purpose, either to deliver the product you love or to improve Heidi’s performance and accuracy

Do I have to give consent?

Your consent is important to us. All clinicians are encouraged to obtain consent before using Heidi. You can withdraw your consent at any time.