PAIA Manual

Part A: Introduction

This manual is published by Dr Kgotso Sekwati, specialist physician ("the Practice"), in accordance with section 51 of PAIA. It explains how a member of the public may request access to records held by the Practice, and sets out the categories of personal information the Practice processes, as required by POPIA.

Part B: Contact Details

Part C: Guide on How to Use PAIA

The Information Regulator has, in terms of section 10 of PAIA, published a guide containing information to assist a person wishing to exercise their rights under the Act. This guide is available from the Information Regulator:

Part D: Records Available Without a Formal Request

The following records are available on request, free of charge, without the need to submit a formal PAIA application:

• general information about the Practice and the services offered (available on this Website); and
• this PAIA Manual.

Part E: Categories of Records Held by the Practice

The Practice holds the following categories of records:

• patient clinical and health records (assessments, diagnoses, treatment and progress notes, prescriptions);
• patient administrative and billing records (personal and contact details, medical aid information, invoices);
• correspondence with patients, medical aids and other healthcare practitioners;
• appointment and scheduling records; and
• internal administrative and employment records.

Not all of the above records are necessarily available for access: see Part G below for the grounds on which access may be refused.

Part F: How to Request Access to a Record

A request for access to a record held by the Practice must be made using the prescribed form (Form 2, for requests to a private body) and must:

• provide sufficient detail to enable the record to be located;
• indicate the form of access required; and
• be delivered to the Information Officer at the contact details in Part B.

We will respond to a request within 30 days of receipt, as required by PAIA. This period may be extended by a further 30 days in certain circumstances, of which you will be notified.

Fees

• Request fee: R140
• Access/reproduction fee: R2 per page

These fees are prescribed under the PAIA Regulations and are updated from time to time by the Minister of Justice and Correctional Services. A deposit may be required for requests involving a large volume of records.

Part G: Grounds for Refusal of Access

Access to a record may be refused in certain circumstances set out in PAIA, including where disclosure would involve the unreasonable disclosure of a third party's personal information, would be subject to legal professional privilege, or would endanger the safety of an individual. Where access is refused, we will provide written reasons and information about your right to lodge a complaint with the Information Regulator or to approach a court.

Part H: Categories of Personal Information Processed

In accordance with section 14 of POPIA, the Practice processes the following categories of personal information:

• identifying and contact information;
• financial and medical aid information; and
• health information (special personal information), including medical history, test results, diagnoses and treatment records.

Full details of how this information is collected, used, shared, secured and retained are set out in our POPI Act Privacy Notice, available on this Website and on request.

Part I: Remedies Available

If you are dissatisfied with the outcome of a request, or believe your rights under PAIA or POPIA have not been respected, you may:

• raise the matter with the Information Officer;
• lodge a complaint with the Information Regulator; or
• apply to a competent court for appropriate relief.

Part J: Availability of This Manual

This manual is available on this Website free of charge, and a printed copy may be requested from the Practice at no charge.