Privacy Policy - Chrome Extension

Overview

The Clinically Chrome Extension ("the Extension") connects the Clinically healthcare practice management platform with the Xestro EMR system and, for practices that use Clinically's health fund registration feature, helps doctors complete private health fund provider registration forms in their own browser. This privacy policy explains what data the Extension accesses, how it is used, and how it is protected.

Data We Access

Patient Information

The Extension reads patient demographic information from two sources:

• Clinically (app.clinically.com.au): Patient name, date of birth, age, gender, phone numbers, email address, and EMR identifier, as provided by the Clinically application via page metadata.

• Xestro (my.xestro.com): Patient name, date of birth, phone number, email address, Medicare number, address, and EMR identifier, as displayed in the Xestro patient details interface.

This information is used solely to match patient records between the two systems and to facilitate synchronisation of contact details. Patient data is not stored persistently by the Extension. It is held in session memory and cleared when the browser is closed.

Medicare numbers are read from Xestro for display purposes within the Xestro page only. They are not transmitted to Clinically or stored by the Extension.

Clinical Documents

When a user explicitly chooses to send a document from Xestro to Clinically's clinical inbox, the Extension downloads the document from Xestro and uploads it directly to the user's Clinically account. Documents are transmitted in transit only and are not cached or stored by the Extension.

Authentication Credentials

The Extension stores a short-lived API authentication token to communicate with the Clinically API. This token:

• Is scoped to the individual user's account

• Expires after the web session lifetime (typically 2 hours) if not refreshed

• Is stored in chrome.storage.session, which is automatically cleared when the browser closes

• Is never transmitted to any party other than the Clinically API server

EMR Integration Consent

A single boolean flag indicating whether the user has acknowledged the EMR integration features is stored in chrome.storage.local. This contains no personal or patient information.

Health Fund Registration

Some practices use Clinically to help their doctors register with private health funds' gap cover schemes. For three funds' online forms (AHSA Access Gap Cover, ARHG and Honeysuckle Health), the Extension can fill the form in the doctor's own browser. This applies only to doctors at practices using this feature, and only when the doctor starts it.

What the Extension receives

After the doctor reviews their details in Clinically and confirms their identity with a passkey or authenticator code, Clinically gives the Extension a single-use authorisation that expires after 15 minutes. The Extension uses it once to fetch the details for that fund's form. The details are limited to what that fund's form asks for, and may include:

• the doctor's name, specialty, AHPRA registration number and Medicare provider numbers

• practice location details

• the bank account the fund should pay into (BSB, account number and account name)

• the contact phone number and email address the fund will use

No patient information is involved.

How it is handled

• The details are held only in the memory of the fund's browser tab. They are never written to chrome.storage or the Extension's background process, and never logged.

• They are cleared when the fund's confirmation page appears, when the tab is closed or loses focus, or after a short period of inactivity.

• The Extension only fills fields. It never clicks buttons or links and never submits the form. It does not fill the fund's declaration, consent or access-code fields. The doctor completes those and presses Submit themselves.

• The Extension does not handle file uploads. It highlights fields that need an attachment, and the doctor attaches their own documents.

• The Extension works only on the three fund websites listed under Data Transmission. These are built into the Extension and cannot be changed remotely.

• If the Extension is linked to a different user from the one signed in to Clinically, it warns the doctor.

What the Extension sends back to Clinically

• The confirmation reference shown by the fund after the doctor submits, so the practice can track the registration.

• If a fund's form has changed and a field can't be matched: the form version, page and field name only. These reports never contain any of the doctor's details, screenshots or page contents.

Sharing with health funds

Details reach a health fund only when the doctor submits the fund's form. From then on, the fund's own privacy policy applies to them. Clinically never submits registrations on a doctor's behalf.

Who is responsible

A doctor's registration details are held in their practice's Clinically account. The practice is responsible for that information under the Australian Privacy Principles, and Clinically handles it as the practice's service provider. Doctors can ask their practice to view, correct or export their registration details and history.

Data We Do NOT Collect

• We do not collect browsing history or web activity

• We do not track which pages you visit outside of Clinically and Xestro

• We do not collect financial or payment information, except a doctor's own bank account details used to fill a health fund registration form at the doctor's request, as described in Health Fund Registration above. These are never stored by the Extension.

• We do not store patient data persistently on your device

• We do not use analytics, telemetry, or tracking services within the Extension

• We do not transmit data to any third-party services. The only exception is a health fund registration form the doctor chooses to fill: the details go to that fund only when the doctor submits the form themselves.

How Data Is Used

All data accessed by the Extension is used exclusively to:

1. Authenticate with the user's Clinically account

2. Display patient context and practice notifications within the Extension popup

3. Match patient records between Clinically and Xestro by EMR identifier or demographics

4. Synchronise patient contact details between systems at the user's explicit request

5. Transfer clinical documents from Xestro to Clinically's clinical inbox at the user's explicit request

6. Navigate between corresponding patient records in both systems

7. Fill a health fund's provider registration form with the doctor's prepared details, at the doctor's request

Data Transmission

All data transmitted by the Extension uses HTTPS encryption. The Extension communicates only with:

• app.clinically.com.au — the Clinically application server

• my.xestro.com — the Xestro EMR system (read-only data access and document download)

• Only when a doctor uses health fund registration: medicalregistration.ahsa.com.au, providerregistration.arhg.com.au and register.honeysucklehealth.com.au, the funds' own registration forms. The Extension fills fields on these pages but does not send anything to them itself; the doctor submits the form.

No data is sent to any other server, service, or third party.

Data Sharing

We do not sell, trade, or transfer patient data or any other information to third parties. Data flows only between the user's Clinically account and their Xestro EMR session, except when a doctor uses health fund registration. In that case, the doctor's registration details reach a health fund only when the doctor submits that fund's form themselves, as described in Health Fund Registration above. Clinically never submits registrations on a doctor's behalf.

User Control

• Consent: EMR integration features (Xestro reading and interaction) require explicit user acknowledgement before activation.

• Disconnect: Users can disconnect the Extension at any time via the popup menu, which immediately clears the authentication token and consent flag.

• Browser close: All session data (including the authentication token) is automatically cleared when the browser is closed.

• Uninstall: Removing the Extension from Chrome deletes all stored data.

Permissions

The Extension requests the minimum permissions necessary:

Third-Party Disclaimer

The Clinically Chrome Extension is developed by CCMx Pty Limited t/a Clinically. It is not reviewed, endorsed, approved, or associated with Xestro or its developers. The Extension interacts with the Xestro web interface as a user-driven automation tool and may stop functioning if Xestro modifies their system.

Australian Privacy Act

CCMx Pty Limited t/a Clinically complies with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). Patient information handled by the Extension is subject to the same privacy obligations as information handled within the Clinically platform. For the Clinically platform privacy policy, visit policies.clinically.com.au/PRV-001.

Changes to This Policy

We may update this privacy policy to reflect changes in the Extension's functionality. Material changes will be communicated through the Chrome Web Store listing and within the Extension itself.

Contact

For privacy enquiries or data access requests:

• Email: support@clinically.com.au

• Website: https://clinically.com.au