Glory Eyecare Optometrists

Release of Record Information and Optical Prescriptions

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Due to the growing volume of requests for health record releases and optical prescriptions, fulfilling these demands has become a significant administrative burden on optometrists and practices. To ensure sustainability while maintaining affordable consultations and high-quality eye care, we must recover reasonable costs for these services.

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Our practice is committed to minimizing consultation fees and offering competitive pricing on eyewear, and these administrative fees help offset the resources required to process such requests.

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For reference, Optometry Australia—the national professional body for optometrists—provides guidance on fair and reasonable fees for both patients and practitioners. While the Medicare website offers a simplified overview of prescription release guidelines, state and federal legislation (including WA laws where applicable) governs these matters.

 

Note: Many optometrists and optical workers, especially newcomers, may be unaware of all these.

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From the detailed "Guidelines: Prescription of Optical Appliances (June 2016)" from Optometry Board of Australia:

 

Preceding ocular examination
Before issuing a prescription, optometrists should normally perform an examination of the patient addressing ocular (eye) health, the need for any referral or review, and determination of whether it is appropriate to issue a prescription.

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Rights of patients to their prescription
Optometrists must provide patients with a copy of their prescription on request, at no additional fee, at the conclusion of the consultation once paid for by the patient or billed to an insurer.

 

When a patient requests a copy of the prescription a period of time after it was determined, you must respond to the request in a reasonable amount of time. You may charge patients fees proportionate to the costs involved in supplying the copy of the prescription.

 

Supply of contact lens prescriptions
You must not issue a prescription for contact lenses until you are satisfied that:
• the prescription is correct
• the patient can wear contact lenses, and
• the prescribed lenses will provide the patient with proper vision, comfort and freedom from injury, provided the prescription is filled correctly and the patient follows the recommended lens care and wearing instructions.

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Supply of Expired Prescriptions

A prescription supplied to a patient after the expiry date should be clearly marked ‘expired’.

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Confidentiality
Optometrists have a legal obligation to protect the privacy of patients. You should seek consent from patients before disclosing information, as required under privacy legislation. Optometrists should refer to the Optometry Code of Conduct (confidentiality and privacy) and not release a patient’s prescription to a third party without the permission of the patient, or their guardian. When you are asked to provide a prescription of a patient to a third party, you must be sure that the patient, or guardian, has authorised the release of the prescription. The authorization of the patient may be obtained in person, in writing or electronically.

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From the detailed "Clinical Guidelines on Release of Spectacle and Contact Lens Prescriptions By Optometrists (February 2017)" from Optometry Australia:

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Expiry date of optical prescriptions

The most common expiry date for spectacle prescriptions is two years after the examination at which the prescription was determined.

The most common expiry date for contact lenses is one year after the completion of the prescribing and fitting process. The optometrist may specify a shorter or longer expiry date for both spectacle and contact lens prescriptions based on the clinical interests of the patient.
Patients are entitled to access expired prescriptions. However, when a patient requests a copy of the prescription after the prescription expiry date, the prescription should be marked ‘expired’.

 

Respond in a reasonable time
An optometrist should respond to the request in a reasonable time. Federal privacy law does not define what a reasonable time is however in ACT, an optometrist must respond in 14 days; and in both NSW and Victoria, an optometrist must respond within 45 days.

 

A practice can charge a fee for providing access to health records
For optometrists practising in Queensland, Northern Territory, Western Australia, South Australia and Tasmania, federal privacy laws permit charging for access to health records. Recommended fees are not specified other than costs ought to be reasonable, not excessive and should not prevent patients in financial hardship from exercising their legal right to access information held about them. At the same time, the cost of giving access should not create an unreasonable burden on health service providers. The Privacy Commissioner has provided some advice to Australian Privacy Principle entities which can assist practices set reasonable fees which is set out in Attachment C.
Victorian legislation allows optometrists to seek reimbursement for accessing health records. Fees may only be charged for granting access under the Act where this is permitted by the Act itself or the regulations and there is a maximum fee level set under the Act. More information about the Act can be located at: www.health.vic.gov.au/healthrecords

 

Recovery of reasonable costs (Attachment C)
A fee for access, if any, may include:
1. Reasonable costs of resources (such as photocopying or reproducing records in other forms).
2. Reasonable costs for time and labour, including:

• work performed by clerical staff; and

• if necessary, professional costs (such as where a health professional needs to review the file before information is released, or provide access by way of an extra consultation).”

 

"Fees To Access Health Information" from Health Complaints Commissioner

More information can be found on: https://hcc.vic.gov.au/public/health-records

 

Email from Member Support and Policy Advisor (Mr Ben Hamlyn) in Optometry Australia on 15 Jun 2020

The current hourly rate is approximately $254/hour in Q1 2020.        ($289/hour in Q4 2025 due to inflation.)

Prepare copy of patient information and email it.                              

10 minutes to find information, prepare and email                                                       $42.30         ($48.20 in Q4 2025)

Consumables (emailing)                                                                                                        $0

Total                                                                                                                                        $42.30         ($48.20 in Q4 2025)

*10 minutes for either spectacle or contact lens prescription.

*15 minutes for both spectacle and contact lens prescription at the same time.    $63.50         ($72.30 in Q4 2025)

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Processing times may vary depending on the complexity of the request and the number of records involved. Our optometrist and staff require time to locate, review, and prepare your information, which includes printing, signing, and scanning prescriptions before securely emailing them with delivery confirmation.

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Feedback, Reviews, Complaints & Resolution Processes and Healthcare Complaint Administration Billing Policies

Please review our Terms & Conditions on: www.gloryeyecare.com/terms-and-conditions

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