This FAQ explains how your information will be used in the OpBook360 pilot. Taking part is your choice. Please ask us any questions before deciding; choosing not to take part will not affect your care.
 

About the pilot
 

What is OpBook360 and why are we trialling it?

OpBook360 is software that helps our team organise surgical care, including referral information, booking and pre-operative steps. It uses artificial intelligence (AI) to extract and summarise information. We are trialling it to see whether it helps our team manage these steps more smoothly.
 

What does the pilot involve?

This pilot at Dudley Creek Health is the first time OpBook360 is used with real patient information. With your consent, we will use information needed for your surgical care to test the workflow in our clinic.
 

Who provides OpBook360?

The provider is OpBook360 Pte Ltd. OpBook360 and Dudley Creek Health are separate organisations with common shareholders. We disclose this relationship so you can make an informed choice.
 

Does it change who makes decisions about my care?

No. Your doctors and healthcare team remain responsible for your care. OpBook360 does not independently diagnose, decide treatment, set clinical priorities, approve funding, obtain consent or book surgery.
 

Does OpBook360 replace my clinical record?

No. Elixir remains Dudley Creek Health’s main clinical record. OpBook360 supports our team in organising the steps involved in your surgical care.
 

Do I have to take part and is there a cost?

No. Taking part is voluntary and free. If you decline, we will use our usual process. Your care, access to treatment and charges will not be affected.
 

Will you ask me before using my information?

Yes. We will explain the pilot and ask for your consent before entering your information into OpBook360. You can ask questions and request more information before deciding.

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Your information and AI
 

What information is used and where does it come from?

We use information needed for your surgical care, from your referral, existing clinic records and information you provide. This may include your name, date of birth, NHI number, contact details, clinical and procedure details, and funding or ACC information. OpBook360 also holds AI-generated summaries and structured fields.
 

How does AI help?

AI extracts key details, suggests fields and drafts summaries for our staff to review. Where enabled in the pilot, it may also suggest items needing attention or an appropriate workflow. These are suggestions; our team decides what action to take.
 

Can AI make mistakes and who checks its work?

Yes. AI can miss details or produce an incorrect summary. A trained Dudley Creek Health staff member checks each AI output against its source and confirms or corrects it before use. Please tell us if you notice anything wrong.
 

Who can access my information?

Access is limited to authorised Dudley Creek Health staff involved in your care and authorised provider personnel where needed to operate or support the service under our agreement. AI processing providers process information needed to deliver the service.

 

Where is my information stored and processed?

OpBook360 stores your information on servers in Australia. Its AI service processes information in Europe. This means some of your health information is handled outside New Zealand. Ask our Privacy Officer if you would like more detail about the providers and locations.
 

How is my information protected?

Access is restricted, and agreements with the providers set requirements for protecting your information. Direct identifying details are removed before information is sent to the AI service. Clinical text can still contain sensitive information, so it is treated as health information. Our Privacy Officer can explain the safeguards.
 

Is my information used to train AI or improve the product?

No. Your information is used only to support your surgical care during the pilot. It is not used to train AI or develop or improve OpBook360’s product. Feedback about how the software works must not include information that identifies you.
 

Your choices and privacy
 

Can I change my mind?

Yes. You can withdraw consent at any time by telling our team or contacting the Privacy Officer below. We will stop using OpBook360 for your information, arrange its deletion from the platform and continue your care using our usual process. We will confirm when deletion is complete. Your main clinical record stays with Dudley Creek Health.
 

What happens to my information after the pilot?

We will delete your information from OpBook360 after the pilot. Your clinical record stays with Dudley Creek Health. OpBook360 will not keep or use your information to develop or improve its product.
 

What if Dudley Creek Health continues using OpBook360?

This consent covers the pilot only. If we propose using OpBook360 for your care after the pilot, we will explain the new arrangements and seek any further consent needed. Continuing the service does not change our commitment to delete the pilot information.

Can I see my information or ask for a correction?

Yes. You can ask to see the information held about you, including AI-generated summaries, and ask us to correct anything you believe is wrong. Contact our team or the Privacy Officer.

Does this consent include recording or photographs?

Consent to this pilot does not automatically include audio recording or taking photographs. If either is proposed, we will explain its purpose, use and retention and ask for your separate consent.

What happens if there is a privacy breach?

We will respond promptly, assess what happened and take steps to protect the information. We will notify you and the Privacy Commissioner where required under New Zealand privacy law.
 

Who can I contact with questions or concerns?

Dr J Saravana Ganesh
Privacy Officer, Dudley Creek Health
Email: jsg@dchealth.co.nz
Phone: 03 666 7447
You can also speak to the clinic team about taking part or withdrawing.