Medical Learning Journeys Policies and Procedures
Communications Policy
MLJ website will maintain accurate information outlining :
-The content and expected learning outcomes of each talk.
-The number of hours of learning,
-CPD hours available- not pre-approved but suggested by the RACGP
-Costs and time constraints for achieving these cpd hours
-Details of presenters including any potential conflicts of interest.
Communication with delegates will be within 2 days of receipt of their expression of interest or registration.
Reminders will be sent 14 days before the conference detailing any changes and updates to conference program .
After completion of the conference delegates will have 2 weeks to complete any RP or MO follow up activities .
Within 2 weeks of their completion delegates will be sent a certificate of completion detailing
-Delegates name and RACGP or ACCRM number
-Date and location of activity
-Event name
– Hours completed
Quality Improvement Policy
After each conference MLJ asks for feedback regarding all aspects of the conference including secondary providers such as accommodation and activities so as to ensure future delegates have an all-round pleasing and satisfying experience.
MLJ measures the outcomes and acts on the feedback to adjust our speakers and providers and topics of discussion to continually improve on our guest’s experience. We review all complaints and concerns promptly and with due diligence and strive to achieve a satisfactory outcome for all involved (See complaints policy).
Medical Learning journeys strive to always improve the quality of our education resources . All presentations are pre-screened to assure they meet RACGP standards of education both for educational accuracy and relevance and to ensure that they meet the MBA code of conduct. Presenters are advised of our standards before their presentations are finalised.
We seek continual feedback from delegates regarding the relevance, accuracy and benefit of the presentations and presenters .
We strive to ensure that talks are inclusive and do not contain any offensive material regarding race , culture , gender, or sexuality . MLJ ensures that there is no influence from external third parties in the presentations regarding product names or advertising. Should we receive feedback that any of these standards have been breached then MLJ will act swiftly to rectify this issue .
Sponsorship Policy
Most advertising will occur outside of the conference room in the lobby or not directly associated with talks. If an advertising announcement or slide is to be displayed on screen it will be at the start and the end of a session. Speakers are not paid by the sponsor who has supported their talk.
Any conflicts of interest between speakers and sponsors will be clearly stated at the beginning of the session. Speakers will not name products specifically but talk about generic medications.
Sponsors should refrain from approaching conference delegates directly to promote their product. Delegates are encouraged to speak to sponsors as they help to reduce the costs to delegates of outting on a conference and because their products may be of interest to you.
Medical Learning Journeys will only partner with reputable companies who add value to General Practice.
Privacy Policy
This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information when you register for and participate in the Hamilton Island GP Conference (“Conference”). By registering for the Conference, you consent to the practices described in this policy.
Information We Collect:
1. Personal Information: When you register for the Conference via email, we may collect the following personal information:
• Name
• Email address
• Phone number
• Professional affiliation
• Job title
• Mailing address
2. Payment Information: If applicable, we may collect payment details to process your registration or optional extra fees.
Where practical registration fees will be collected by Eventbrite partner – see also their privacy policy.
3. Conference Participation: Information related to your participation in the Conference, such as session attendance and feedback.
How We Use Your Information
We use the information we collect to:
• Process your registration and payment.
• Communicate with you regarding Conference details and updates.
• Provide you with information about Conference sessions, speakers, and activities.
• Respond to your inquiries and provide customer support.
• Improve the Conference and enhance your experience.
• Comply with legal obligations.
Information Sharing and Disclosure
We do not sell, trade, or otherwise transfer your personal information to outside parties except as described below:
• Service Providers: We may share your information with third-party service providers who assist us in organizing and managing the Conference.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.
Data Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or method of electronic storage is completely secure, so we cannot guarantee its absolute security.
Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations.
Your Rights
You have the right to:
• Access the personal information we hold about you.
• Request correction of any inaccurate or incomplete information.
• Request deletion of your personal information, subject to certain legal obligations.
• Object to the processing of your personal information in certain circumstances.
• Withdraw your consent to the processing of your personal information at any time. To exercise any of these rights, please contact us at the email address provided below.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website and will be effective immediately upon posting. We encourage you to review this policy periodically to stay informed about how we are protecting your information. Contact Us If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
Email: events@medicallearningjourneys.com.au
Phone: (+61)423 580 333
Mailing Address: PO Box 42 Front St Hamilton Island.
Effective Date This Privacy Policy is effective as of 8/7/2024.
Dispute Resolution
Medical Learning Journeys strives to always meet the highest ethical and professional standards. Should an issue arise MLJ encourages delegates to advise our staff promptly and to report the issue in writing . All matters will be dealt with promptly and confidentially and within the guidance of relevant local laws . MLJ will respond in writing and will attempt to do everything possible to achieve a satisfactory solution as guided by our Dispute Resolution Policy below .
Dispute Resolution Policy effective 8/7/2024
1.Purpose
The purpose of this Dispute Resolution Policy is to provide a structured and fair process for resolving disputes that may arise during the GP Medical Conference. This policy aims to ensure a respectful, professional, and positive environment for all participants.
2.Scope
This policy applies to all attendees, including but not limited to speakers, delegates, exhibitors, sponsors, and staff, who are participating in the GP Medical Conference.
3.Definition of Disputes
A dispute is defined as any disagreement, conflict, or grievance arising between conference participants that cannot be resolved through informal means.
4. Informal Resolution
Participants are encouraged to resolve disputes informally and amicably before seeking formal resolution. If an informal resolution is not possible, the following procedures should be followed.
5. Formal Dispute Resolution Procedure
5.1 Filing a Complaint – Complaints must be submitted in writing to the Dispute Resolution Committee (DRC) within 7 days of the incident.
– The complaint should include the names of the parties involved, a detailed description of the dispute, any relevant evidence, and the desired resolution.
5.2 Acknowledgment of Complaint
– The DRC will acknowledge receipt of the complaint within 5 business days.
5.3 Initial Review
– The DRC will conduct an initial review of the complaint within 7 business days to determine its validity and whether it falls within the scope of this policy.
5.4 Investigation
– If the complaint is deemed valid, the DRC will initiate an investigation. This may include interviews with the parties involved and any witnesses, and a review of relevant documents or evidence.
– The investigation will be completed within 14 business days.
5.5 Resolution
– Upon completion of the investigation, the DRC will make a determination and recommend a resolution. This may include mediation, formal apology, disciplinary action, or other appropriate measures.
– The parties involved will be informed of the decision in writing.
5.6 Appeal
– Either party may appeal the decision in writing to the Conference Steering Committee within 7 days of receiving the resolution. The appeal must state the grounds for the appeal and include any new evidence.
– The Conference Steering Committee will review the appeal and make a final decision within 14 business days. The decision of the Conference Steering Committee is final and binding.
6. Confidentiality
All proceedings, discussions, and documents related to the dispute resolution process will be kept confidential and disclosed only to those directly involved in the process.
7. Non-Retaliation
Retaliation against any individual who files a complaint or participates in the dispute resolution process is strictly prohibited. Any act of retaliation will be subject to disciplinary action.
8. Contact Information
Dispute Resolution Committee and Conference Steering Committee [support@medicallearningjourneys.com.au]
9. Policy Review
This policy will be reviewed annually and updated as necessary to ensure it remains effective and relevant.
This Dispute Resolution Policy ensures that any conflicts or grievances during the Medical Conference are handled in a fair, transparent, and timely manner, maintaining the integrity and professionalism of the event.
Refund Policy
Unless otherwise stated :Refunds will be considered for unforeseen circumstances up until 60 days prior to the event .
There will be a $100 administration fee deducted from the full refund .
A credit note for future conferences or 50 % refund will be offered to delegates who cancel between 59 and 30 days prior to the event . Within 30 days of the commencement of the conference there will be no refunds issued due to our fixed costs .
If the conference has to be cancelled due to a natural disaster , Government enforced lock down , Act of God or Act of terrorism then a full refund will be granted to each delegate.
Delegates are strongly encouraged to take out travel insurance as soon as they register to cover them for unforeseen circumstances . MLJ does not take any responsibility for any associated losses that could be incurred by delegates including but not limited to accomodation, medical and travel costs.