Birkill Physios (Pty) Ltd. (Private Body)
Prepared and compiled on 2025-07-02 in accordance with Section 51 of the Promotion of Access to Information Act, No. 2 of 2000 (as amended) in respect of Birkill Physios (Pty) Ltd.
- Registration number: 2017/143346/21
- Updated: 2025 – 07 – 01
1. INTRODUCTION
Birkill Physios operates as a physiotherapy and sports medical practice, providing specialized services to the public in Pretoria. This PAIA Manual has been compiled in terms of Section 51 of the Promotion of Access to Information Act, 2000 (as amended).
2. THE ACT (PAIA)
The Promotion of Access to Information Act, 2000 (PAIA) aims to promote transparency, accountability, and effective governance. It provides for the right to access information held by both public and private bodies when such information is required to exercise or protect any rights.
3. PURPOSE OF THIS MANUAL
- The purpose of this manual is to assist individuals in understanding how to obtain access to records held by Birkill Physios. This includes:
Identifying what records are available without a formal request; - Describing procedures to access other records;
- Indicating how personal information is processed and protected;
- Providing contact information for the Information Officer.
4. CONTACT DETAILS
Information Officer:
Deidre Birkill Tel: 083 321 1385
Email: deidrebirkill@gmail.com
Physical Address: Sports Medical Services 416 Kirkness Street Loftus Park, Pretoria
5. GUIDE ON HOW TO USE PAIA
A guide to using the PAIA Act is available from the Information Regulator in all official languages and can be obtained at https://inforegulator.org.za/.
6. RECORDS AUTOMATICALLY AVAILABLE TO THE PUBLIC
| Record Type | Available on Request Available on Website |
|---|---|
| Practice Information | ✔️ |
| Pricing / Consultation Fees | ✔️ |
| Services Offered | ✔️ |
| Contact Details | ✔️ |
| Medical Aid Affiliations | ✔️ |
| Booking Procedures | ✔️ |
7. RECORDS HELD BY BIRKILL PHYSIOS
| Subject Area | Categories of Records |
|---|---|
| Patient Records | Treatment plans, notes, referrals, history |
| Financial Records | Invoices, receipts, medical aid claims |
| Staff Administration | Employment records, qualifications, contracts |
| Operational Policies | Practice procedures, patient consent forms |
| Legal & Compliance | POPIA & PAIA compliance, indemnity forms |
| Equipment and Assets | Maintenance logs, purchase records |
| Marketing and Publicity | Flyers, social media, newsletters |
8. RECORDS REQUIRED BY LEGISLATION
Birkill Physios retains records as required by the following laws (non-exhaustive):
Health Professions Act, 1974
- Basic Conditions of Employment Act, 1997
- Labour Relations Act, 1995
- Income Tax Act, 1962
- Compensation for Occupational Injuries and Diseases Act, 1993
- National Health Act, 2003
- POPIA and PAIA
9. PROCESSING OF PERSONAL INFORMATION
Purpose of Processing:
- To manage patient treatment records and appointments
- Billing and medical aid claims
- Employment administration
- Marketing and service improvement
Data Subjects: - Patients (name, ID, contact, medical records)
- Employees (personal and employment information)
- Service Providers (contact and billing information)
Security Measures: - Physical and electronic access control
- Encrypted backups and secure networks
- Confidentiality agreements with staff
10. PROCEDURE TO REQUEST INFORMATION
Requests must be made using Form 2 (Annexure B of the PAIA regulations) and must:
- Be in writing and sent to the Information Officer
- Clearly describe the records requested
- Indicate the right being exercised or protected
- Include the request fee (R140)
11. FEES
When the Information Officer receives a request for access to information, the requester may be required to pay certain fees as prescribed in the PAIA Regulations.
The fees are structured as follows:
| Description | Amount |
|---|---|
| Request fee (non-refundable, payable with submission of the request) | R140.00 |
| Per photocopy or printed black-and-white A4-size page | R2.00 per page |
| Flash drive (if provided by requester) | R40.00 |
| Flash drive (if provided by Birkill Physios) | R60.00 |
| Compact disc (if provided by requester) | R40.00 |
| Compact disc (if provided by Birkill Physios) | R60.00 |
| Transcription of an audio record per A4-size page | R24.00 |
| Copy of audio/visual recording | R40.00 – R60.00 |
| Preparation of the record for disclosure, per hour (after the first free hour) | R145.00 |
| Maximum search and preparation cost | R435.00 |
| Deposit (if search exceeds six hours) | ⅓ of the anticipated total fee |
| Postage, email, or other electronic transfers | Actual cost incurred |
A requester will be notified if a deposit is required. If access is refused, the deposit will be refunded.
12. GROUNDS FOR REFUSAL OF ACCESS TO INFORMATION
Access to certain records may be refused on legitimate grounds, including:
- Mandatory protection of personal information relating to third parties;
- Confidential commercial or financial information of third parties;
- Information protected by legal privilege;
- Information that could harm Birkill Physios’ commercial activities, trade secrets, or competitive position;
- Confidential information disclosed by third parties under obligations of secrecy;
- Frivolous or excessive requests that would unreasonably burden the practice’s resources.
Each request will be assessed individually, and access will only be denied where justified under the Act.
13. DECISION
The Information Officer will notify the requester within 30 days whether the request has been approved or denied. Reasons for denial will be provided, if requested.
If the request involves a large volume of information or requires extensive search across multiple locations, an extension (up to an additional 30 days) may be applied. The requester will be informed in writing should such an extension be required.
AVAILABILITY OF THE MANUAL
This PAIA Manual for Birkill Physios is available:
- At the practice premises (Sports Medical Services, 416 Kirkness Street, Loftus Park, Pretoria), and
- Upon request via email: deidrebirkill@gmail.com