For Our Patients

Frequently Asked Questions

1 What is privacy?

Your right as a patient to determine when, how, and to what extent you share information about yourself with others. You will be able to make this determination because we will notify you regarding the purposes for which we collect, use or disclose your personal health information, and we will ask you for permission to collect, use or disclose your personal health information where applicable. Privacy is best addressed at or before the time we collect your information.

2 What is confidentiality?

Protecting your information after it is collected. This means that staff members, physicians and volunteers must not talk about or disclose your personal health information to anyone other than you, your substitute decision maker where applicable, or other staff or healthcare team members that have a need to know.

3 What is security?

Physically and technologically protecting your information after it is collected. This means that staff members, physicians and volunteers will physically protect your information by (for instance) locking their file cabinets. The hospital will technologically protect your information by (for instance) ensuring that your information can only be accessed by those with a need to know.

4. The Statement of Information Practices provides me with some information about who the hospital discloses my personal health information to. Can you provide me with a few more details?

• Other members of your health care team, such as physicians, nurses and others involved in the provision of your health care.
• The Ontario Ministry of Health and Long-Term Care (billing information), the Canadian Institute for Health Information (statistical information), Health Canada (public health surveillance), and Cancer Care Ontario (pathology reports) – to ensure the health care system is running optimally.
• Private insurance companies regarding incidental costs not covered by provincial health insurance. The hospital will always obtain permission from the patient in this instance.
• Collection agencies to collect on unpaid costs which were not covered by provincial health insurance.
• Researchers whose studies have been approved through the hospital’s Research Committee.

5 Does the hospital share any of my information with other organizations, for reasons other than to provide me with health care?

Not without your consent, or unless we are legislated to do so.

6. Does the hospital ever sell or lease my personal health information to drug companies, or anyone else?

No.

7. The Statement of Information Practices gives me contact information if I have any privacy-related enquiries or complaints. However, if I am providing information at any point during my visit (for example at registration, or when I am in the Health Records Department) and have a question about why certain information is being collected or how it is being used, can’t the staff member I’m dealing with answer the question?

All of our staff are trained to respond to your questions to the best of their ability at the time. However if the staff member is unable to respond to the question, they will seek assistance as soon as possible.

8. What should I include in my request to access my personal health information record?

The written request for health records must include your name, date of birth, and mailing address as well as the type of information you are requesting. The request must be dated, witnessed and signed by one other person.

9. How long is my personal health information kept?

The Public Hospitals Act says if you are 18 years of age or older, we must keep your personal health information for at least ten years after your last visit. If you are under 18 years of age, we must keep your personal health information for at least ten years after you turn eighteen.

10. Can my family see my personal health information?

Not without your consent, or the consent of your substitute decision maker as applicable.

11. Can you provide me with examples of when I may be required to pro-vide consent, and tell me what happens if I am unable to provide consent?

Some examples are consent for researchers to store and use your personal health information for clinical studies, or consent to disclose your personal health information to your private insurance company to facilitate payment of your bill.

If you are unable to provide consent directly to the hospital, the consent decision falls to your appointed substitute decision maker (such as a parent or guardian). The person is bound by law to act on your behalf and to make decisions based on their belief of what you would wish to be done if you were able to decide for yourself.

12. Can all hospital staff access my personal health record?

• Healthcare professionals directly involved in your care may access your personal health information.
• Staff members in other areas of the Hospital that are not involved in your healthcare may have access to your personal health information for the purposes of managing the healthcare system. For instance, the finance department has access to your information to facilitate payment of your bill.

13. Will the hospital share information about my hospital visit with my family physician?

Family physicians with hospital privileges have computer access to view personal health information belonging to their patients, and we will provide copies of key reports to your family physician if he/she is listed in your chart.

14  If I am a youth, do I need parental consent if I wish to access my personal health information record?

No, you do not need parental consent to access your personal health information record, although if you are unable to consent the hospital may require consent from your custodial parent (or your access parent if your custodial parent is unavailable), or guardian.

15 What happens if I am inquiring about records for a deceased patient?

To obtain records for individuals who are deceased or incapable of signing a consent, proof of executorship or legal signing authority must be submitted with the request.

16. Many areas of the hospital are open and patients, visitors and staff in general can sometimes overhear physicians talking to patients or family about health information. Is this a breach of patient privacy?

Staff make every effort to discuss personal health information in a confidential manner by lowering their voice when discussing patient information in a public area (so that no-one else can overhear the conversation).