Regional Health Centre is committed to protecting your privacy, and the
confidentiality of personal information/personal health information
(“information”). Whether you are working for our hospital or visiting, you
trust us with your information. To honour that trust, we are committed to using
your information for legitimate purposes and take reasonable steps to protect
it from theft, loss, unauthorized access, copying, modification, use,
disclosure and disposal.
As part of
this commitment, Southlake has adopted the 10
Privacy Principles established by the Canadian Standards Association's
Model Code for the protection of Information.
Southlake Regional Health Centre’s Privacy
staff, physicians, volunteers, and other agents are responsible for Information
under their custody or control. Southlake’s Privacy Office oversees
compliance with the Privacy Principles
as well as the Personal Health
Information Protection Act (PHIPA), and the Freedom of Information and Protection of Privacy Act (FIPPA).
2. Identifying Purpose
privacy practices are governed by PHIPA and FIPPA. In accordance with these
Acts, we collect information about you either from you or from the
person/organization authorized to act on your behalf.
also collects personal information though recorded images using our video
surveillance system for safety and security operations at the hospital.
information we collect from you is used and provided as reasonably necessary
- Treat and provide care when visiting our
hospital, including personal health information from both inpatient and
outpatient services. This information may be shared among your doctors, nurses,
residents, and all other health team members who provide care and assistance to
- Obtain payment for your treatment and care.
- Conduct quality improvement and risk management
- Conduct research as approved by the Research
Ethics Board (and typically only using de-identified data).
- Fundraise for the improvement of our programs
and services (unless otherwise notified to not do so).
- Plan, administer and manage our internal
- Comply with legal and regulatory requirements.
- Fulfill other purposes as permitted or required
- Compile statistics.
- Conduct Patient Satisfaction Surveys (unless
otherwise notified not to do so).
- Notify a representative of a religious or other
organization to visit you during your stay.
- Notify you of an appointment or change an
- Confirm that you are a patient, your general
health status and your room and telephone extension while in the hospital
(unless otherwise notified to not do so).
- Locate you and your family in urgent/emergent situation
using an overhead paging system.
- As required by the Information and Privacy
Commissioner of Ontario.
- Share with prescribed person/entity who compiles
or maintains a registry of personal health information for the purposes of
facilitating or improving the provision of healthcare.
collects uses and discloses your Information with your knowledge and consent,
except where otherwise required or permitted to do so by law.
accordance with PHIPA, Southlake
advises visitors and callers of an individual’s presence in hospital, unless
the individual “opts-out” of those processes, usually at the time of
information for “secondary” purposes (i.e. those not included in our list of
primary purposes), Southlake will only do so with your expressed consent.
- Disclosures to certain healthcare providers or
services that lie outside of your obvious “circle of care”.
- Health research where some personal
identification of your information is required and the hospital’s research
ethics committee requires that specific consent be sought.
information that is used and disclosed must also comply with Southlake Regional
Health Centre’s Privacy Policies.
If you have any questions in regards to withdrawing consent for the collection, use or disclosure of personal health information, please speak to a member of your healthcare team or contact the Health Information Services or privacy departments.
4. Limiting Collection
limits the collection of your Information to only those details that are
necessary for the purposes identified. An individual is never deceived or
coerced in order to obtain their consent.
5. Limiting Use, Disclosure, Retention
Information will only be used or disclosed for the purpose for which it was
collected, unless you have otherwise consented, or when it is required or
permitted by law. Southlake retains your Information for the period of time
prescribed by our retention policy.
is permitted or required to the following:
- You, your legal guardian or substitute decision
- To care providers to determine suitability for
transfer to another facility and to provide for ongoing care
- To care providers to improve/maintain the
quality of your care and of those provided similar care
- Registries and entities prescribed in regulation
such as Cancer Care Ontario, the Cardiac Care Network, Canadian Stroke Network,
INSCYTE, the Institute for Clinical Evaluation Services, the Canadian Institute
for Health Information, Children’s Hospital of Eastern Ontario, Ontario
Institute for Health Research, BORN, Trillium Gift of Life and health
- Health Information Networks such as the
electronic Child Health Network (eCHN), Hospital Diagnostic Imaging Repository
Services (HDIRS), Ontario Laboratory Information System (OLIS) and Connecting
- Ministry of Health and Long-Term Care e-health
projects such as the Enterprise Master Patient Index (EMPI) and Wait Time
- Researchers if the research has been approved by
our Research Ethics Board
- The Medical Officer of Health to report
- The Workplace Safety & Insurance Board
- Law enforcement officers who present a warrant
or subpoena, or to aid in an investigation
- The Children's Aid Society where child abuse is
suspected; the Children's Lawyer
- The Public Guardian and Trustee
- The Coroner.
above, Southlake Regional Health Centre participates in several health network
initiatives. These networks permit care providers, with patient consent, to
securely share electronic patient health information for the purpose of
providing timely and coordinated patient care.
Shared Health Information Network Exchange (SHINE): a
partnership between Markham Stouffville Hospital, Southlake Regional Health
Centre and Stevenson Memorial Hospital that was developed to adopt a shared
electronic medical record structure between the three hospitals. The first
initiative of this partnership is the implementation of MEDITECH Expanse
hospital information system (HIS). This shared solution creates seamless access to patient
records for caregivers at all three hospitals.
CHILD Health Network (eCHN): a secure electronic system for children's medical records.
About 40 healthcare providers in Ontario are members of eCHN. Members provide
eCHN with laboratory results, doctor's notes, x-rays and visit information as
well as name, age, address and contact information. This means that if your
child is provided care at any of these 40 facilities, the care provider may
access their medical record on the electronic system. If you do not want your
child's records included in the system, please tell us. For more information
please visit www.echn.ca.
Hospital Diagnostic Image Repository
Services (HDIRS): permits hospitals to securely share exams and diagnostic
images electronically. This protects patients because it avoids duplication of
tests and thereby decreases the number of X-Rays and other tests that expose
patients to radiation. Please tell us if you do not want to participate in
HDIRS. For more information please visit the eHealth Ontario website.
Ontario Laboratories Information System
(OLIS): an electronic system managed by eHealth Ontario. It allows
hospitals and community laboratories to securely share your lab test results
with your healthcare providers. If you do not want your lab tests to be stored
in OLIS, please tell us or call Service Ontario at 1-800-291-1406; TTY
Connecting Ontario: an electronic
system managed by eHealth Ontario. It provides access to a majority of acute
and community care data to improve the timeliness of care decisions, reduce
duplicate tests and procedures, and better support care transition points. If
you do not want your records included in the system please tell us. For more
information visit http://www.ehealthontario.on.ca/en/for-healthcare-professionals/connectingontario.
HealthLinks: an electronic system that
was created to allow health service providers to better serve patients with
complex needs, allowing for the delivery of coordinated care services across
the continuum of care. Personal health information being shared in this system
requires a patient’s express consent. For more information visit /Default.aspx?cid=1340&lang=1
Admission, Location, Condition:
Southlake will confirm that an individual is a patient in the hospital and
provide location and general condition information unless there is an
objection. We obtain consent at the first reasonable opportunity. If you do not
want this information disclosed, please tell us and we will respect your
keeps information that is collected as accurate, complete and up-to-date as
necessary to fulfill the purposes for which it was collected. You can help us
with this when you register for services by having the full name and current
contact information for your family physician. This helps to ensure that
reports are sent to the correct physician.
takes reasonable steps to ensure your personal information is protected. The
following are some examples of the specific steps we take to protect your
privacy while delivering safe, high-quality care:
- Physical measures: for example, use of lockable
filing cabinets and restricting access to offices;
- Organizational measures: for example, limiting
access to personal information on a “need-to-know” basis, providing privacy
training, policies and procedures;
- Technological measures: for example, the use of
passwords, system access controls and encryption where appropriate;
- Regular audits of system access and use,
including appropriate disciplinary action for non-compliance with legal or
hospital requirements governing access to information.
about our privacy and confidentiality policies and practices is readily available
upon request, as well as through materials located across the hospital.
You have the
right to access and/or correct records of your information. To obtain access
and/or request a correction to your personal health information (i.e. medical
records); please visit our Heath Information webpage www.southlakeregional.org/Default.aspx?cid=437&lang=1
to general records of personal information please proceed to the Freedom of
Information webpage www.southlakeregional.org/Default.aspx?cid=525&lang=1
10. Challenging Compliance
information about our privacy practices, or to raise a concern you may have
about these practices, please contact:
Regional Health Centre
Information and Privacy Commissioner of Ontario
You may also
make a complaint to the Information and Privacy Commissioner of Ontario if you
believe we have violated your privacy rights. The Commissioner can be reached
2 Bloor Street East, Suite 1400
Toronto, ON, M4W 1A8