13.2.3 Patients who wish to pursue the matter further are advised to direct their complaints to the College of Physicians and Surgeons of British Columbia or the provincial privacy commissioner
Date: June 15th, 2022
This document governs the clinical and administrative services provided by the iCollab Healthcare Clinic.
1.1 We value patient privacy and act to ensure that it is protected.
1.2 This policy was written to capture our current practices as well as to respond to federal and provincial requirements for the protection of personal information.
1.3 This policy describes how this office collects, protects and discloses the personal information of patients and the rights of patients with respect to their personal information.
1.4 We are available to answer any patient questions regarding our privacy practices.
2.1 The physician is ultimately accountable for the protection of the health records.
2.2 Patient information is sensitive by nature. Employees and all others in this office who assist with or provide care are required to be aware of and adhere to the protections described in this policy for the appropriate use and disclosure of personal information.
2.3 All persons in this office who have access to personal information must adhere to the following information management practices:
3.1 We collect the following personal information
3.2 Limits on collection
We will only collect the information that is required to provide care, administrate the care that is provided and communicates with patients. We will not collect any other information or allow information to be used for other purposes, without the patient’s express consent – except where authorized to do so by law. These limits on collection ensure that we do not collect unnecessary information.
4.1 Personal information collected from patients is used by this office for the purposes of
5.1 Implied consent (Disclosures to other providers)
5.2 Without consent (Disclosures mandated or authorized by law). There are limited situations where the physician is legally required to disclose personal information without the patient’s consent. Examples of these situations include, but are not limited to,
5.3 Express Consent (Disclosures to all other third parties)
5.4 Withdrawal of consent
6.1 Safeguards are in place to protect the security of patient information.
6.2 These safeguards include a combination of physical, technological and administrative security measures.
6.2.1 We use the following physical safeguards
6.2.2 We use the following technological safeguards
6.2.3 We use the following administrative safeguards
7.1 We are sensitive to the privacy of personal information and this is reflected in how we communicate with our patients, others involved in their care and all third parties.
7.2 We protect personal information regardless of the format.
7.3 We use specific procedures to communicate personal information by
7.3.1 Telephone
7.3.2 Fax
7.3.3 Email
7.3.4 Post/Courier
8.1 We retain patient records as required by law and professional regulations – retention of medical records for at least 16 years from the date of last entry or, in the case of minors, 16 years from the time the patient would have reached the age of majority.
8.2 We use secure offsite record storage.
9.1 When information is no longer required, it is destroyed according to set procedures that govern the storage and destruction of personal.
9.2 Disposal log
Before the secure disposal of a health record, we maintain a log with the patient’s name, the time period covered by the destroyed record, the method of destruction and the person responsible for supervising the destruction.
10.1 Patients have the right to access their record in a timely manner.
10.2 If a patient requests a copy of their records, one will be provided at a reasonable cost.
10.3 Access shall only be provided upon approval of the physician.
10.4 If the patient wishes to view the original record, one of our staff must be present to maintain the integrity of the record, and a reasonable fee may be charged for this access.
10.5 Patients can submit access requests verbally or in writing
10.6 This office follows specific procedures to respond to access requests
11.1 In extremely limited circumstances the patient may be denied access to their records, but only if providing access would create a risk to that patient or to another person.
11.1.1 For example, when the information could reasonably be expected to seriously endanger the mental or physical health or safety of the individual making the request or another person.
11.1.2 If the disclosure would reveal personal information about another person who has not consented to the disclosure. In this case, we will do our best to separate out this information and disclose only what is appropriate.
10.5 Patients can submit access requests verbally or in writing
10.6 This office follows specific procedures to respond to access requests
12.1 We make every effort to ensure that all patient information is recorded accurately.
12.2 If an inaccuracy is noted, the patient can request changes in their own record, and this request is documented by an annotation in the record.
12.3 No notation shall be made without the approval or authorization of the physician.
13.1 It is important to us that our privacy policies and practices address patient concerns and respond to patient needs.
13.2 A patient who believes that this office has not responded to their access request or handled their personal information in a reasonable manner is encouraged to address their concerns first with their doctor.
13.2.1 Patient complaints can be made verbally or in writing
13.2.2 This office follows specific procedures for responding to patient complaints
13.2.3 Patients who wish to pursue the matter further are advised to direct their complaints to the College of Physicians and Surgeons of British Columbia or the provincial privacy commissioner
Date: June 15th, 2022