Privacy Policy

In accordance with the Personal Health Information Protection Act, 2004 (PHIPA), CMHA- Oxford wishes to inform you of our information practices with respect to the collection, use, protection, access and disclosure of personal health information. 

If you have any questions or concerns related to your privacy and CMHA Oxford, please contact our privacy officer, Mike McMahon or 1-800-859-7248 ext 214.

Definitions

Personal Information (or, PI) is information that can uniquely identify a person (i.e. complete name, postal code, date of birth, license number).

Personal Health Information (or, PHI) includes oral and written information about an individual.  It may include information about a person’s physical or mental health, family health history, health care services received by the person, the identity of the person providing care to the individual, the person’s individual health number, or the identity of an individual’s substitute decision maker.

Circle of Care refers to those in the health care team who are actually involved in the care or treatment of a particular client.  Circle of care agencies are those whose primary focus is the provision of health care.

Individual and/or agencies who are involved in the care of the client but whose primary purpose is not the provision of health care and not considered to be part of the Circle of Care.  Ongoing communication and sharing of history and treatment information requires a written, express consent.  Information can be shared where required by law or when a risk to self or others exists.

Circle of Care Partners “Primary Purpose is the provision of health care services”

Examples include but are not limited to:
a) Health Care practitioners or groups of health care practitioners e.g. GP’s
b) Hospitals – public or private

Non-Circle of Care Partners “Primary purpose is not the provision of health care services”

Examples include but are not limited to:
a) Family
b) Children Aid Society
C) Housing Supports 

Why is my information being collected?

Your personal health information is primarily used to paint the picture of your overall health so that your care providers can give you better care.

Sharing your personal health information by mail, fax and electronically with other service providers is important.  The information shared with the members of your community care team allows them to have the most up-to-date information about you so they can better and more safely meet your needs.

How is my personal health information being protected?

Your personal health information can only be used by authorized staff providing you with health care support and services.

Your care providers are required to have administrative, physical and technical safeguards to protect their physical records and their electronic networks from misuse, alternation, copying, disclosure, destruction, monitoring and/or damage.  These safeguards include security software and encryption protocols, firewalls, locks and other access controls, privacy impact assessments, privacy training for staff and students, and confidentiality agreements.

Privacy and security safeguards are constantly under review and are enhanced where necessary to ensure the highest level of protection.

What are my privacy rights?

  • You have the right to request a copy of your clinical file by contacting your health service provider.
  • You also have the right to request a correction or amendment to your personal health information, block parts of or your entire clinical file to designated recipients or log a complaint if you feel that your service provider has not addressed your privacy concern correctly.

Can my personal health information be shared with third parties that are not health care providers?

Your health care provider requires your express consent to share your personal health information with third parties.

You can request copies of parts of all of your health record for purposes other than healthcare, such as your lawyer, or an application for short or long term disability.

Are there times when my personal health information can be shared without my express consent?

Yes – there are times at when your health care providers are required to share your personal health information without your express consent.  For example, if you are at risk of harm to self or others, we may need to share need-to-know information to keep you safe.  Your health care providers are also obligated by law to respond to a subpoena and/or search warrant.

Anonymous demographic and statistical data may also be use for the purposes of program and funding evaluation.

Why are my assessments shared in a centralized electronic assessment system?

Having your health information in an electronic format allows your authorized health care providers to quickly and securely access your health history, no matter where you receive care.  Since the other health service providers involved in your care have a better picture of your assessments, they will be able to provide you with better care.

A centralized electronic sharing system is used to share your assessment data with community health service providers who need to review the assessment data in order to provide services to you.  If you have concerns regarding the privacy and security of your personal health information, you may contact your health service provider’s Privacy Officer.  If you wish to consent or withhold your consent to the sharing of your assessments in the electronic sharing system you may contact the Consent Call Centre at 1-855-585-5279 or TTY (1-855-973-4445).

What does it mean when I give my consent to share my personal health information within my circle of care?

When you give your consent, your assessment record will be uploaded onto a secure and centralized electronic assessment system.  Your care providers will use the information in your assessment to provide you with the safe, quality care that better meets your needs.

You have the right to be informed of the positive and negative consequences of your consent to share or not to share your personal health information with health service providers involved in your care.