Patient Care. Audiology, Speech Language Pathology and VNG

Transcription

1 Patient Care Audiology, Speech Language Pathology and VNG Name of PIB: Hearing Aid Dispensary Case Files Information maintained: All of name, contact information, date of birth, gender, personal health information, health record number, copy of hearing aid evaluation and audiogram, claims related employment and financial information (WSIB, Veteran s Affairs, Assistive Devices Program (ADP), NIHB, WSIB number, Veterans Affairs number, ACSD/ODSP/OW information, hearing aid information including billing Uses: Used to provide patient care in Hearing Aid Dispensary Users: Authorized Audiology and Hearing Aid Dispensary staff Is the information disclosed on a regular basis: Patient prescriptions may go to outside hearing aid vendors (patient choice) and to Hearing Instrument manufacturers when instrument orders are placed; Claims related information is sent to WSIB, Veterans Affairs, ACSD/ODSP/OW/NIHB, the ADP of the MOH<C and private insurance companies as required. Retention and disposal: Adults:10 years then destroyed, Minors: age years then destroyed Legal authority: Public Hospitals Act and Regulations, Personal Health Information Protection Act; CASLPO Preferred Practice Guidelines, Audiology & Speech-Language Pathology Act, Regulated Health Professions Act; Hotel Dieu Hospital Administrative & Professional Staff Bylaws Name of PIB: Cleft Palate Program information, health record number, financial information (payments, invoices and information related to dental/orthodontic services) Uses: The provision of patient care and billing record Users: Clinic Professional and Clerical Staff Is the information disclosed outside the hospital: To other professionals, the provincial paymaster for dental/orthodontic work (Hospital for Sick Children) Retention and disposal: Adults: 10 years then destroyed, Minors: age years then destroyed Legal authority: Ontario Cleft Lip & Palate Cranio-facial Dental Program (MOH<C); Public Hospitals Act and Regulations; Personal Health Information Protection Act; Hotel Dieu Hospital Administrative & Professional Staff By-laws Child Development Centre (CDC) Name of PIB: CHRIS (Client Health and Related Health Information System) Health Partner Gateway Individuals in bank: Clients, staff

2 Information maintained: Client name, staff name, school, type of service provided, CCAC number, staff hours provided Uses: Used for billing CCAC for CDC services provided in the School Health program Users: CDC Clinicians (Occupational Therapists, Physiotherapists, Speech Language Pathologists) Is the information disclosed on a regular basis: Information is shared with the Community Care Access Centre Retention and disposal: 7 years then destroyed Legal authority: Public Hospitals Act and Regulations; Community Care Access Centre Agreement; Name of PIB: School Health Clients Individuals in bank: Clients, physicians Information maintained: Name, contact information, date of birth, gender, nationality, racial or ethnic origin, personal health information, service provided, health record number, education (school), financial information, professional opinion Uses: To provide services for children and youth who have physical, neurological or developmental disabilities or impairments Users: CDC Clinicians (Occupational Therapists, Physiotherapists, Speech Language Pathologists) Is the information disclosed on a regular basis: Information is shared with Community Care Access Centre; copies of reports to schools with consent Retention and disposal: 18 years of age + 10 years then destroyed Legal authority: Public Hospitals Act and Regulations; Community Care Access Centre Agreement; Detoxification Centre Name of the PIB: Client Files Individuals in bank: Clients information, employment information, criminal record information (self-report), staff views or opinions, client number (Catalyst) Uses: Used to document services to individuals with substance abuse and addiction problems Users: Detoxification Centre staff Is the information disclosed on a regular basis: Information is required to be reported to the Ministry of Health & Long Term Care through their electronic Drug & Alcohol Treatment Information System (DATIS) software program (Catalyst) Retention and disposal: Currently retained 10 years then destroyed Legal authority: MOH<C (Drug & Alcohol Treatment Program); Detoxification Centre Consent to Service Policy; Mental Health: Early Intervention in Psychosis

3 Name of PIB: CRMS (OCAN) Database Information maintained: Name, contact information, date of birth, gender, nationality, racial or ethnic origin, personal health information, health record number, education or training information, employment information, financial information (source of income), criminal record, services provided, opinions or views, family history of illness pertinent to client Uses: Documentation of client care and database for monitoring care; Ministry reporting from data without client identifiers Users: EIP Program staff if they have contact with the client; Predominantly the Clinician and physician working with the client Is the Information disclosed on a regular basis: Parts of the client record may be conveyed to an outside resource for referral or requests of health status (Community Mental Health Providers, Primary health care worker (GP), Insurance Carriers); Parts of the client record will soon be available as an Integrated Assessment Record (IAR) provincially Retention and disposal: While the client is active in the program, then as per the Public Hospitals Act requirement for patient records (Adults 10 years after discharge then destroyed; Minors age years then destroyed) Legal authority: Public Hospitals Act and Regulations; Ontario Mental Health Act; Personal Health Information Protection Act; Ontario Breast Screening Program Name of PIB: ICMS (Integrated Client Management Service) Information maintained: Name, contact information, date of birth, gender, nationality, language spoken, health record number Uses: Used for the Ontario Breast Screening Program including appointments, x-ray film tracking, research database, statistics Users: Imaging department, Ontario Cancer Care, OBSP Is the information disclosed on a regular basis: OCC, OBSP, outside healthcare providers (clinics, hospitals, institutions) Retention and disposal: 10 years then destroyed Legal authority: OBSP (MOH<C), Public Hospitals Act and Regulations; Personal Health Information Protection Act; Ophthalmology Name of PIB: Visupac (Database) Information maintained: Name, date of birth, CR#, gender, images of the patient s eyes Uses: Used to capture and store images taken from ophthalmic cameras, for retrieval and review purposes Users: Ophthalmologists, Ophthalmology Fellows and Residents, Ophthalmic Technicians, Photographers and Nurses

4 Is the information disclosed outside the hospital: No Retention and disposal: Public Hospitals Act requirement for patient records: date of last visit (Adults)+ 10 years then destroyed, (Children) age years then destroyed Name of PIB: Peri-data (Database) Information maintained: Name, date of birth, CR#, gender, images of the patient s eyes Uses: Used to store and organize automated visual fields so the Ophthalmologist can view visual field tests, assess for disease and perform progression analysis Users: Ophthalmologists, Ophthalmology Fellow and Residents, Ophthalmic Technicians and Nurses Is the information disclosed outside the hospital: No Retention and disposal: Public Hospitals Act requirement for patient records: date of last visit (Adults)+ 10 years then destroyed, (Children) age years then destroyed Name of PIB: Cirrus HD-OCT viewing software (Database) Information maintained: Name, date of birth, CR#, gender, images of the patient s eyes Uses: Used by the Ophthalmologist to review OCT test data to aid in disease diagnosis and progression Users: Ophthalmologists, Ophthalmology Fellows and Residents, Ophthalmic Technicians, Photographers and Nurses Is the information disclosed outside the hospital: No Retention and disposal: Public Hospitals Act requirement for patient records: date of last visit (Adults) + 10 years then destroyed, (Children) age years then destroyed Weeneebayko Patient Services Name of PIB: Weeneebayko Patient Services System Individuals in the bank: Patients, patient escorts Information maintained: Name, contact information, home community, date of birth, racial or ethnic origin, personal health information, health record number (CR#, OHIP #), First Nations band status and number, date of status, financial information (travel warrant for funding purposes, family relationships, escort information) Uses: To facilitate patient care by receiving referrals from Weeneebayko Area Health Authority; tracking appointments, flights, escorts and accommodations, generating invoices for funding purposes and federal Non-Insured Health Benefits Program (NIHB)

5 Users: Weeneebayko Patient Services Staff Is the information disclosed on a regular basis: Yes, to federal government for funding purposes (NIHB, WAHA) Legal authority: NIHB Program (MOH<C); Weeneebayko Patient Services Agreement; Public Hospitals Act and Regulations; Health Insurance Act; Personal Health Information Protection Act; Patient Safety & Quality Name of PIB: Claims Individuals in bank: Physicians, patients, employees, suppliers, visitors information, health record number, education and training information, employment information, employee number, financial information, passwords, legal proceedings Uses: Used for risk management and legal purposes Users: Chief of Quality, Risk Management & Corporate Education; Patient Relations & QI Specialist; Coordinator, Education & Organizational Development; Director of Financial Services Is the information disclosed on a regular basis: No, to lawyers and insurers only as required Hotel Dieu Hospital Administrative and Professional Staff By-laws Name of PIB: Feedback Monitor Pro / Patient Relations Database Individuals in bank: Physicians, patients, employees, family members information, health record number, complaint details, follow-up correspondence Uses: Documentation and tracking of patient relations cases including complaints, investigations and follow-up Users: Patient Relations & QI Specialist; Chief of Quality, Risk Management & Corporate Education; Health Systems Educator & E-Learning Specialist Is the information disclosed on a regular basis: No. To a caregiver at request of complainant/patient only Legal authority: Public Hospitals Act and Regulations; Hotel Dieu Hospital Administrative & Professional Staff By-laws; Personal Health Information Protection Act Name of PIB: SAFE Reporting / Unusual Occurrences (UOT) Individuals in bank: Physicians, patients, employees, affiliated hospital staff, visitors information, health record number, employment information, employee number, details of incidents, follow-up Uses: Staff reporting of unusual occurrences or incidents involving patients, employees, visitors,

6 affiliated staff, and events not involving a person; Investigation and follow-up reporting; Risk Management and identification of trends Users: Hotel Dieu Hospital Managers, Directors, Education & Organizational Development Staff Is the information disclosed on a regular basis: No Legal authority: Public Hospitals Act and Regulations, Hotel Dieu Hospital Administrative & Professional Staff By-laws; Personal Health Information Protection Act Name of PIB: RCA/Case Review Database Individuals in bank: Physicians, patients, employees, suppliers information, health record number, education and training information Uses: Risk management record Users: Patient Relations & Quality Improvement Specialist; Chief of Quality, Risk Management & Corporate Education; Professional Practice Leader; Patient Safety Coordinator Is the information disclosed on a regular basis: Only if the individual or healthcare provider involved is outside the hospital