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Information and Privacy Protecting Patient Rights and Interests How We Keep Your Information Secure Access General Waypoint Records How to Make a Request for Information Appeal Procedure I want to... Questions?

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Information and Privacy

Waypoint recognizes the importance of the privacy and confidentiality of your personal health information. We are committed to protecting your personal health information and do so through the implementation of numerous safeguards. 

Your experience at Waypoint Centre for Mental Health Care is influenced by several provincial acts, including:

  • The Public Hospitals Act, 1990.
  • The Ontario Mental Health Act, 1990: outlines the legal rights of patients who are admitted to a psychiatric facility and the responsibilities of many of the individuals involved in their treatment.
  • The Health Care Consent Act, 1996: Governs treatment in Ontario and the system of substitute decision-making for individuals who are incapable of making their own treatment decisions.
  • Personal Health Information Protection Act, 2004: Establishes rules for the collection, use and disclosure of personal health information by a health information custodian (Waypoint). It also provides a right of access and to correct ones own personal health information held by an organization subject to certain exemptions. 
  • Freedom of Information and Protection of Privacy Act, 1988: Provides a right of access to information in the custody and under the control of institutions subject to the Act and, provides a right to the protection of personal information under their custody and control.

Protecting Patient Rights and Interests

Waypoint physicians and staff members make every effort to inform patients about their clinical condition and treatment plan.

This allows Waypoint patients, or their substitute decision-makers, to participate fully in treatment decisions and protects their rights and interests.

More Information About Privacy Rights

For more information about your privacy rights, or how we collect, use and disclose your personal health information, we encourage you to contact Waypoint’s Privacy Office:

500 Church Street
Penetanguishene, Ontario., L9M 1G3
Tel:  705-549-3181 ext.2258
Email: Privacy@waypointcentre.ca

Personal Health Information is identifying information about an individual that relates to their physical or mental health, including family health history, information that relates to the health care the individual receives (including treatment plans, testing or examination of body parts or substances), or information such as an individual’s health number. Any other information about an individual that is included in a record of personal health information is also included in this definition.

Privacy is an individual’s right to knowledge of and control over any information about them, including health information.

Confidentiality is the duty of an individual or organization to maintain privacy by not disclosing or providing access to health information provided by an individual, family member, or guardian to others outside of the circle of care unless authorized by the individual or as authorized by law.

How We Keep Your Information Secure

Your personal health information is kept confidential and secure and is not disclosed to anyone outside of Waypoint without your consent unless disclosure is permitted or required by law. 

We take steps to ensure that individuals providing services for us protect your privacy and only use your personal health information for the purposes you have consented to or for purposes permitted or required by law.

We take steps to protect your personal health information from:

  • Theft
  • Loss and unauthorized access and viewing
  • Unauthorized copying, modification or use
  • Unauthorized disclosure and disposal

We conduct audits regularly and complete investigations to monitor and manage our privacy compliance.

The collection, use, access and/or disclosure of personal health information is governed by Ontario law (Personal Health Information Protection Act (PHIPA), 2004). You have a right, by law, to access your own personal health information, which is subject to some exceptions. You also have the right to request corrections to your records of personal health information. You may withdraw your consent if you have previously given consent to share your personal health information and disclosures by contacting the Waypoint Privacy Office.

Waypoint’s collection of personal health information is limited to what is reasonable under the circumstances. Where possible, we collect personal health information about you directly from you or from the person acting on your behalf. We may collect information indirectly from other sources, where permitted or required by law.

The information collected may include but is not limited to:

  • Name
  • Date of birth
  • Address
  • Health history
  • Records of your visits to Waypoint and the care you received during those visits 

Before collecting personal health information from you, we will explain the purpose of collecting the information. The cornerstone to protecting your privacy is consent. We will only collect, use and disclose your personal health information with your consent, except where otherwise permitted to or required by law.

Personal health information shall be used only for the purpose for which it is collected, with few exceptions.

We use and disclose your personal health information in accordance with PHIPA to:

  • Support your treatment and care for you in hospital and in the community
  • Get payment for your treatment and care (OHIP, WSIB, private insurer or others)
  • Plan, administer and manage our internal operations
  • Conduct risk-management activities
  • Conduct quality improvement activities (sending patient satisfaction surveys)
  • Teach or conduct research
  • Compile statistics
  • Fundraise
  • Comply with legal and regulatory requirements
  • Fulfill other purposes permitted or required by law

Access General Waypoint Records

The Freedom of Information and Protection of Privacy Act (FIPPA) provides a right of access to information in the custody or under the control of institutions subject to the Act and a right to the protection of personal information in such custody or control.

Waypoint embraces this legislation and supports transparency while protecting the privacy rights of our patients, staff, volunteers, visitors and other individuals with whom we interact. We are committed to open and transparent communication and routinely provide information to the public. How to Make a Request for Information.

How to Make a Request for Information

The legislation does not prevent giving access to information in the absence of a formal request, this is referred to as an informal request. As such, certian requests can be handled verbally at the discretion of the organization.. Informal requests can be directed to the Waypoint FIPPA Co-ordinator by describing the records you are requesting. The FIPPA Coordinator will let you know whether the information will be released or if you are required to submit a formal request under the Freedom of Information and Protection of Privacy Act (FIPPA).

Applications must be in writing on the application form provided and submitted with the mandatory $5 application fee to Waypoint’s FIPPA Coordinator.

Please provide as much detail as possible to help us identify the records. The more specific your request, the more efficiently and accurately it can be answered. The FIPPA Coordinator may contact you to clarify your request.

We will make every reasonable effort to respond to a request no later than 30 calendar days after receiving your request unless specific exceptions apply that warrant an extended period of time to respond.

  1. Check the Directory of Records (PDF) to make sure we maintain the information you need.
  2. Download and complete the FIPPA Application for Access Request Form (PDF), clearly identifying the records you are seeking and including your contact information.
  3. Include a cheque or money order for $5 payable to “Waypoint Centre for Mental Health Care.”
  4. Submit your request, together with the $5 non-refundable application fee, to:
           FIPPA Co-ordinator
           Waypoint Centre for Mental Health Care
           500 Church St.
           Penetanguishene, Ont., L9M 1G3

Once your application is received, we will acknowledge your request through your preferred contact method.  If you need help completing the form, contact Waypoint’s Privacy Office at 705-549-3181, ext. 2258.

Appeal Procedure

 Under the act, you may appeal any decision we make regarding access or correction to information. 

Appeals must be made to the Information and Privacy Commissioner of Ontario within 30 days from the date you received the letter denying your request.

Information and Privacy Commissioner of Ontario
2 Bloor St., E., Suite 1400
Toronto, Ont., M4W 1A8
Tel:  416-326-3333; Toll-free: 1-800-387-0073
Fax: 416-325-9195 or 515-832-9400
Email: info@ipc.on.caipc.on.ca

I want to:

The Health Information Management Department cares for requests for release of patient information.

Waypoint, as a Health Information Custodian, must collect, use, and disclose personal health information (PHI) about individuals in a method that protects the privacy of the individual and confidentiality of the PHI while facilitating effective health care delivery. The collection, use, and disclosure of PHI must be done by following the Personal Health Information Protection Act (PHIPA), 2004, the Public Hospitals Act, 1990, and other relevant legal or statutory requirements, which Waypoint abides by.

 

You or your substitute decision maker (SDM) may obtain a copy of your patient health record by completing the Request for Access/Copies of Personal Health Information form.  Please ensure that the form is completed in its entirety, signed, and dated to avoid delays in your request.  Please see the Waypoint Release of Information Fee Schedule for further information.

How do I obtain a copy of my health record?

Download and complete the Request for Access/Copies of Personal Health Information Form (PDF).  If you are not able to download the form, please contact Health Information Management at 705-549-3181 ext. 4941 to request a copy be sent to you.

Requests can be made by email, fax, or mail to the Health Information Department, as follows:

Email: cishim@waypointcentre.ca
Fax: 705-549-3778

Hours of Operation: Monday to Friday – 7:30 a.m. – 5 p.m.

Mailing Address:

Health Information Management
500 Church Street
Penetanguishene  ON  L9M 1G3

Please note: You have the right to access your PHI at Waypoint Centre for Mental Health Care unless a legal exception applies under the Personal Health Information Protection Act, 2004.  All requests for access to a record of PHI must be submitted through the Health Information Management Department through the request form linked above.  Waypoint Centre for Mental Health Care will make every effort to respond to your request within 30 days.

The Health Information Management Department cares for requests for release of patient information.

Waypoint, as a Health Information Custodian, must collect, use, and disclose personal health information (PHI) about individuals in a method that protects the privacy of the individual and confidentiality of the PHI while facilitating effective health care delivery. The collection, use, and disclosure of PHI must be done by following the Personal Health Information Protection Act (PHIPA), 2004, the Public Hospitals Act, 1990, and other relevant legal or statutory requirements, which Waypoint abides by.

You may obtain a copy of a patient health record by completing the Consent to Disclosure of Personal Health Information Form (PDF). Please ensure that the form is completed in its entirety, signed, and dated to avoid delays in your request. Please see the Waypoint Release of Information Fee Schedule for further information.

How do I obtain a copy of a health record for an individual?

Download and complete the Consent to Disclosure of Personal Health Information Form (PDF).  If you are not able to download the form, please contact Health Information Management at 705-549-3181 ext. 4941 to request a copy be sent to you.

Requests can be made by email, fax, or mail to the Health Information Department, as follows:

Email: cishim@waypointcentre.ca
Fax: 705-549-3778

Hours of Operation: Monday to Friday – 7:30 a.m. – 5 p.m.

Mailing Address:

Health Information Management
500 Church Street
Penetanguishene  ON  L9M 1G3

Please note: All requests for access to a record of PHI must be submitted through the Health Information Management Department through the request form linked above.  Waypoint Centre for Mental Health Care has 30 days to respond to your initial request for access.

Release of Information Fee Schedule (PDF)

Provide proof of legal authority with a written request to the Health Information Management Department outlining the records required. You must provide either:

  • a copy of the deceased person’s will naming you as the executor; or
  • in the absence of a will, “Certificate of Appointment of Estate Trustee” signed by a registrar of the court which can be obtained from the Estate Registrar Office, as follows:

Estate Registrar for Ontario
c/o Toronto Estates Office
Superior Court of Justice
330 University Avenue
Toronto  ON  M5G 1R7

If you have any questions, contact Health Information Management at 705-549-3181 ext. 4941.

If you believe there is an error in your medical record, you may request a correction be made by completing the Request for Correction of Personal Health Information form.

Please ensure that the form is completed in its entirety, signed, and dated to avoid delays in your request.

How do I request a correction to my health record?

Download and complete the Request for Correction of Personal Health Information Form (PDF). If you are not able to download the form, please contact Health Information Management at 705-549-3181 ext. 4941 to request a copy be sent to you.

Requests can be made by email, fax, or mail to the Privacy Office, as follows:

Email: privacy@waypointcentre.ca
Fax: 705-549-3778

Hours of Operation:
Monday to Friday – 7:30 a.m. – 5 p.m.

Mailing Address:

Health Information Management
500 Church Street
Penetanguishene, ON L9M 1G3

Personal health information will be corrected if it is demonstrated, to our satisfaction, that the record is not correct or complete for the purpose for which we collect, use, or disclose the information.

You will be notified if the correction is not made or not, in which case you may request a Statement of Disagreement be attached to your personal health information.

Note: You are entitled to make a complaint to the Information and Privacy Commissioner of Ontario with respect to Waypoint’s decision to decline your request for correction.

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto  ON  M4W 1A8
Telephone: 416-326-3333, Toll-free: 1-800-387-0073
Email: info@ipc.on.ca

Questions?

The Freedom of Information and Protection of Privacy Act (FIPPA) regulates the collection, use and disclosure of personal information, and the retention, destruction, security and accuracy of personal information.

It requires hospitals to maintain certain data banks and applies to all existing corporate records. The Act applies to all records that come into the custody or control of the hospital on or after January 1, 2007. Upon request, certain records must be made available in accordance with the Act.

FIPPA has two main purposes:

  1. To provide the public a right of access to Waypoint information subject to limited exemptions; and
  2. To protect the privacy of individuals with respect to personal information about themselves held by

Waypoint and to provide individuals with a right of access to that information.

The definition of personal information as provided by FIPPA is recorded information about an identifiable individual, including:

  • Information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation, or marital or family status of the individual.
  • Information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved.
  • Any identifying number, symbol or other particular assigned to the individual.
  • The address, telephone number, fingerprints or blood type of the individual.
  • The personal opinions or views of the individual except where they relate to another individual.
  • Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence.
  • The views or opinions of another individual about the individual.
  • The individual’s name where it appears with other personal information relating to the individual or where disclosure of the name would reveal other personal information about the individual.

No, personal health information is subject to the Personal Health Information Protection Act (PHIPA). If you are seeking access or correction to your health records, please contact Health Information Management at 705 549-3181, ext. 4941.

No, a formal application may not be necessary. Waypoint has created an extensive website that features a wide range of content about our organization, programs, services and governance. Please check the site first before making a formal application.

If you make a formal request for access to information or access to personal information or to have your personal information corrected, you must fill out the Access to Information Request form, and submit along with a $5 application fee (cheques payable to Waypoint Centre for Mental Health Care or money order).

Subsequently there may be additional charges related to the cost of searching for, preparing and sending the information requested. Please be very specific as to the material you are requesting. The more detail provided will assist in searching and obtaining the information and reduce the administration cost and additional fees.

Not with a general request, but you must identify yourself when making personal information request.

Once Waypoint receives a formal FOI request it will be reviewed to ensure it has sufficient detail and contains the application fee. Once it is deemed that the hospital has a complete FOI request, the process will begin and you will receive a response within 30 days. Possible responses could be: granting full or partial access to records; notification that no relevant records exist; notification of the need for a time extension and/or the need to notify affected third parties; and issue of a fee estimate and interim decision regarding the request.

You have the right to appeal a decision of the FIPPA coordinator to the provincial Information and Privacy Commissioner of Ontario. Appeals must be made within 30 days of when you receive the decision. You may contact the Commissioner at:

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8

Information on the appeal process and related fees is available at www.ipc.on.ca/access/filing-an-appeal