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Personal Health Information Protection Act, 2004

Information Practice Statement - Public Health

This page was reviewed or revised on Thursday, July 12, 2007.

PDF of Information Practice Statement - Public Health

The Medical Officer of Health (MOH) is the Health Information Custodian for the County of Lambton, Community Health Services Department (CHSD) and Children’s Services Department (CSD). This means, under the Personal Health Information Protection Act, 2004 (PHIPA), the MOH has the responsibility to ensure that personal health information is collected, used, stored and shared with full regard for the protection of privacy and the confidentiality of personal health information. This obligation to protect the privacy of personal health information extends to persons who act as agents of the MOH.

The MOH collects personal health information from clients and other authorized persons to promote and protect health, and to prevent disease. The kind of personal health information collected may include:

§ Name, address, date of birth and Ontario health card number;

§ Facts about health, health care and history related to exposures to disease; and

§ Information about payment for health care, when required for certain public health services.

Personal health information may be collected through a face-to-face meeting with a CHSD and CSD staff person, over the phone, through written papers and/or electronic documents. All documentation of personal health information by CHSD and CSD is recorded on paper and/or electronically and complies with internal policies and procedures.

CHSD and CSD are mandated by the Ontario government under the Health Protection and Promotion Act to provide disease prevention, health promotion and health protection programs and services to the residents of the County of Lambton.

The main use of personal health information collected by CHSD and CSD is to plan, deliver and evaluate appropriate health care and services for individuals. When necessary, personal health information may be shared within CHSD and CSD to provide care and investigate and manage potential risks to others or to the population at large.

Non-identifying information related to clients’ care and services is used for administration, management, strategic planning, decision-making, research and allocation of resources. Under the Health Protection and Promotion Act, CHSD and CSD can disclose personal health information to other health units and to the provincial Ministry of Health and Long-Term Care. Personal health information may also be shared with health care providers to plan and deliver health care or investigate and manage potential health risks to others.

All personal health information is kept private. Unless the law requires disclosure or authorizes sharing of health information with others, CHSD and CSD cannot and will not give out any personal health information without the consent of the individual involved. If consent is given to let a family member or legal representative have access to personal health information, these representatives may have access to those parts of the personal record that have been identified in the consent. Individuals have the right to withdraw or change the conditions of consent, subject to provisions set out in the Personal Health Information Protection Act, 2004 (PHIPA).

Personal health information is kept secure by CHSD and CSD. All paper records are stored in locked files and/or secured areas. All electronic records require a password for access. Personal health information records are retained according to the County of Lambton policies and procedures. Once records are no longer required they are shredded as confidential material. For more information contact CHSD and CSD by phone at 1-800-667-1839.

Individuals who wish to access or correct their personal health information, or who have questions about how it is collected, maintained, used or disclosed, are encouraged to contact their health care provider in CHSD and CSD. A Personal Health Information Request Form is available at the front desk of all CHSD/CS locations.

However, individuals may also make a written request for access or to correct personal health information under PHIPA, through the County of Lambton Corporate Access and Privacy (CAP) Office at 519 – 845 – 0801 or 1-866-324-6912.

The County of Lambton is committed to resolving all concerns or complaints and encourages individuals to first contact the Community Health Services or Children’s Services department directly. An individual’s concerns or complaints about access or privacy practices within CHSD and CSD may be directed to the Manager of the relevant program or department (Environmental Health and Prevention Services, Health Promotion & Program Support or Children’s Services). For general concerns or complaints about privacy practices, individuals are encouraged to contact the County of Lambton privacy coordinator through: 519–845–0801 or 1-866-324-6912.

Individuals may also lodge a complaint regarding access or privacy practices of CHSD and CSD with the Office of the Information and Privacy Commissioner (IPC) at 416-326-3333.

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