2017 PRIVACY OFFICER SCRIPTING – Privacy Related Matters

2017 PRIVACY OFFICER SCRIPTING – Privacy Related Matters

To be used by Privacy Officer contact or delegate in responding to patient requests concerning Ontario’s Electronic Health Record (EHR).

1.General Overview of Electronic Health Records Systems

2.Privacy Inquiries or Complaints

3.Access Request (copy of record for another HIC, multiple HICs or Report of Access to PHI)

4.Consent Directive and Consent History Report

  1. General Overview of Electronic Health Records Systems

Personal health information may be collected, used or disclosed from healthcare sources (i.e. hospitals) that are participating within shared electronic health record (EHR) systems and made available to healthcare provider(s) through electronic health records in order to provide patients with necessary treatment and care as required.

As an Agency of the Ministry of Health and Long Term Care, eHealth Ontario’s role is to facilitate the integration of the following provincial electronic health record (EHR) systems:

a)ConnectingOntarioClinical Data Repository (formerly ConnectingGTA):This system contains clinical reports (e.g. discharge summaries, emergency department visits and encounters) for participating organizations in Ontario.

b)Diagnostic Imaging Common Services: This system contains patient diagnostic imaging reports and images (e.g. ultrasounds, MRIs, x-rays)

c)Ontario Laboratories Information System: This system contains laboratory test orders and results (e.g. urine, blood, microbiology).

d)Drug and Pharmacy Services: This system contains dispensed drug history.

ClinicalConnect:This system is a managed by a partner organization in which systems facilitated by eHealth Ontario will be available. The ClinicalConnect system contains clinical reports from hospitals, Community Care Access Centres (CCACs) and Oncology Centres in South Western Ontario.

Note: All requests for access, corrections, consent directives or questions or concerns to your personal health information in a hospital’s own information system, should be directed to the health information custodian (e.g. primary care provider or physician) who originally collected the information or who is directly involved in your care and treatment.

  1. Privacy Inquiries or Complaints

If you have any questions or complaints abouttheelectronic health record systems, you may contact the following for the electronic health record (EHR) system(s)(refer to table below by system):

Note:You have the right make a privacy-related complaint to the Information and Privacy Commissioner of Ontario at:

Information and Privacy Commissioner of Ontario

Privacy-related complaint

2 Bloor Street East, Suite 1400

Toronto, ON M4W 1A8

Telephone: 416-326-3333 • 1-800-387-0073

Fax: 416-325-9195, TTY: 416-325-7539

System / Description of Personal Health Information / Privacy Inquiries or Complaints
ConnectingOntarioClinical Data Repository / Clinical reports: discharge summaries, emergency department and visits and encounters / eHealth Ontario Privacy Office
P.O. Box 148, Toronto Ontario M5G 2C8
1-866-250-1554
F: 1-866-831-0107 or 416- 586- 4397

ClinicalConnect / Clinical reports in South Western Ontario / ClinicalConnectProgram Office
HITS eHealth Office, Hamilton Health Sciences
293 Wellington Street North, Suite 108
Hamilton, ON L8L 8E7
Tel: 905-870-8270 ext.
Diagnostic Imaging Common Services
(DI CS) / Diagnostic imaging reports and images (ultrasounds, MRIs, x-rays) / eHealth Ontario Privacy Office
P.O. Box 148, Toronto Ontario M5G 2C8
1-866-250-1554
F: 1-866-831-0107 or 416- 586- 4397

Ontario Laboratories Information System
(OLIS) / Laboratory test orders and results (urine, blood, microbiology) / Freedom of Information and Privacy Coordinator
Access and Privacy Office,
Ministry of Health and Long-Term Care
99 Adesso Drive, 1st floor,
Concord, ONL4K 3C7
416-327-7040

Publicly Funded Drugs and Pharmacy Services and Monitored Drug / Publicly funded drugs and pharmacy services as well as monitored drugs / Service Ontario
1-800-291-1405
TTY : 1-800-387-5559
  1. Access Request (copy of record for another HIC, multiple HICs or Report of Access to PHI)

The Personal Health Information Protection Act (PHIPA) permits patients to receive a copy of their personal health information and request a report of who has accessed their personal health information. Please note the organization(s) that put your information in the electronic health record will be informed of your request for access.You may contact the following for the electronic health record (EHR) system(s)(refer to table below by system):

Note:Ontario’s privacy law, Personal Health Information Protection Act, 2004 (PHIPA) allows a health care organization to charge administrative fees to an individual who wants a copy of his or her records. If the organizations that put your information in the electronic health record charge a fee, we will ask you to pay before fulfilling your request.

Note: At this time, there is not one contact number/form in order to make a request for access from the electronic health record systems.

System / Description of Personal Health Information / Access Request (copy of record for another HIC, multiple HICs or Report of Access to PHI)
ConnectingOntarioClinical Data Repository / Clinical reports: discharge summaries, emergency department and visits and encounters / eHealth Ontario Privacy Office
P.O. Box 148, Toronto Ontario M5G 2C8
1-866-250-1554
F: 1-866-831-0107 or 416- 586- 4397

ClinicalConnect / Clinical reports in South Western Ontario / ClinicalConnectProgram Office
HITS eHealth Office, Hamilton Health Sciences
293 Wellington Street. North, Suite 108
Hamilton, ON L8L 8E7
Tel: 905-577-8270 ext. 9

Diagnostic Imaging Common Services
(DI CS) / Diagnostic imaging reports and images (ultrasounds, MRIs, x-rays) / eHealth Ontario Privacy Office
P.O. Box 148, Toronto Ontario M5G 2C8
1-866-250-1554
F: 1-866-831-0107 or 416- 586- 4397

Ontario Laboratories Information System
(OLIS) / Laboratory test orders and results (urine, blood, microbiology) / Freedom of Information and Privacy Coordinator
Access and Privacy Office,
Ministry of Health and Long-Term Care
99 Adesso Drive, 1st floor,
Concord, ONL4K 3C7
416-327-7040

Publicly Funded Drugs and Pharmacy Services and Monitored Drug / Publicly funded drugs and pharmacy services as well as monitored drugs / Service Ontario
1-800-291-1405
TTY : 1-800-387-5559
  1. Consent Directive and Consent History Report

In regards to withdrawing consent, a consent directive blocks users of the electronic health record systems from viewing your personal health information. The information will not be accessible unless a temporary access is granted.

If a user tries to access your record, a notice will pop up indicating your record is blocked. If the user overrides the block on your record (can only be performed under certain circumstances- in table below), you will be notified in writing, unless otherwise directed.

If a consent directive is placed on your record new information will still continue to beadded into the systems. If you find that the block is impacting your ability to receive care, you may change or remove it at any time. You will receive confirmation that a consent directive request was applied to or removed from your record and the effective date.

Note: At this time, there is not one contact number/form in order to withdraw your consent from the electronic health record systems.

To manage your consent directives and/or for a consent history report, you may contact the following for the electronic health record (EHR) system(s)(refer to table below by system):

System / Description of Personal Health Information / Consent Directive and Consent History Report
(including consent options available) / Circumstances in which a Consent Override may be Performed
ConnectingOntarioClinical Data Repository / Clinical reports: discharge summaries, emergency department and visits and encounters / eHealth Ontario Privacy Office
P.O. Box 148, Toronto Ontario M5G 2C8
1-866-250-1554
F: 1-866-831-0107 or 416- 586- 4397
/
  1. All personal health information
  2. All personal health information created and contributed by a particular organization or practice
  3. All users from a particular organization or practice.
  4. A particular user.
/ 1.Express consent from Patient or substitute decision maker.
2.Risk of bodily harm to self or others.
Note: not available in the ClinicalConnectClinicalViewer.
ClinicalConnect / Clinical reports in South Western Ontario / ClinicalConnect Program Office
HITS eHealth Office,
Hamilton Health Sciences
293 Wellington St, , N, Suite 108
Hamilton, ON L8L 8E7
Tel: 905-577-8270 ext. 9 /
  1. All personal health information
  2. All personal health information in a particular repository or system.
  3. All personal health information created and contributed by a particular organization or practice
  4. A particular record of personal health information.
/ 1.Express consent from Patient or substitute decision maker.
2.Risk of bodily harm to self or others.
Diagnostic Imaging Common Services
(DI CS) / Diagnostic imaging reports and images (ultrasounds, MRIs, x-rays) / eHealth Ontario Privacy Office
P.O. Box 148, Toronto Ontario M5G 2C8
1-866-250-1554
F: 1-866-831-0107 or 416- 586- 4397
/
  1. All personal health information in a particular repository or system.
  2. All personal health information created and contributed by a particular organization or practice
  3. A particular record of personal health information.
  4. All users from a particular organization or practice.
/ Express consent from Patient or substitute decision maker.
Note: not available in the ClinicalConnectClinicalViewer.
Ontario Laboratories Information System
(OLIS) / Laboratory test orders and results (urine, blood, microbiology) / Service Ontario
1-800-291-1405
TTY : 1-800-387-5559 / All personal health information in a particular repository or system.
Note: test-level consent directives are to be specified at the time the test is conducted. / Express consent from Patient or substitute decision maker.
Note: not available in the ClinicalConnectClinicalViewer.
Publicly Funded Drugs and Pharmacy Services and Monitored Drug / Publicly funded drugs and pharmacy services as well as monitored drugs / Service Ontario
1-800-291-1405
TTY : 1-800-387-5559 / All personal health information in a particular repository or system. / Express consent from Patient or substitute decision maker.

July 2017Page 1 of 6