Consent to Collect, Use and Disclose Personal Health Information
Except when required by law, your information will only be collected, used, and disclosed for the purposes set out in this policy, and with your consent. Health information custodians may use and/or disclose personal health information for service delivery, benefit access and healthcare team collaboration. We will not disclose more information than is reasonably necessary to meet the purpose for the provision of healthcare services. You have the right to understand why your personal health information is being requested and shared. Your consent to collect, use and disclose your personal health information can be withdrawn at any time, while understanding that without consent, your level of service may not be to maximal benefit.
Collection, Use and Disclosure of Personal Information
At KW Rehabilitation, we require personal information in order to effectively deliver healthcare services. Your personal health information will only be obtained if it is needed to further the therapy process; information is not collected, used or disclosed for non-health related purposes, without your consent. Personal health information can be obtained through direct interview, review of records and both formal/informal assessment and observation. We may collect personal health information about your health and functional history, the nature of your injury/illness, your physical functioning, and your social and vocational occupations to be able to make recommendations for your rehabilitation and additional service needs.
KW Rehabilitation utilizes a third-party service to maintain electronic client records. Any third-party service provider is required to have appropriate security measures in place to protect the privacy and personal health information of KW Rehabilitation’s clients.
KW Rehabilitation may be required to disclose your personal health information, without your consent, in order to comply with legal obligations, e.g., in response to a court order.
Accuracy, Access & Correction of Personal Information
We will take reasonable steps to ensure that the personal information collected is accurate and up to date. KW Rehabilitation relies on you to disclose all material information informing us of any relevant changes. You have the right to access your personal health information at any time by sending a written request to your service provider. A reasonable time may be required to copy and produce your record (30 days), which will be provided to you after demonstration of identity and subject to payment of a reasonable recovery fee.
If you find errors of fact in your personal health information, please notify us as soon as possible and we will make the appropriate corrections. We are not required to correct information relating to clinical observations or opinions made in good faith.
We will not correct a record that was not originally created by a member of the KW Rehabilitation team and we do not have sufficient knowledge, expertise or authority to correct the record. We will also not make a correction request that is frivolous, vexatious or in bad faith.
You have a right to append a short statement of disagreement to your record if we refuse to make a requested change. Individuals who are not satisfied with access or corrections to a record are entitled to contact the Information Privacy Commissioner of Ontario.
KW Rehabilitation protects your personal health information using appropriate safeguards and security measures. Personal health information is maintained in a combination of primarily electronic and some paper files. Paper records are stored behind physical barriers of locked cabinets, doors and in buildings with secure access. Electronic files are stored on password-secured computer systems that require multi-step authentication and are constructed in a way such that only authorized individuals have access to client records. Additional safeguards include technological measures such as protecting electronically transmitted documents with passwords and educating service providers and affiliates on the importance of maintaining the confidentiality of personal information. As well, all KW Rehabilitation service providers and students are required to review and sign a confidentiality agreement. We take every step under our control to ensure that personal health information is protected from theft, loss and unauthorized use or disclosure, copying, modification and disposal.
Retention and Destruction of Records
KW Rehabilitation retains client personal health information only for a long as is necessary, in accordance with applicable legislation and the College of Occupational Therapists of Ontario regulations and standards for record keeping.
Once client personal health information is no longer required to be retained, KW Rehabilitation will destroy the client record, whether electronic or paper format, in a secure manner that prevents anyone from accessing, discovering, or otherwise obtaining the personal health information.
If a concern regarding KW Rehabilitation information management practices has not been resolved to you satisfaction, you may contact the Information Privacy Commissioner of Ontario for assistance:
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON, M4W 1A8