Privacy Policy
In keeping with privacy legislation for health information, (PHIPPA, 1994), we pledge the following:
• Only necessary information is collected about you
• We only share information with your consent
• Storage, record keeping and shredding of your personal information complies with existing legislation and privacy rules and the standards of our accrediting body (Ontario Association of Credit Counselling Services)
How and Why our Agency Collects, Uses And Discloses Clients’ Personal Information
-To deliver safe and efficient client care -To assess your treatment needs and design a plan of care -To Provide health care
-To advocate on your behalf -To collect unpaid accounts
-To enable us to contact you
-To comply with the law
Exceptions To Privacy
In some cases we are required by the law or ethics to share your personal health information. Examples of this include:
• Risk that a child under the age of sixteen is being abused (physically, sexually, emotionally, neglect, witnessing violence etc)
• Risk of harm to myself or someone else
• If my file is subpoenaed
Your Privacy is Important To Us
The Community Counselling Centre of Nipissing is committed to protecting the privacy of the personal information of our clients and other stakeholders. We strive to be transparent, responsible and accountable in how we treat information.
Our protection of your privacy is reflected in the following ten principles:
1. We will be accountable to you, our clients, in how we use your information.
2. You have the right to question why any information is collected and how it is used.
3. Our services are voluntary. By providing us with your personal information, you are consenting to the use of this information for the intended services.
4. We will limit the collection of information to what is required for the purposes of collection.
5. Your information will be used, shared and stored within our agency. In some cases, with your consent, information may be shared with individuals outside the agency.
6. We will make efforts to ensure the accuracy of our records. You have the right to appeal any information that you feel is inaccurate.
7. We employ safeguards to protect against unauthorized access, disclosure, copying, use or modification of your information.
8. We seek to be open and transparent regarding the policies and practices of the agency with regard to your information.
9. You have the right to view any information we collected about you. You do not have the right to view information about other individuals.
10. The Privacy Officer for the agency is Alan McQuarrie. If you have any concerns about privacy, please address these concerns to your counsellor. If your concerns are not resolved, you may call Alan McQuarrie (472-6515 Ext 242). For further questions about your rights to privacy, a Provincial Privacy Commissioner can be reached at 1-800-387-0073 or www.ipc.on.ca.
Your Privacy is important to us. The Community Counselling Centre of Nipissing is a Healthcare Information Custodian under the Personal Health Information Protection Act (1994). We have taken steps to ensure that your privacy is protected according to this legislation and the standards of our accrediting body.
Secutity
Among the steps we take to protect your information are:
• Secured filing areas or locked filing cabinets and restricted key access to Clinical Information Services;
• restricted access to information stored electronically;
• using technological safeguards like security software and firewalls to prevent hacking or unauthorized computer access; and
• internal password and security policies
Access To Personal Health Information
You have a right to access your personal health information.
• Either call this agency and make a verbal request or submit your request in writing. Office staff will be assisting you as required in completion of your request.
• You will receive a response within 30 days (or within an additional 30 days with explanation if required)
• Your right to access may be denied when
-denial of access is required or authorized by law (e.g., there is a court order prohibiting access); or
-the request is frivolous or vexatious (e.g.: harassing, irritating or troublesome) or in bad faith.
Challenging a Decision RE: Access
You are entitled to challenge any decision with respect to access to your personal health information. Please direct any challenge in writing to our Privacy Officer.
Anyone who submits a written complaint, challenge or inquiry will be given a written copy of our procedures governing such complaints, challenges and inquiries.
We will investigate all challenges/complaints received/inquiries. If a complaint is found to have merit, we will take appropriate measures to address the complaint, including, amending our policies and practices relating to management of your information.
Fee Schedule:
• There is no charge for you to view your file.
• If you request a copy of your file, there will be a charge at the rate of $0.25 per page
Requests For Correction
• After review of your information, you will need to document IN WRITING what corrections may be necessary
• Office staff will forward to the Privacy Officer for discussion
• You will receive a response within 30 days (or within an additional 30 days if required).
• If you are refused a request for correction – see challenge process below
• We will not correct information if:
-The record was not originally created by this agency, meaning that we would not have sufficient knowledge, expertise and authority to correct it
-The information being requested is a professional opinion or observation (e.g. a diagnosis) that has been made in good faith.
Challenging Decisions: Corrections
• You are entitled to challenge any decision with respect to corrections to your personal health information. Please direct any challenge in writing to our Privacy Officer.
• Anyone who submits a written complaint, challenge or inquiry will be given a written copy of our procedures governing such complaints, challenges and inquiries.
• We will investigate all challenges/complaints/inquiries received. If a complaint is found to have merit, we will take appropriate measures to address the complaint, including, amending our policies and practices relating to management of your information.
Withdrawal of Consent
• You may withdraw your consent to disclose your documents either verbally or in writing.
• This request is not retroactive, meaning that where a disclosure of personal health information has been made on the basis of a consent, the withdrawal of the consent does not require us to retrieve the information that has already been disclosed – it only means that we will stop disclosing information as soon as we receive notice of the withdrawal.
Shared Information Systems (Circle of Care)
Our Developmental Service Program for children has been mandated by the Ministry of Community and Social Services to belong to a shared electronic information network (CIMS). Unless you advise us otherwise, clients receiving services through this program will have personal information shared in the CIMS network. If you have any questions regarding CIMS, please ask your clinician or contact our privacy officer.
Privacy Officer:
Alan McQuarrie
Executive Director
Community Counselling Centre of Nipissing
361 McIntyre St E
North Bay, ON
P1B 1C9
Information and Privacy Commissioner of Ontario contact information:
Ann Cavoukian
80 Bloor Street - Suite 1700
Toronto, ON M5S 2V1
Telephone: (416) 326-3333
Toll Free: 1-800-387-0073
Fax: (416) 325-9195
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