Privacy Policy

The Petawawa Centennial Family Health Centre is committed to keeping clients’ personal health information safe and confidential.

The PCFHC collects, uses and discloses of this information in compliance with the Personal Health Information Protection Act 2004, by the implementation of the following privacy principles:

Principle 1 – Accountability for Personal Health Information

The PCFHC is responsible for the personal health information under its control.  The Executive Director has been designated as the Privacy Officer for the PCFHC.   S/he oversees compliance to this policy, related procedures and legislation.  The Executive Director can be reached by phone at 613-687-7641 or by mail at 154 Civic Centre Road, Petawawa Ontario K8H 3H5.

Everyone working at the PCFHC is responsible for maintaining confidentiality and privacy of all information collected, accessed or disclosed during and after their employment or professional contact.  Staff is required to abide by a confidentiality agreement.

Principle 2 – Identifying Purposes for the Collection of Personal Health Information

PCFHC staff may collect personal health information for the following purposes:

  • To provide clients with safe and effective healthcare, programs and services;
  • To help plan programs and services;
  • To monitor and evaluate the quality of services;
  • To contact clients regarding upcoming events
  • To meet legal and regulatory requirements;

PCFHC staff shall be able to explain to clients the purposes for which information is being collected.

This Privacy Policy will be available to clients on the PCFHC website and on request.
A privacy notice shall be posted in the waiting room of the PCFHC.

Principle 3 – Consent for the Collection, Use and Disclosure of Personal Health Information

The knowledge and consent of the client is required for the collection, use or disclosure of personal health information, except where inappropriate due to legal, medical or security reasons.

A client’s request for care implies consent for the PCFHC collection, use and disclosure of their personal health information for purposes related to care.  These purposes are identified in Principle #2 above.  In order to provide clients with comprehensive health care, their personal health information may be shared among those directly involved with their care.

The PCFHC will obtain a client’s express consent before disclosing personal health information to any third party who is not in the client’s ‘circle of care’ and who is not authorized by other existing statutes to receive the client’s personal health information without expressed consent.

In certain circumstances, legal and regulatory requirements compel the PCFHC to disclose personal health information without a client’s consent.  Examples include disclosures to the Ontario Ministry of Health and Long Term Care for billing purposes and the mandatory reporting of certain diseases, as well as law enforcement personnel in cases where the PCFHC’s Executive Director is presented with a valid court order or subpoena.

The PCFHC senior administrative or clinical staff may also disclose personal health information to hospital and emergency staff where there is an immediate threat to a client’s health and safety or the health and safety of another individual.

Principle 4 – Limited Collection of Personal Information

The PCFHC will limit the amount and type of information collected to that which is necessary to fulfill the purposes identified.  All information will be collected by fair and lawful means.

Principle 5 – Limiting Use, Disclosure and Retention of Personal Health Information

The PCFHC will not use or disclose of personal health information for purposes other than those for which it was collected, except with the consent of the client or as required by law.

Personal Health Information will be retained only for as long as necessary for the fulfillment of those purposes or as required by law.

Principle 6 – Accuracy of Personal Health Information

Personal health information collected by the PCFHC staff will be as accurate, complete and up-to-date as possible and as is necessary for the purposes for which it is to be used.

Principle 7 – Ensuring Safeguards for Personal Health Information

The PCFHC staff uses appropriate security measures to protect clients’ personal health information from theft, loss and unauthorized access, copying, modification, use, disclosure and disposal.

Methods of protection include:

  • Physical measures such as locked filing cabinets and restricted access areas;
  • Administrative measures such as policies and procedures with respect to privacy and security; and
  • Technical measures such as the use of passwords, firewalls and virtual private networks.

Care will be used in the disposal or destruction of personal health information to prevent third parties from gaining unauthorized access.

The PCFHC will ensure that staff, students and volunteers are aware of the importance of privacy and confidentiality and that they abide by a signed confidentiality agreement.

Principle 8 – Openness about Personal Health Information Policies and Procedures

The PCFHC will make available to its clients and the general public, information regarding the policies and practices relating to the management of personal health information in a format that is generally understandable.  This information will include the contact information for the designated Privacy Officer.

This Privacy Policy will be available to clients on the PCFHC website and on request.

A privacy notice shall be posted in the waiting room of the PCFHC.

Principle 9 – Individual Access to One’s Own Personal Health Information

Upon request, a client will be informed of the existence, use and disclosure of personal health information and will be granted access to that information unless the physician deems that access to that information could be harmful to the client or a third party.

Clients may request to have access to, or a copy of, their personal health information.  All physical records remain the property of PCHFC.

Clients may challenge the accuracy and completeness of their information and ask to have it amended as appropriate.

Principle 10 – Challenging Compliance with the Privacy Policy

A client may challenge the PCFHC compliance with the above principles by addressing any their concerns with the designated Privacy Officer and completing the Client Complaint form.

The Privacy Officer will investigate all complaints.  If a complaint is found to be justified, appropriate measures will be taken, including amending policies and practices if necessary.