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Name of Personal Information Bank
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Details
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Accounts Receivable reports and worksheets
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Legal Authority: Corporations Act Information maintained: some or all of name, address, telephone number, email, financial information Uses: to generate invoices and maintain a record of their status Users: Finance Department personnel
Individuals in Bank: patients, employees, medical staff, students, public
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Board membership
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Legal authority: Corporations Act Information maintained: Some or all of name, email, home address, home address, home telephone Uses: To document the membership of the health center’s governing body and to support communication with board members Users: CEO and administrative personnel Individual’s in bank: members of the Board
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Education Records
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Legal authority: Public Hospitals Act Information maintained: Names and areas of work Uses: tracking of education and training User: authorized supervisors and managers, Organizational Development personnel, staff educators Individuals in bank: employees
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Electronic Systems and Accounts
Administration Records
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Legal authority: Public Hospitals Act Information maintained: some or all of name, user name, password, home contact information, employee number Uses: manage internet and e‐mail accounts, administer access permissions, investigate system incidents Users: Information Technology personnel, Information Systems personnel Individuals in bank: employees, medical staff, medical students and residents, other authorized system
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Employee contact lists and scheduling
lists
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Legal authority: Public Hospitals Act Information maintained: Some or all of name, home contact information, employee number Uses: appropriate operation of health center
Users: scheduling personnel, authorized supervisors and managers Individuals in bank: employees
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Employee payroll files
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Legal authority: Employment Standards Act, Insurance Act, Canada Pension Plan Information maintained: records relating to individual employee’s wage and deductions
profile, some or all of name, address, gender, social insurance number, date of birth, telephone number, email address, employee number, employment history, tax exemptions, bank account number Uses: calculate and administer payroll Users: Finance Department personnel Individuals in bank: employees
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Employee/Personnel records
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Legal authority: Public Hospitals Act Information maintained: some or all of name, date of birth, home/emergency contact information, marital/family status and information, next-of‐kin, beneficiary information, citizenship/immigration status, SIN, employee number, education information, employment information, credentials, performance evaluations, discipline information, grievance information, financial information, disability and/or medical information, reference letters, comments and opinions Uses: administration of the employment relationship Users: Human Resources personnel, authorized supervisory personnel Individuals in bank: prospective employees, employees, past employees
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Freedom of Information requests
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Legal authority: Freedom of Information and Protection of Privacy Act
Information maintained: some or all of name, address, telephone number, email address, record of payment, subject of request, various types of personal information depending upon records requested. Uses: process access requests and corrections to personal information requests or investigate privacy complaints Users: FIPPA Head, FOI Coordinator, Chief Privacy Officer Individuals in bank: information requesters
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I.D. Cards
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Legal authority: Public Hospitals Act
Information maintained: some of all of name, home contact information, employee number and photographs Uses: administration of access control Users: Human Resources Personnel, Financial Services Personnel Individuals in bank: employees, medical staff, volunteers, students
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Incident/Complaint Files
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Legal Authority: Public Hospitals Act, Excellent Care for All Act Information maintained: some or all of name, address, telephone number, email address, opinions, correspondence and other supporting documentation Uses: Information is used to investigate and resolve incidents/complaints Users: CEO, senior directors, authorized personnel directly involved in an investigation, patients and authorized family members Individuals in bank: complainants and individuals related to incident
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Key Access Requests
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Legal authority: Public Hospitals Act Information maintained: some of all of name and employee number Uses: administration of access control Users: Facilities Personnel
Individuals in bank: employees, medical staff, volunteers, students
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Legal affairs and litigation files
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Legal Authority: Public Hospitals Act, Limitations Act Information maintained: some or all of name, address, telephone number, email address, witnesses, personal health information, correspondence and other supporting documentation Uses: Information is used to report and investigate workplace accidents Users: CEO, senior directors, authorized personnel, Risk Manager Individuals in bank: employees, volunteers, students, medical staff, public
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Medical staff credentials
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Legal authority: Public Hospitals Act Information maintained: names, addresses, phone numbers, email addresses, professional and credentialing information Uses: appropriate provision of patient care Users: Board Chair, CEO, Chief of Staff, Deputy Chief of Staff, Credentials Committee, Medical Advisory Committee Individuals in bank: medical staff
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Occupational Health Records
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Legal authority: Occupational Health & Safety Act; Workplace Safety & Insurance Act Information maintained: health assessment, immunization status, incident reports, information to and from WSIB, diagnostic results (if applicable), nurses notes, physician notes. Uses: maintenance of an occupational health record; to identify and respond to injuries and issues (WSIB and non-WSIB); to fulfill the health center’s obligations to provide a safe and healthy workplace. Users: Occupational Health personnel and physicians Individuals in bank: prospective employees, employees, past employees, students, volunteers, medical staff
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OHIP Records
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Legal Authority: Health Insurance Act Information maintained: some or all of name, address, telephone number, email, health card number, as well as personal health information Uses: to submit patient accounts for reimbursement and to maintain a record of their status Users: Finance Department personnel Individuals in Bank: patients
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Personal Health Information Requests
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Legal Authority: Personal Health Information Protection Act
Information maintained: some or all of name, address, telephone number, subject of request, as well personal health information Uses: to process requests for personal health information under PHIPA Users: Clinical Records Department personnel, authorized personnel involved in a request Individuals in Bank: patients, health care providers, others authorized to request personal health information
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Photographs
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Legal Authority: Corporations Act, Freedom of Information and Protection of Privacy Act
Information maintained: some or all of visual images, name, address, telephone number
Uses: communication, public relations, recognition Users: Public Relations
Individuals in Bank: employees, medical staff, students, volunteers, public
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Records under the Personal Health
Information Protection Act
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Legal authority: Public Hospitals’s Act, Personal Health Information Protection Act Information maintained: some or all of name, address, telephone number, email address, date of birth, gender, clinical information and treatment records Uses: maintain records of patient care Users: Clinical Records Department, care providers, circle of care, patients
Individuals in bank: patients
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Recruitment Records
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Legal authority: Public Hospitals Act Information maintained: staffing requisition, resumes (personal information including but not limited to name, address, telephone number, email), expression of interest, job posting, interview notes/guides, Personnel Action Forms, external advertisements (if applicable) Uses: maintenance of a recruitment file for posted
positions. Users: Human Resources personnel, members of interview team
Individuals in bank: prospective employees, employees
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Security Reports
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Legal Authority: Public Hospitals Act Information maintained: Some or all of name, address, telephone number, date of birth, gender, driver’s license number, nature of incident/complaint, images, witness statements, case notes. Uses: to enhance safety and security, to investigate security incidents Users: Security personnel, authorized individuals involved in investigations Individuals in Bank: patients, employees, medical staff, students, volunteers, public
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Video Surveillance Records
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Legal Authority: Public Hospitals Act, Freedom of Information and Protection of Privacy Act Information maintained: video images of facility – common areas inside the buildings and property and grounds. Uses: to enhance safety and security Users: Security personnel, authorized individuals involved in investigations Individuals in Bank: patients, employees, medical staff, students, volunteers, public
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Volunteer Records
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Legal authority: Public Hospitals Act Information maintained: some or all of name, address, phone #, email, date of birth, gender, language, health restrictions/limitations, emergency contact, family physician, education, professional/work experience, special interests, skills, hobbies, community/volunteer experience, criminal records verification, completed reference forms, Occupational Health Services assessment, # volunteer hours Uses: administration purposes Users: Volunteer Services personnel Individuals in bank: volunteers
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Workplace accident/investigation reports
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Legal Authority: Workplace Safety and Insurance Act Information maintained: some or all of name, address, telephone number, email address, witnesses, personal health information, correspondence and other supporting documentation Uses: Information is used to report and investigate workplace accidents Users: CEO, senior directors, authorized personnel directly involved in an investigation Individuals in bank: employees, volunteers, students, medical staff
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Workplace compensation and disability records
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Legal authority: Public Hospitals Act, Labour Relations Act, Workplace Safety and Insurance Act Information Maintained: some or all of name, date of birth, home contact information, marital/family status and information, SIN, employee number, employment information, long term disability claim information, Workplace Safety and Insurance Board claim information
Uses: administration of claims and benefits, accommodation and return to work planning Users: Human Resources, authorized personnel Individuals in bank: employees
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