Privacy Policy

YOUR PRIVACY IS IMPORTANT TO US

Hôpital Notre-Dame Hospital treats your health information with respect and sensitivity, and does so in accordance with Ontario’s Personal Health Information Protection Act (PHIPA), and other applicable legislation.

Personal Health
Information

We protect your privacy by only collecting, using and sharing your health information as permitted or required by law. We have security safeguards in place to protect your health information from theft, loss and unauthorized access or disclosure, and we train our staff and students on privacy and their obligation to protect your personal health information.

  1. How is your information used and disclosed?
  2. Circle of Care
  3. Our commitment to you
  4. Your information, your choice
  5. Your rights
  6. How to request your health records
  7. Third party requests for health records
  8. Fees for health record requests
  9. Consent form for release of personal health information
  10. For more information

We have electronic and paper records of your personal health information that are updated each time you visit Hôpital Notre-Dame Hospital. This information is used by our health professionals and students involved in your care. There are other health-care providers external to Hôpital Notre-Dame Hospital who can access your electronic health record if they or their team are involved in your care.

We assume you consent to share your health information with external health-care providers involved in your care, such as doctors, hospitals, clinics, long-term care homes, and community agencies. We may also ask external health-care providers for information about you if we need it for your care.

We may also collect, use and disclose your personal health information on a need to know basis for other purposes, including to:

  • Educate our students and staff;
  • Notify you of an appointment or change to an appointment;
  • Locate you or your family in urgent/emergent situations using an overhead paging system;
  • Conduct research;
  • Compile statistics;
  • Plan, administer and manage our internal operations;
  • Enhance safety and security;
  • Conduct risk management and quality improvement activities;
  • Conduct patient satisfaction surveys;
  • Raise funds (your name and address only).
  • Get payment from OHIP, WSIB, private insurers or others;
  • Obtain required information for patients detained under the Mental Health Act or Criminal Code of Canada
  • Refer you to an authorized community partner, such as the Red Cross, who may be able to assist you in accessing available community services;
  • External electronic health record systems such as: Health Information System (HIS), Thunder Bay Mosaiq and Sudbury Mosaiq,as well as NEON Meditech to facilitate the provincial government’s goal of providing a commonly available electronic health record;
  • Ministry of Health and Long Term Care e-health projects such as: the Enterprise Master Patient Index (EMPI), Drug Profile Viewer, and Ontario Laboratory Information System (OLIS);
  • Approved provincial agencies such as: Cancer Care Ontario, the Institute for Clinical Evaluative Sciences, the Canadian Institute for Health Information, Ontario Institute for Cancer Research,and BORN;
  • Comply with legal and regulatory requirements.

We may collect, use and disclose personal health information on a need to know basis with the Circle of Care, which includes:

  • Our staff who need to know to provide care, including: physicians, nurses, technicians, therapists and other health care professionals;
  • Other health care providers who are not our employees but may be required to assist in providing health care for you, including:
    • Health care practitioners and groups of health care practitioners;
    • Hospitals–public, psychiatric and private;
    • Pharmacies;
    • Laboratories;
    • Ambulance Services;
    • Homes for the Aged;
    • Rest Homes;
    • Nursing Homes;
    • Retirement Homes;
    • Other care homes;
    • Homes for Special Care;
    • Community health or mental health centres;
    • Community Care Access Centres (CCAC);
    • Community Service Providers;
    • Independent health facilities;
    • Programs and services whose primary purposes are providing health care;

Asking permission before disclosing any information for purposes not related directly to care (e.g. insurance companies, lawyers, etc.), unless otherwise required by law.

You may withdraw your consent for some of the different ways we use or disclose your personal health information by contacting us (subject to exceptions, such as where disclosures are required by law or contractual obligations).

Unless you tell us differently, we may:

  • Advise visitors or callers that you are a patient in the Hôpital Notre-Dame Hospital and which unit you are on.
  • Disclose your personal health information to external health care providers who need it to provide you with care or to help provide you with care.
  • Share your information with provincial electronic health information databases.
  • Give your name, your location in the hospital, and your religious affiliation to community faith group representatives, but only if you tell us your religious affiliation.
  • Disclose your contact information (name and address only) to our foundation so that they may conduct fundraising to improve our health care facilities, services and programs.
  • Withdraw consent for some of the above uses and disclosures by contacting us;
  • Access and/or request corrections to personal health information you have legal rights to.

For more information about our privacy practices, to discuss withdrawing consent, or to raise privacy concerns or complaints, please contact:

Privacy Officer
Hôpital Notre-Dame Hospital
1405 Edward St; PO Bag 8000
Hearst ON P0L 1N0
705-372-2958
privacy@ndh.on.ca


For more information about accessing or correcting personal health information, please contact:

Health Records Coordinator
Hôpital Notre-Dame Hospital
1405 Edward St; PO Bag 8000
Hearst ON P0L 1N0
705-372-2958
privacy@ndh.on.ca


If you are not satisfied with our response to your privacy concerns, you can call or make a formal complaint to the Information and Privacy Commissioner of Ontario at:

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8
1-800-387-0073
www.ipc.on.ca

  • Patients or their eligible substitute decision makers are entitled to access their health information. Some requests may be subject to approval by the health care provider.
  • All requests must be made in writing by completing the consent for release of personal health information form.
  • Records are processed according to medical priority sequencing and will be completed in a timely manner. In accordance with the “Personal Health Information Protection Act” PHIPA, we have up to 30 days to process a completed request, but we strive to complete your request as soon as possible. Please discuss timelines further with Release of Information staff.
  • Release of Information staff are unable to interpret or advise on health issues or on the care documented in the records. We recommend that health information be reviewed in conjunction with your health care provider, so that interpretation may be provided if necessary.
  • Email is not considered a safe and secure means of communication. We do not use email to respond to requests for health records.

Completed requests can be mailed, faxed or hand-delivered to Hôpital Notre-Dame Hospital to the attention of the Health Records Department–Release of Information. Contact details can be found below.

Please refer to the Fee Schedule for costs associated with a third party request.

Release of Information | Contacts

Phone Number 705-372-2909
Fax Number 705-372-2937
Mailing Address Hôpital Notre-Dame Hospital
Health Records–Release of Information
1405 Edward St | PO Bag 8000
Hearst, ON  P0L 1N0
Hours of Operation Monday – Friday | 8:00am to 3:30pm

All third party requests for health records must be:

  • Made in writing, detailing the specific information and time period being requested.
  • Accompanied by a valid consent form signed by the patient or the substitute decision maker. The hospital’s consent for release of personal health information form can be used.
  • Email is not considered a safe and secure means of communication. We do not use email to respond to requests for health records.

Completed requests can be mailed, faxed or hand-delivered to Hôpital Notre-Dame Hospital to the attention of the Health Records Department–Release of Information. Contact details can be found below.

Please refer to the Fee Schedule for costs associated with a third party request.

Release of Information | Contacts

Phone Number 705-372-2909
Fax Number 705-372-2937
Mailing Address Hôpital Notre-Dame Hospital
Health Records–Release of Information
1405 Edward St | PO Bag 8000
Hearst, ON  P0L 1N0
Hours of Operation Monday – Friday | 8:00am to 3:30pm
  • There is no fee for providing information to other publicly funded health-care facilities or to physicians for continuity of patient care.
  • For other purposes, an administrative charge may apply based on the current fee schedule (please see fee schedule below).
  • Prepayment is required – Release of Information staff will provide the fee amount.

Fee Schedule

Requester Fee
Chart review with patient (per 15 minutes – 20 photocopies included) $30.00
Insurance companies (20 photocopies included) $100.00
Proof of birth or hospitalization $30.00
CD electronic documentation $10.00
CD radiology films $10.00
Search fee for public/access (20 photocopies included) $30.00
Photocopies (black/white) $0.25
Photocopies (on microfilm) $0.50
WSIB $48.15
Criminal injuries compensation board (20 photocopies included) $30.00
College of nurses or physicians (20 photocopies included) $30.00
Other professional requests (20 photocopies included) $30.00
Rush requests (in addition to original fees) $50.00

For More
Information

For additional information about accessing, requesting, or correcting health records, questions or to raise concerns/complaints about privacy, please contact the Health Records Coordinator | Privacy Officer at 705-372-2958.