Port City Pediatrics, PLC

Office Privacy Policy

This policy outlines how we protect the privacy of personal information and medical records. Everyone working in this office is required to adhere to the protections described in this policy. If you have any questions regarding our privacy practices, please contact the Office Manager.

Collection, Use and Disclosure of Personal Information

What personal information do we collect?

• Identification and contact information (name, address, date of birth, emergency contact, etc.)
• Billing information (provincial plan and/or private insurer)
• Health information (symptoms, diagnosis, medical history, test results, report and treatment, record of allergies, prescriptions, etc.)

Limits on collection of information

We collect only the information that is required to provide care, administer the care that is provided, and communicate with you. We do not collect any other information or allow information to be used for other purposes without your express (verbal or written) consent—except where authorized to do so by law.

When and to whom do we disclose personal information?

• Implied consent for provision of care: By seeking care from us, your consent is implied for information to be used by this office to provide care and to share with other providers involved in that care.
• Disclosure to other health care providers: Relevant health information is shared with other providers involved, including physicians, specialists, pharmacists, lab technicians, nutritionists, physiotherapists, and occupational therapists.
• Disclosures authorized by law: Certain situations legally require disclosure without consent, such as billing provincial health plans or by court order. Public health activities not requiring authorization include:
  • Preventing or controlling disease, injury, or disability
  • Reporting the abuse or neglect of children
  • Reporting reactions to medications or problems with products
  • Notifying you of product recalls
  • Notifying individuals exposed to a disease
• Disclosures to all other parties: Express consent is required for disclosure to third parties outside of care or legal authorization, such as third-party medical exams, clinical trials, and insurance chart provision.

Can you/your child withdraw consent?

You/your child can withdraw consent to have information shared with other providers or parties at any time, except where disclosure is authorized by law. Please discuss with your physician first.

Patient Rights

How do you access personal information held by this office?

You have the right to access medical records in a timely manner. Copies of records are provided at a reasonable cost. Reviewing original records requires staff presence and may incur a reasonable fee. Requests can be made verbally or in writing via letter or secured email to:

Limitations on access

Access may be denied only in extremely limited circumstances if providing access creates significant risk to you/your child or another person.

What if you feel your/your child’s record is not accurate?

We make every effort to ensure all information is accurate. If an inaccuracy is identified, you may request a note to reflect this in the file.

Office Safeguards

How secure is your/your child’s information?

We employ physical, technological, and administrative safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

What is our communications policy?

We communicate with you using the contact information (phone, email, text) you provide. Unless notified otherwise, we may use this information to communicate general information such as appointment details.

How long do we keep information?

Patient records are retained as required by law and professional regulations.

How do we dispose of information when it is no longer required?

Information no longer required is destroyed securely according to procedures governing storage and destruction of personal information.

Complaints Process

If you believe this office has not responded to your access request or has not handled your personal information reasonably, please contact the Office Manager.

Policy last updated: 03/26/2018