Privacy and Medical Health Records

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Regina Qu’Appelle Health Region is committed to respecting and ensuring the privacy, security and confidentiality of personal health information consistent with legal requirements, guidance and direction from the Office of Information and Privacy Commissioner, provincial government and professional bodies.

Respecting Your Privacy in RQHR

The Health Information Protection Act (HIPA)
The Health Information Protection Act (HIPA), effective September 1, 2003, and its Regulations provides rules and guidelines governing the collection, use and disclosure of personal health information in Saskatchewan.  Under HIPA, organizations and individuals in the health system, called trustees, are responsible for protecting the privacy of your personal health information. Regina Qu'Appelle Health Region is a committed trustee.

Why we need your personal health information
Accurate health information is essential to make sure you get appropriate care. We record and maintain information about your diagnosed condition and the care you receive, including the results of tests, procedures and therapies. Information such as your name, address and date of birth is recorded and used for the purposes of identification, appointment contact or follow up  and billing.

Keeping your information secure
Your personal health information, whether stored on paper or electronically, is kept safe and secure. Policies, procedures and physical and technical safeguards protect how your information is collected, stored, used and viewed.

RQHR has implemented robust safeguards to protect the electronic medical records in its possession and it also means RQHR can answer privacy questions accurately and quickly.

The electronic medical record system run in RQHR health facilities is called Sunrise Clinical Manager (SCM) and RQHR has set SCM up so that assigned individual users (e.g. health care providers, medical office assistants) create an audit trail when viewing or using your medical record.  RQHR has established provider and location limits within SCM.  This means that your medical information is available to those in your care plan.  RQHR follows the data minimization principles for a need-to-know. 

 RQHR has an audit process in place to monitor the access and usage of patient’s personal health information in Sunrise Clinical Manager.

RQHR runs an Audit & Monitoring software program called FairWarning, You may request an audit of your medical record by contacting the RQHR Privacy & Access Office.

Your Personal Health Information

How to get a copy of your personal health information
The physical record of your health care is owned by the health-care facility or region, but you have the right to read or request a copy of your health information. Normally, you have the choice of physically viewing your health record or receiving a copy. In either case, you may ask for help understanding what the terms, codes or abbreviations in the record mean. Your health information may be disclosed to a family member, friend or other third party by providing your written consent along with the form.

If you believe there is a factual error or omission in your health information, you have the right to request an amendment.

Please send your request ATTN: HIMS to the RQHR site or facility address where care was provided. As example, for Regina hospitals you send your request to:

Regina General Hospital ATTN: HIMS
1440 14th Ave  REGINA SK S4P 0W5
Facsimile: 306-766-4723   Enquiries:  306-766-4899
Pasqua Hospital ATTN: HIMS
4101 Dewdney Ave REGINA SK S4T 1A5 
Facsimile: 306-766-2745  Enquiries:  306-766-2306
Wascana Rehabilitation ATTN: HIMS
2180 23rd Ave REGINA SK  S4S 0A5  
Facsimile: 306-766-5244  Enquiries:  306-766-5652
 
How your information is used in RQHR
Your health-care team uses your health record on a need-to-know basis and views only the information required to plan for and provide you with appropriate care. Others, such as lawyers or insurance companies, need your written consent before RQHR will disclose your information.  RQHR follows the need-to-know principle when releasing information and, with your consent, only releases information specific to the injury or instance being reviewed.

In some situations, such as a gunshot or stab wound, a child in need of protection, or when the law requires information to be disclosed.

When personal health information is used for research purposes, the request must first receive approval from a recognized research ethics board. Summarized information that cannot identify individuals is used to create statistics for quality assurance, utilization measurement and performance monitoring.

Health records are periodically reviewed to evaluate the quality of care provided to you. Anyone reviewing records must follow the same privacy laws and rules required of all health-care providers.

Visitors & Patient Privacy
Visitors are allowed with the permission of the individual patient. Visitors are expected to visit the main lobby information desk receptionist for patient room information. An individual patient may make a written request to limit or restrict visitors and/or the disclosure of personal health information to family and friends. These requests must be communicated by the individual or substitute decision maker to the care team members. A request to limit visitor or information flow can be made verbally at any time.

General Enquiries & Freedom of Information

Request for Information (LA FOIP)
The Local Authority Freedom of Information and Protection of Privacy Act (LA FOIP) strives to maintain a balance between the public's right to know and an individual's right to privacy. LA FOIP provides access to most records under the control of a public body excluding personal health information (see Your Health Record) while still protecting the privacy rights of individuals. Within Regina Qu’Appelle Health Region, access-to-information requests are handled by the Privacy and Access Office.

Privacy and Access Department
Before submitting a formal access-to-information request, please contact the Privacy and Access Office by telephone, 306-766-7186, or email rqhrprivacyoffice@rqhealth.ca. Often, the information already exists and the request can be filled without engaging formal processes.

To make a formal access-to-information request, please ensure:

  • The request is made in writing, using the provincial application form or a written letter. The letter must contain all pieces of information normally collected within the form.
  • The request is specific, so that someone familiar with the subject matter can find the information. Otherwise we many need to ask for clarification before proceeding with the request.
  • The request contains a $20 application fee. If requesting a waiver of fees, the appropriate section of the application form must be filled out or the application letter must state your rationale for the waiver.

Privacy & Access Office

RQHR's Privacy Office is open Monday to Friday, excluding Statutory Holidays, from 8:00 AM to 4:00 PM.


Privacy & Access Office
Regina Qu’Appelle Health Region
1A32, 4211 Albert Street
REGINA SK  S4S 3R6

Telephone: 306.766-7186

Electronic mail: rqhrprivacyoffice@rqhealth.ca

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