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Information Privacy Office

Protecting your privacy

Everyone treated at one of our facilities has a health record. These records contain documents such as reports from care providers, test results and pharmacy information. 

All of your records are kept strictly confidential. Protecting your privacy is our priority.

Forms

Learn more about how we protect your privacy

Who can access my information?

When you are receiving care, treatment, and services at Northern Health, our staff, physicians, and other authorized individuals will collect personal information from you. Where permitted, we may ask your family, friends, or other organizations to give us information about you, such as copies of records, medication information, test results, and other information relevant to your care and services.

We collect, use, and share your personal information as authorized by the BC Freedom of Information and Protection of Privacy Act (“FIPPA”) and other applicable legislation (e.g., eHealth Act, Public Health Act, Mental Health Act, Hospital Act) to:

  • Identify and connect with you through various communication mechanisms about your health care and our services;
  • Assist and inform your ongoing care and support of care activities;
  • Improve your care and services through planning, monitoring, maintaining, and evaluation activities;
  • Conduct research as authorized by legislation and aligned with organizational research approval processes;
  • Provide education and training to our staff and clinical/medical students;
  • Determine your eligibility for benefits and services and to arrange medical services billing;
  • Enable authorized third parties to monitor and support care and services;
  • Monitor the overall health of people and analyze, manage, and control disease outbreaks; and,
  • Comply with law (e.g., court order, reportable conditions).

We fulfill these purposes through sharing your personal information with your primary care provider, specialists, health care and service individuals, and with organizations, including health authorities, Ministry of Health, Canadian Institute of Health Information, and First Nations partners as necessary and authorized under legislation. Across the province, electronic health systems enable authorized health care and service personnel to access relevant health information in support of these purposes.

Your personal information may also be disclosed to other authorized individuals as required by law (e.g., to respond to a court order) or under a specific statute (e.g., the Coroner’s Act and Adult Guardianship Act).

If you have any questions or concerns about your privacy, contact the Information Privacy Office.

To our patients and clients

Caring for your information

Below is an example of the poster which you should find displayed in all Northern Health facilities at each intake area. These posters ensure the public are aware of Northern Health’s commitment to protecting their privacy.

How is my information shared?

We use electronic records to share information efficiently and improve the quality of care we deliver.

We record your information in our electronic clinical systems and use a shared electronic health record, CareConnect, to provide a single point of access for patient medical information.

We also have access to patient identifiers in the Ministry of Health’s Electronic Master Patient Index, which we use to confirm your identity and for audit purposes.

Learn more about how we care for your information

Is my information secure?

We use a variety of safeguards to protect your electronic information including encryption, passwords and access audits. The more sensitive the information, the more protected it is.

The E-Health (Personal Health Information Access and Protection of Privacy) Act is legislation that covers designated Health Information Banks. Under this legislation, we may only collect, use, or disclose your personal information for specific purposes as designated. Learn more about eHealth.

If you have further questions about your personal information at Northern Health Authority, contact the Information Privacy Office; or to request access to your health records, contact the Health Records department at the location where you were treated.

What if I don’t want others to know I am in one of your facilities?

If you are a patient in the hospital or long-term care, we will provide your family or close friends who phone and ask about you with information confirming your admission and location. If you have concerns about this, please discuss them with Registration or care area staff.

Artificial Intelligence (AI)

We may use machine learning, automated or other artificial intelligence (AI) models and tools for some of the purposes listed above. We assess the use of these tools against applicable Canadian privacy laws and our commitment to deliver high quality health care. We perform detailed assessments to determine if the appropriate level of privacy, security, and other handling controls are in place, and to support informed decision making by the individuals accountable for the use of these tools. 

If you have questions about the use of AI tools in your health care delivery, please discuss it with your doctor or health care provider or contact the Information Privacy Office.

Client notification for the use of digital communications

Digital communications can be a convenient way to communicate with your care team between visits, but there are risks when using these technologies (PDF) to send personal information.

How do I request my health records?

We encourage you to first access the available patient-friendly views of your health information and records by visiting Health Gateway and Northern Health’s HealthElife portal.  For additional records, you may call one of the facilities in your area for more information or fill out a request for release of health records (PDF) form and send it to the location where you were treated.

Can't find the number you need?

Contact Health Records Services at the location you were treated and ask for the Release of Information Department.

Is there a fee?

Normally you do not need to pay for a copy of your health record defined as standard processing. However, there may be a fee if special processing services are needed. If you are requesting non-health or corporate records a fee will apply accordingly. A letter will be sent to you in advance outlining the charges. Payments for requests of less than $200 must be made in advance. If the estimate exceeds $200, applicants may be requested to make a 50% deposit. GST does not apply. Applicants levied a fee under s.75 of the Act are entitled to appeal the initial fee to the health authority. The health authority maintains the right to waive, reduce or continue with the levied fees.

When can I expect a response?

You will receive a response within 30 business days from the date we receive your written request. If we need to consult with others or if we have a large volume of records to review, the time may be extended, as permitted under the BC Freedom of Information and Protection of Privacy Act.

If you are not satisfied with the response you receive or you have any questions or concerns about your privacy, contact the Information Privacy Office. If you would like to apply for a review, you may contact the Office of the Information and Privacy Commissioner for BC.

Office of the Information and Privacy Commissioner for BC
PO Box 9038 Stn. Prov. Govt.
Victoria, BC V8W 9A4
Phone: 250-387-5629
Fax: 250-387-1696

If you have any questions or concerns about your privacy, contact the Information Privacy Office.