Personal Information Bank

As per the Freedom of Information and Protection of Privacy Act (FIPPA), Ontario Health atHome publishes an index of personal information banks.

This page lists the personal information banks used by Ontario Health atHome.

Personal Information Bank Name	Program or Activity	Description	Types of Personal Information	Authorized Users	Individuals in Bank	Format	Legal Authority	Retention
External Correspondence - General	General Communications	General correspondence via email, letters, faxes. (May contain personal info or health info)	Patient Name, ID, Address, other demographic, and PHI	identified recipient(s)	general public, patients	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Executive Correspondence	General Communications	Miscelleneous Communication	Name, Address, Phone	CEO	general public	Electronic, paper	FIPPA	under review
Board of Directors Membership List	Corporate Governance	Listings of current or former members of the Board of Directors	Name, Home Address, Phone	CEO	Board Members	Electronic	FIPPA	under review
Board Member Personnel Files	Corporate Governance	Board Member contact information, signed IT forms, declarations, etc.	Name, Home Address, Phone	Board of Directors	Board Members	Electronic, paper	FIPPA	under review
External communications	General Communications	Brochures, posters, banners, fact sheets, annual reports, news releases, videos, external newsletter, presentations, speeches, speaking notes, patient stories, patient letters, web content	Name, Home Address, Phone, Personal Health Information	Communications, Strategy and Engagement	Patients	Electronic, Paper, CD	FIPPA, Connecting Care Act, PHIPA	under review
Internal communications	General Communications	Information Update, Intranet content, internal communication notices/announcements, briefing notes	Name, photo, work history	Communications, Strategy and Engagement	Employees	Electronic, paper	FIPPA	under review
Stakeholder engagement	General Communications	Presentations, sign-in sheets, surveys, Heroes in the Home (Nomination forms, address lists, letters, certificates), event planning records	Name, Home Address, Phone	Communications, Strategy and Engagement	Patients	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Media relations	General Communications	Briefing notes, key messages, patient history	Name, Home Address, Phone, Personal Health Information	Communications, Strategy and Engagement	Patients	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Issues management communications	Issues Management	e.g. escalated complaints, labour disruption, etc.	Name, Home Address, Phone, Personal Health Information	Communications, Strategy and Engagement	Patients	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Biographies	Corporate Governance	Staff executive biographies, partner organization biographies and board member biographies	Name, photo, work history	Communications, Strategy and Engagement	Employees and Board Members	Electronic	FIPPA	under review
Electronic signatures	Authorization and Corporate Signing Authority Processes	Electronic signatures of senior executive team	Name and signature	Communications, Strategy and Engagement	Employees	Electronic	FIPPA	under review
Consents	Communications & Public Relations	Consents for photos, videos, interviews	Name and signature	Communications, Strategy and Engagement	General public, employees	Electronic, paper	FIPPA	under review
Internal and External contact and distribution lists	Communications & Public Relations	Business contact lists (e.g. staff, health care partner's business contact info)	None	Communications, Strategy and Engagement	Employees, External business or partner contacts	Electronic, paper	FIPPA	under review
Photos	Communications & Public Relations	Photos of staff, patients, caregivers, healthcare partners, general public and purchased photos (e.g. Thinkstock photos)	Name, Photo	Communications, Strategy and Engagement	General public, employees	Electronic, CD	FIPPA	under review
Patient meeting, Case Conference Notes	Patient Care	Record of proceedings of meetings with Service provider and Patient Family	Patient Name, ID#	Patient Services	Patients	Electronic, Paper	FIPPA, Connecting Care Act, PHIPA	under review
Patient Feedback, Compliments or Complaints	Quality & Risk	Original documentation of calls, emails or voicemails from patients and follow-up by Access Centre staff.	Patient name, ID, email address, phone number	Patient Services	Patients	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Agreements - Students	Human Resources	Agreements related to Medical student placements	Names, email, phone number	Human Resources	Students	Electronic	FIPPA	under review
LTC Home Bed Vacancy Reports	Patient Care	Report	Name, OHIP, Personal Health Information	Clinical and Non-Clinical Leadership	Patient	Paper	FIPPA, Connecting Care Act, PHIPA	under review
Internal Analysis and Operational Reports	Business Intelligence	Contains all reports, raw data, code scripts in various formats separated by programs in shared folders so that requesters from other departments can access these reports.	Patient Name, ID, Address, other demographic, and PHI	Business Intelligence	Patients, visitors, vendors, employees, physicians	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Agreements and Contracts	Contract Management	Agreements and contracts relating to the provision of goods and services, leases, performance of obligations; includes memoranda of understanding and agency agreements	Name and contact information, details of financial arrangements	Finance, Facilities, Contracts, and Senior Team	Board Members, Employees, Suppliers	Electronic, paper	FIPPA	under review
Agreements, Parking	Contract Management	Records relating to staff parking at sites.	Name, ID, Address, Vehicle	Facilities and Finance	Employees	Electronic, paper	FIPPA	under review
Incident Reports	Quality & Risk	Reports relating to incidents occurring at sites or on the premises where an individual has been or may have been injured.	Name and contact information of individual, details of injury or possible injury	Facilities, Human Resources, Risk	Employees	Electronic, paper	FIPPA	under review
Security Services	Facility Management	Records relating to providing security for visitors and staff. This includes records relating to physical, technical and administrative controls including security, alarm and controlled access systems, personnel identification cards (includes photograph), authorization records, access controls, security logs and incident reports.	Names of employees and contractors, identification number and/or photograph; license plate numbers.	Facilities	Employees	Electronic, paper	FIPPA	under review
Visitor's Log	Facility Management	Records relating to visitors (including visitng staff) at each main site for the purposes of fire evacuation. Records may include licence plate number of visitor or staff member depending on location.	Name of Employee, licence plate number.	Facilities	Employees, Visitors	Electronic, paper	FIPPA	under review
Accounts Payable	Financial Management	Records relating to processing payments made to SPO's, vendors,private schools, clinics, and miscellaneous suppliers, and internal staff.	Name, Home Address, Phone	Finance	Patients, visitors, vendors, employees, physicians	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	7 years
Accounts Receivable	Financial Management	Records relating to processing payments received from union, HST tax rebate and property tax rebate, secondments, shared cost/service	Name, Compensation, and or Benefit details	Finance	Employees	Electronic, paper	FIPPA	7 years
Bank Cash Receipts, Donation Receipts, etc.	Financial Management	Records relating to donations, benefit payments, miscellaneus funds that are made in cash	Name, Home Address, Phone	Finance	Employees, patients, general public	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	7 years
Bank Cheque Register/Cheque Log	Financial Management	Records relating to cheques includes inforamtion on cheque dates issued, amount paid, purpose of payments,summary reports, balance and reconsiliation info	Name, Compensation, and or Benefit details	Finance	Employees	Electronic, paper	FIPPA	7 years
Bank Electronic Signature - GP	Financial Management	Records relating to electonic signature approval, sample signatures, testing	Name, Signature	Finance	Employees	Electronic, paper	FIPPA	under review
Employee Expense Claim Reimbursements	Financial Management	Records related to claims made by emplyee to AP	Name, Compensation, and or Benefit details	Finance	Employees	Paper	FIPPA	7 years
Insurance, Policies and Claims Management	Financial Management	Records relating to WSIB, forms template, claim invoices, cheque or claim's rejections received (Blue Cross, Integrated Federal Health Program). HIROC, paid invoices, contract agreement and procedures	Patient Name, ID, Address	Finance	Patients	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Patient Service Provider Billing Files	Financial Management	Records relating to CHRIS billing, payment and reconciliation, automatic EFT email notification, reports, schedules and procedures	Patient Name, ID#	Finance	Patients	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Canada Pension Plan Records	Human Resources	Employee Revocation/Selection records	Employee name, ID#, Address, Social Insurance Number (SIN), Date of Birth (DOB)	Payroll, Human Resources	Employees	Electronic, paper	FIPPA	under review
Employee Benefit Documents	Human Resources	Life Insurance, AD&D, WSIB, HOOPP, Dental, Extended Health, LTD	Employee name, ID# Address, Social Insurance Number (SIN), Date of Birth (DOB), compensation & benefit details	Payroll, Human Resources	Employees	Electronic, paper	FIPPA	under review
Employee Compensation Documents/Payroll Records	Human Resources	Quadrant	Employee name, ID#, Address, Social Insurance Number (SIN), Compensation data	Payroll, Human Resources	Employees	Electronic, paper	FIPPA	under review
Employee Expense Claims	Financial Management	Vehicle, 407, parking	Employee name, Department, Patient BRN #, Patient Postal Code	Payroll Team and designated Finance team member	Employees	Electronic, paper	FIPPA	under review
Employee Record of Employment	Human Resources	Employment Record	Employee name, ID#, Address, Social Insurance Number (SIN), Compensation data	Payroll, Human Resources	Employees	Electronic, paper	FIPPA	under review
Employee TD1 Documents	Payroll	Tax Records	Employee name, ID#, Address, Social Insurance Number (SIN), Date of Birth (DOB)	Payroll, Human Resources	Employees	Electronic, paper	FIPPA	under review
Employee/Employer Pay Period Processing	Payroll	Bi-weekly Payments	Employee name, ID# Address, Social Insurance Number (SIN), Date of Birth (DOB), compensation & benefit details, employee status	Payroll, Human Resources	Employees	Electronic, paper	FIPPA	under review
Employee/Employer Payroll Bi-Weekly Reports	Payroll	System reports needed to pay and record business requirements	Employee name, ID# Address, Social Insurance Number (SIN), Date of Birth (DOB), compensation & benefit details, employee status	Payroll Team	Employees	Electronic, paper	FIPPA	under review
General Ledger Entries/Journal Entries & Reconciliations	Financial Management	Balance Payroll accounts	Employee name, ID#, Address, Social Insurance Number (SIN), Compensation data	Payroll Team and designated Finance team member	Employees	Electronic, paper	FIPPA	under review
HOOPP Pension Plan Contributions	Human Resources	HOOPP - Pension Plan contributions and weeks of service	Employee name, ID#, Address, Social Insurance Number (SIN), Compensation data	Payroll, Human Resources	Employees	Electronic, paper	FIPPA	under review
Payroll Remittances	Payroll	Payment of statutory deductions and business accounts associated with payroll, ie Pensions, Canada Savings Bonds, WSIB, EHT, Manulife, RRSP's, Goodlife, CRA, Union Dues, Garnishments	Employee name, ID#, Address, Social Insurance Number (SIN), Compensation data	Payroll Team and designated Finance team member	Employees	Electronic, paper	FIPPA	under review
Quadrant HRIS System	Payroll	Payroll and Human Resources Database System	Employee name, ID# Address, Social Insurance Number (SIN), Date of Birth (DOB), compensation & benefit details, employee status	Payroll Team - per QHR security access	Employees	Electronic, paper	FIPPA	under review
Year End Tax Reporting and Reconciliations	Payroll	Revenue Canada Remittances, T4's, T4A's	Employee name, ID# Address, Social Insurance Number (SIN), Date of Birth (DOB), compensation & benefit details, employee status	Payroll, Human Resources	Employees	Electronic, paper	FIPPA	under review
Confidentiality Agreement and patient consents	Privacy	Confidentiality Agreement signed by visitors and/or patient consent forms, giving authorization for home visit	Name, Signature	Privacy team	Visitors	Electronic, Paper	FIPPA	under review
Patient Health Records	Patient Care	All Patient Health records, including paper, scanned, or in CHRIS (Client Health and Related Information System)	Name, Address, Phone, Date of Birth, Gender, Marital/Family Status, OHIP #, ID, Personal Health Information	Patient Services, Finance, Contracts, Health Information Management, Decision Support	Patients	Electronic, Paper	FIPPA, Connecting Care Act, PHIPA	Adults: 10 years after discharge Children: 10 years after 18th birthday
ROI Response Records	Privacy	Copy of released record and related documents.	Patient Name, ID, Address, other demographic, and PHI	Health Information Mgmt	Patients	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
ROI Tracking Tool	Privacy	Access to Personal Health Information & Protection of Privacy	Patient Name, ID, Address, other demographic, and PHI	Health Information Mgmt	Patients	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Privacy Audit Reports and Documentation	Privacy	Access reports and logs, investigative notes	Patient Name, ID#	Health Information Mgmt & Privacy team	Patients	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Privacy Breach Incident reports	Privacy	Reports relating to privacy incidents (documented in QRS)	Patient Name, ID, Address, other demographic, and PHI	Health Information Mgmt & Privacy team	Patients, visitors, vendors, employees, physicians	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Access to Information & Protection of Privacy documentation	Privacy	Records relating to administration of request for access under the Freedom of Information & Protection of Privacy Act, including requests for correction to personal information and privacy complaints	Name and contact information of requestors, third parties and complainants	Privacy - Corporate Records team	Individuals who make requests	Electronic	FIPPA	under review
Attendance Management	Human Resources	• Absent Reports • Tracking matrix • Letters	Name	Human Resources	Employees	Electronic, Paper	FIPPA	under review
Benefits Information	Human Resources	• Booklets (HOOPP, Manulife) • Information Sheets • Rates • Health Spending Account • Forms	Name	Human Resources and other authorized individuals	Employees	Electronic, Paper	FIPPA	under review
Compensation	Human Resources	• Salary Administration • Salary Ranges • Letters • Pay Equity • Job Evaluation	Name	Human Resources	Employees	Electronic, Paper	FIPPA	under review
Competition Files	Human Resources	• Job Description • Questions and criteria on all those interviewed • Hiring and interview notes • Letters of acknowledgement/ rejection • Appointment Forms	Name, Home Address, Phone	Human Resources	Employees, Applicants	Electronic, paper	FIPPA	10 years
Employee Files and Records	Human Resources	• Candidate consent and authorization form • Resume • References • Letters of offer, promotion, demotion, transfer, service recognition, employment verification, resignation/retirement • Authorization for salary changes/ status changes • Benefit applications and changes • Pension documentation and changes • Performance and probationary reviews • Disciplinary documents Leave records (specific destroy date) • Education/professional development course certificates • Training Records • Designation Confirmation • Criminal Reference Check/VSS • Jury duty • Union business	Name, ID, Phone, Education, Work History, Salary, Commentary, Address, Benefits	Human Resources	Employees	Paper	FIPPA	50 years
Employee Health Records and Information	Occupational Health	• Ergonomic Assessments • Return to Work Plans • Immunization • Disability Management	Name, Home Address, Phone, Personal Health Information	Occupational Health and other authorized individuals	Employees	Electronic, paper	FIPPA	under review
Employee Incident Accident Records	Occupational Health	• Incident/Accident Reports	Name	Occupational Health and other authorized individuals	Employees	Electronic, paper	FIPPA	under review
Employment Requisitions	Human Resources	• Job Description • FTE Adjustment Form • Approval Emails	Name	Human Resources and other authorized individuals	Employees	Electronic, paper	FIPPA	under review
Joint Health & Safety Committee	Occupational Health	• Minutes • Agendas • Membership	Name, Photo	Occupational Health and other authorized individuals	Employees	Electronic, paper	FIPPA	under review
Labour Relations Files	Human Resources	• Signed Collective Agreements • Letters of Understanding • Minutes of Settlement • Arbitration Notes, Grievances • Negotiation Notes • Labour Management Meeting Minutes • Correspondence from unions • Awards, rulings • Seniority Lists	Name	Human Resources and other authorized individuals	Employees	Electronic, paper	FIPPA	under review
Occupational Health & Safety Records	Occupational Health	• Incident/Accident Reports • Monthly inspection reports • Mask Fit Testing • First Aid • Supervisor Competency • Physical Demands Analysis	Name	Occupational Health and other authorized individuals	Employees	Electronic, paper	FIPPA	under review
Performance Development	Human Resources	• Paper or Electronic performance appraisals, performance improvement documents	Name, start date, years of service	Human Resources, Manager of staff	Employees	Electronic, paper	FIPPA	under review
Staffing - Unsolicited Applications	Human Resources	• Resume • Cover letter	Name, Home Address, Phone	Human Resources	Applicants	Electronic, paper	FIPPA	under review
Tuition Subsidy	Human Resources	• Request for Reimbursement	Name	Human Resources	Employees	Electronic, paper	FIPPA	under review
Workplace Safety & Insurance Board	Occupational Health	• Form 7 • Accident Cost Statement • NEER Firm Summary Statement	Name	Occupational Health and other authorized individuals	Employees	Paper	FIPPA	under review
Home School and Self-Directed Care Agreements	Contracts	Home School Agreements Self-directed Care Agreements Self-Managed Care Agreements AND any related correspondence and documentation	Name, Address, ID, Service Plan	Contract Services Staff, Ad hoc use as neded by: Finance Staff, Risk Staff, Patient Services Staff	Patient/Caregiver	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Equipment & Supplies and Asset Management	Contracts	Inventory management lists for organization owned medical equipment (DS report has client name), purchasing info, warranty and repair estimates for owned equipment; preventative maintenance; recalls/backorder information; Education(open house; pump training sessions) ME&S catalogues, inventory lists; Equipment Reviews; Forms, etc.	Name	Contract Services; Ad hoc: Patient Services	Patients	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Accreditation Preparation Material	Quality & Risk	Records related to Accreditation	Name, Photo, ID#	Quality & Risk	Employees, Patients	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Event Occurrence Report	Quality & Risk	QRS Events, Compliments and Complaints	Name, Patient ID, email address, phone number	Quality & Risk	Employees, Patients, SPOs	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Satisfaction Surveys (Patients)	Quality & Risk	Client and Caregiver Evaluation Experience, In House Surveys, Follow Up Call	Name, ID#, Address, Phone #	Quality & Risk	Patient, Caregivers	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Audit & Utilization Reports & Analysis	Quality & Risk	Clinic 5S Audits, Wait Time A3, Balanced Scorecard Analysis, QIP Analysis	Patient Name, ID, Address	Quality & Risk	Patients	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Case Reviews	Quality & Risk	records relating to high risk cases and reviewing the quality of care provided	Name, Home Address, Phone, Personal Health Information	Quality & Risk Manager	Patients	Electronic, paper	FIPPA, Connecting Care Act, PHIPA	under review
Emergency Plan/Business Continuity	Quality & Risk	Emergency plan and all of the appendices, includes processes to follow during evacuation, down time event.	Name, Home Address, Phone	Quality & Risk Manager	Employees	Electronic, paper	FIPPA	under review
Legal Claims	Quality & Risk	Records relating to claims against the Organization or Service Provider Organizations	Name, Home Address, Phone, Personal Health Information	Quality & Risk Manager	Patients, ROI requestors	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Legal Claims (Potential)	Quality & Risk	Records relating potential claims against the Organization or Service Provider Organizations	Name, Home Address, Phone, Personal Health Information	Quality & Risk Manager	Patients, ROI requestors	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Risk Database	Quality & Risk	Database of cases and consultations to the Risk department	Patient Name, ID#	Quality & Risk Manager	Patients	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Patient Experience Strategy	Patient Experience	Documents relating to the patient experience strategy and how it relates to the corporate strategy including scorecards, the patient and family roster information as well as the Patient and Family Advisory Committee	Name, Home Address, Phone	Patient Experience	Patients	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Patient Feedback: Complaints and Compliments	Quality & Risk	Records and reports relating to complaints and compliments from patients or family members, MP/MPPs, Ministry of Health Action Line via infoline or the independent complaints facilitator	Name, Home Address, Phone, Personal Health Information	Quality & Risk, Patient Services management, Senior Team	Patients, visitors, vendors, employees, physicians	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Patient/Family Appeals	Quality & Risk	Records and reports relating to case appeals as part of the complaint process	Name, Home Address, Phone, Personal Health Information	Quality & Risk, Patient Services management	Patients, visitors, vendors, employees, physicians	Electronic	FIPPA, Connecting Care Act, PHIPA	under review
Personal Information Bank Name	Program or Activity	Description	Types of Personal Information	Authorized Users	Individuals in Bank	Format	Legal Authority	Retention

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