Five Counties Children’s Centre takes its role seriously in managing and protecting our clients’ and families’ personal health information. Scroll down to learn more about how we’re doing this, and how you can access/request client information (including using our online form to request access to personal health information).
We collect personal health information about your child and family. The personal health information we collect may include name, date of birth, address, health and developmental history, records of visits with staff of Five Counties Children’s Centre, and the care your child and family received during those visits. Occasionally, we collect personal health information about children and families from other sources if the law permits. We require your consent to collect information from sources outside of the staff at Five Counties Children’s Centre. Your personal health care information will be contained within an electronic system. We limit the collection of information to what is required to provide care to you and your child. Our privacy practices comply with and are consistent with the Personal Health Information Protection Act (PHIPA), the Health Care Consent Act (HCCA) and the requirements of the Regulated Health Professionals Act (RHPA).
To learn more please view:
To contact our Privacy Officer email emartinell@fivecounties.on.ca
If you feel we have not handled your information properly, or violated your privacy rights, you may contact the Privacy Commissioner of Ontario:
Information and Privacy Commissioner/Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Phone: 1-800-387-0073 FAX: 1-416-325-9195
Ontario’s Personal Health Information Protection Act (PHIPA) gives rights to an individual to have access to their personal health information.
If a client is not capable (or old enough to do this), a substitute decision maker (SDM), who is usually a parent or legally-appointed SDM , can make this decision. These individuals are called Decision Makers.
Personal Health Information (PHI) means any details about a person’s health. This can be spoken or written. It includes:
PHI is any information that connects a person to their health.
A Substitute Decision Maker (SDM) is an individual who is able to consent on behalf of the client to treatment and/or collection, use and disclosure (sharing) of Personal Health Information about the client.
Clients can obtain copies of documents from their records by completing the Access Request Form available here. After filling in the required details, the form should be submitted through the link provided.
Once verified, the requested records will be delivered securely within the standard response timeframe.
If you are unable to complete the form due to any issue, you may submit a request by calling 705‑748‑2337 ext. 212. Alternatively, you can complete the printable form and fax it back to our office at 705-748-3526 or make the request in person with a Health Information Specialist at the Peterborough site. Please ensure that our site address is provided for in‑person requests.
Only parents or a child’s decision maker are permitted to request information online, and this must be done by completing the Access Request Form available on this website
Once the form is received, our Health Information Specialist (HIS) will:
All records will be shared securely, either by encrypted email or by postal mail, in accordance with privacy and data protection regulations. Please note that incomplete forms or requests without sufficient details may result in delays.
We respond to all access requests within 30 calendar days from the date the completed form is received. This timeframe is mandated under the PHIPA.
Our Health Information Specialist carefully reviews each request to ensure compliance with PHIPA requirements, and records will be provided securely within this period.
Five Counties does not generally charge any fee when parents request information through the Access Request Form. Parental requests are processed free of cost as part of our commitment to our clients and their families.
Under the Personal Health Information Protection Act (PHIPA), you have the right to control how your personal health information is collected, used, and disclosed. This includes:
As the Substitute Decision Maker, you have the right under PHIPA to control how the individual’s health information is collected, used, and disclosed. Consent is required for most uses, and you may place restrictions or withdraw consent at any time, without the fear of retaliation.