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Personal Information Banks
SickKids is required by the Freedom of Information and Protection of Privacy Act (FIPPA) to produce an index of Personal Information Banks (PIB) – a description of the collections of personal information (recorded information about an identifiable individual) maintained to support the Hospital’s programs and activities, where such collections are organized and retrievable by an individual’s name or another identifier.
The Personal Information Bank includes the following:
- The title and type of the class of records
- The statute authorizing the collection of personal information
- The location of this class of records
- The format of this class of records
- A description of the type of information that is maintained in this class of records
- The uses and users of the personal information maintained in this class of records
- A description of the types of individuals whose information is maintained in this class of records
- The retention and disposal (how long the information is kept)
Where the retention and disposal section indicates "TBD", SickKids is in the process of developing retention and disposal policies for the class of records or personal information bank.
The Records Inventory and listing of Personal Information Banks can be helpful for formulating clear and defined requests. It is important to remember that while these tools can be useful in defining the types of records held by SickKids, the records of the Hospital are subject to FIPPA and may be subject to exemptions and/or exclusions that could limit the amount of information disclosed through an Freedom of Information (FOI) request.
Academic
Type
GCR/PIB
Authority
Freedom of Information and Protection of Privacy Act
Description
Records relating to staff learning opportunities including iLearn and external
education events.
Location
Learning Institute and Clinical areas
Format
Electronic and Paper
Information Maintained
Name, learning items history and status, education history, funding amounts,
attendance.
Uses
Track compliance, learning item, application, approval and reimbursement status
Users
Staff, Managers, Educators, iLearn Administrators, Learning Institute SCPDF team
Individuals in Bank
Staff, Physicians/Dentists, Residents, Fellows, Students and Volunteers
Retention and Disposal
TBD
Administration
Type
PIB
Authority
Freedom of Information and Protection of Privacy Act
Description
Records related to the photography or videotaping of staff, patients, visitors or members of the public.
Location
Common
Information Maintained
Name, contact information, medical history
Uses
Creation of educational resources, media stories
Users
Communications and Public Affairs, Learning Institute
Individuals in Bank
Individuals who agree to take part in photography or video recordings by The Hospital for Sick Children
Retention and Disposal
2 years past the date of creation
Type
GCR-PIB
Authority
Freedom of Information and Protection of Privacy Act
Description
Records relating to administration of requests for access under the Freedom of Information and Protection of Privacy Act.
Location
Freedom of Information Office
Format
Paper, Electronic
Information Maintained
Name and contact information of requesters, third parties, complainants
Uses
Respond to requests for access, correction, complaints
Users
Freedom of Information Office staff; Information & Privacy Commissioner
Individuals in Bank
Individuals who make access requests, requests for correction or complaints
Retention and Disposal
TBD
Type
GCR
Description
Records relating to the destruction of official records of The Hospital for Sick Children in accordance with the Records Retention and Destruction Policy.
Location
Freedom of Information Office
Retention and Disposal
Permanent
Type
PIB
Authority
Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A
Description
Records related to requests for access to Personal Health Information.
Location
Health Records
Format
Electronic
Information Maintained
Name, contact info. & medical record number of individual to whom the personal health information (PHI) relates, patient consent to disclose to another person or organization (e.g. insurance co.), may include name & contact info for substitute decision maker (if applicable).
Uses
To identify, locate and provide requested personal health information to patient/former patient or as directed by patient or substitute decision maker.
Users
Release of Information Department staff
Individuals in Bank
Patients
Retention and Disposal
33 years
Clinical/Health Records
Type
GCB/PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40; Health Protection & Promotion Act; O. Reg. 49/07
Description
Records related to Infection Prevention and Control at The Hospital for Sick Children
Location
Infection Prevention and Control
Format
Paper, Electronic
Information Maintained
Patient name, MRN number, other patient demographic information as required based on outbreak type
Uses
To report and track outbreaks as required by Toronto Public Health
Users
Infection Prevention and Control; Toronto Public Health
Individuals in Bank
Patients diagnosed with a reportable disease in an outbreak
Retention and Disposal
TBD
Type
PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40
Description
Register of all patients receiving care at the Hospital
Location
Common - Clinical areas
Format
Paper, Electronic
Information Maintained
Patient name, demographic and contact information, medical record number and OHIP number, date of visit and reason for visit, primary care and attending physician, emergency contact information, length of stay
Uses
Used to accurately identify patients and to link patient care information to the correct patient; maintain a complete record of all patient visits
Users
Registration staff, care providers, patient accounts
Individuals in Bank
Patients
Retention and Disposal
50 years
Type
PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40
Description
Record of the care and treatment provided to patients
Location
Health Records
Format
Paper, Electronic
Information Maintained
Please see Patient Register; medical condition and diagnostic information, test results, medications, records relating to any surgery or medical procedures
Uses
In the provision of care; to document the history of patient care; in the evaluation of quality of care and service provision; for research approved by Research Ethics Board
Users
Care providers, staff responsible for meeting provincial reporting requirements, researchers approved by Research Ethics Board
Individuals in Bank
Patients
Retention and Disposal
33 years from the date of last entry or death
Type
PIB
Authority
Freedom of Information and Protection of Privacy Act
Description
Records relating to the care and treatment provided to international patients
Location
International Patient Office
Format
Paper, Electronic
Information Maintained
Please see Patient Register, Patient Chart
Uses
In the provision of care; to document the history of patient care; in the evaluation of quality of care and service provision; for research approved by Research Ethics Board
Users
Care providers, International Patient Office
Individuals in Bank
International Patients
Retention and Disposal
33 years from the date of last entry or death
Type
PIB
Authority
Public Hospitals Act RS.0 1990, c. P.40
Description
Medical images of patients
Format
Electronic
Information Maintained
Please see Patient Register; diagnostic images
Uses
Diagnosis and care and treatment of patient
Users
Care providers
Individuals in Bank
Patients
Retention and Disposal
Adult: at least 5 years after the day on which the image is created. Children under 18 years: at least 5 years after the patient's 18th birthday
Type
PIB
Authority
Public Hospitals Act R.S.0 1990, c.P.40
Description
Records relating to registration and admitting of patients
Location
Health Records
Format
Paper, Electronic
Information Maintained
Patient name, demographic and contact information, medical record number and OHIP number, date of visit and reason for visit, name of primary care and attending physician, emergency contact information, length of stay
Uses
Maintained a record of Patient visits to Hospital
Users
Registration staff, care providers
Individuals in Bank
Patients
Retention and Disposal
33 years from date of last entry or death
Type
PIB
Authority
Drugs & Pharmacies Regulations Act, R.So. 1990 c. H. 4
Description
Records of inpatient and outpatient drug prescriptions
Location
Pharmacy
Format
Paper
Information Maintained
Patient name, drug prescribed, date of prescription, name of prescriber
Uses
Dispensing of prescribed drugs to patient
Users
Pharmacy staff
Individuals in Bank
Patients who have been prescribed medication
Retention and Disposal
TBD
Type
PIB
Authority
Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A.
Description
Record of all corrections to patient personal health information
Location
Health Records
Format
Paper
Information Maintained
Patient Name/MRN, date requested correction, original document, corrected document, date of response with letter if applicable
Uses
List and requests of all corrections made by parent/patient
Users
Health Records
Individuals in Bank
Patients who have requested a correction to their personal health information
Retention and Disposal
33 years from the date of death or last entry
Facilities Management
Type
GCR/PIB
Authority
Freedom of Information and Protection of Privacy Act
Description
Records related to the management of property owned or leased by The Hospital for Sick Children
Location
Business Development Services
Information Maintained
Staff name, vehicle identification information, reference information, personal address
Uses
Tracking and Quality Assurance
Users
Business Development Services and Property Management staff
Individuals in Bank
Patients/Staff
Retention and Disposal
2 years
Finance
Type
GCR/PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40
Description
Billing and remittance documentation including patient, institutional and other governmental agencies, and the Ministry of Health and Long Term Care (MOHLTC)
Location
Finance
Format
Paper, Electronic
Information Maintained
Name, address or telephone number, age, sex, marital status or family status, MRN no., educational/financial/criminal/employment status or history, Credit Card No. Health Card No., Individuals substitute decision maker, eligibility or payment for health care donation or transplant of body parts or testing or examination of parts of substances, identification or person providing care.
Uses
To support hospital revenue transactions and issue billings
Users
Finance/Patients/MOHLTC/External Institutions/government
Individuals in Bank
Patients & Parents
Retention and Disposal
7 years
Type
GCR/PIB
Authority
Health Insurance Act R.R.O. 1990, Regulation 552
Description
Records relating to claims submitted to the Ministry of Health & Long Term Care in respect of treatment and services provided to patients under the Ontario Health Insurance Plan
Location
Finance
Format
Electronic
Information Maintained
Name of patient, OHIP number, whether an ambulance service was used, date of admission and discharge, treatment and services provided including reasons
Uses
Receive payment for insurable treatment and services provided to patients
Users
Care providers, Finance
Individuals in Bank
Patients
Retention and Disposal
11 years
Type
GCR/PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40
Description
Records relating to processing payments mad the the Hospital
Location
Finance
Format
Electronic, Paper
Information Maintained
Supplied name, address, receipts, invoices, expense claim statements, payments certificates, financial transactions, staff ID number, SIN number, name and address
Uses
To support hospital expense transactions
Users
Finance staff
Individuals in Bank
Employees, individuals providing goods and services to the Hospital
Retention and Disposal
10 years
Human Resources
Type
PIB
Authority
Employment Standards Act s. 15(5)
Description
Records relating to the attendance and scheduling
Location
Common
Format
Electronic, Paper
Information Maintained
Leaves of absence, hours of work, overtime, statutory holidays, and sick time taken, vacation days, attendance, shift schedules
Uses
Document attendance, record and manage sick time
Users
Human Resources, Managers
Individuals in Bank
Employees, contract and permanent
Retention and Disposal
3 years
Type
GCR/PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40
Description
Records relating to benefit plans offered to eligible staff and retirees that provide full or partial financial coverage to eligible Hospital employees, retirees and/or their families
Location
Human Resources
Format
Paper, Electronic
Information Maintained
Employee ID, name, DOB, sex, marital status, telephone number, beneficiary information
Uses
Enrolment and administration of benefit plans
Users
Human Resources staff
Individuals in Bank
Employees
Retention and Disposal
TBD
Type
PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40
Description
Records relating to the recruitment of staff for permanent, part-time, and contract job postings
Location
Human Resources
Format
Electronic, Paper
Information Maintained
Submitted resumes and/or job applications, containing information on employment history, education, and contact information
Uses
Document competition and hiring processes
Users
Human Resources - Talent Management
Individuals in Bank
Hospital employees and members of the public applying for positions at The Hospital for Sick Children
Retention and Disposal
TBD
Type
PIB
Authority
Employment Standards Act, S.O. 2000, c. 41, s. 15
Description
Records relating to the employment of SickKids staff
Location
Human Resources
Format
Electronic, Paper
Information Maintained
Employee number and name, application form, benefits options, education, work history, attendance and leave records, performance evaluations, disciplinary actions, WSIB records
Uses
To document work history
Users
Human Resources, other Managers as appropriate
Individuals in Bank
Staff
Retention and Disposal
3 years after the date to which the record relates
Type
PIB
Authority
Employment Standards Act, S.O. 2000, c. 41, s. 15
Location
Human Resources
Format
Paper, Electronic
Information Maintained
Staff name, start date, address, date of birth
Uses
Document work history
Users
Human Resources staff
Individuals in Bank
Staff
Retention and Disposal
3 years after departure if the staff member to whom it relates
Type
GCR/PIB
Authority
Employment Standards Act, 2000, c.41, s.11; Insurance Act, R.S.O. 1990, c.1.8, s.300; Canada Pension Plan, R.S. 1985, C. C-8
Description
Records relating to individual employees' pay history profiles
Location
Human Resources
Format
Electronic, Paper
Information Maintained
Employee number, name, address, sex, social insurance number, date of birth, marital status, telephone number, tax exemptions, employee benefit information, bank account number, name of group life and pension beneficiary
Uses
Calculate and administer payroll; administer employee benefits and pensions
Users
Finance and Human Resources staff
Individuals in Bank
Staff
Retention and Disposal
6 years from the end of the fiscal year to which they relate
Type
GCR/PIB
Authority
Pension Benefit Act, R.S.O. 1990, c. P.10
Description
Records relating to SickKids pension plans and individual deductions
Location
Human Resources
Format
Electronic, Paper
Information Maintained
Pension contribution deduction amount
Uses
Document staff pension deductions
Users
Finance
Individuals in Bank
Staff
Retention and Disposal
TBD
Type
PIB
Authority
Public Hospitals Act R.S.O 1990 c. P. 40
Description
Records relating to the appointment of Physicians and Dentists practicing at The Hospital for Sick Children
Location
Medical Affairs
Format
Paper, Electronic
Information Maintained
Name, address, date of birth, photo, academic information, visa information, emergency contact, email address
Uses
Credential physicians and dentists and appoint them to the Medical/Dental staff
Users
Medical Affairs, Quality Risk, Clinical Departments
Individuals in Bank
Staff physician and Dentists: contract and cross appointed
Retention and Disposal
End of the last appointment year plus 15 years
Type
PIB
Authority
Public Hospitals Act R.S.O 1990 c. P. 40
Description
Records related to fellowships, observerships and residencies at The Hospital for Sick Children
Location
Medical Affairs
Format
Electronic, Paper
Information Maintained
Name, contact information, evaluations, program information
Uses
Program planning and information related to patient care
Users
Affiliated educational institution, program committees, departments
Individuals in Bank
Fellows, Residents, Observers
Retention and Disposal
Fellows and Residents: 15 years; Observers: 6 months past the time they leave
Type
PIB
Legal Authority
Public Hospitals Act, R.S.O 1990 c. P.40
Description
Records relating to volunteers at The Hospital for Sick Children
Location
Human Resources
Format
Electronic, Paper
Information Maintained
Name and contact information of volunteers, length of service
Uses
To contact and/or schedule volunteers
Users
Volunteer Services
Individuals in Bank
Volunteers at The Hospital for Sick Children
Retention and Disposal
TBD
Occupational Health and Safety
Type
PIB
Authority
Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s.26
Description
Records relating to the medical status, condition, and recovery of individual Hospital employees
Location
Occupational Health and Safety
Format
Electronic, Paper
Information Maintained
Information about staff member's medical conditions and whether he/she can return to regular work duties
Uses
Assist with employee medical issues as they relate to employment
Users
Occupational Health and Safety staff
Individuals in Bank
Staff
Retention and Disposal
TBD
Type
GCR/PIB
Authority
Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s9. Occupational Health and Safety Act, R.S.O. 1990, c.O.1, s26. Workplace Safety- Insurance Act, 1997
Description
Records relating to staff immunization
Location
Occupational Health and Safety
Format
Paper, Electronic
Information Maintained
Name, badge number, immunization status
Uses
Track immunization data for staff safety during outbreaks
Users
Occupational Health and Safety staff
Individuals in Bank
Staff, volunteers
Retention and Disposal
TBD
Type
GCR/PIB
Authority
Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s9. Occupational Health and Safety Act, R.S.O. 1990, c.O.1, s26. Workplace Safety and - Insurance Act, 1997
Description
Records relating to the storage, use, and disposal of biological agents and records relating to worker exposure to chemical or biological agents
Location
Occupational Health and Safety
Format
Electronic, Paper
Information Maintained
Employee names, test results, concerns about health, safety, accommodation needs
Uses
To respond to health and safety concerns and issues
Users
Occupational Health and Safety staff
Individuals in Bank
Staff who have been involved in an incident
Retention and Disposal
40 years
Type
GCR/PIB
Authority
Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s9. Occupational Health and Safety Act, R.S.O. 1990, c.O.1, s26. Workplace Safety and Insurance Act, 1997
Description
Notice of accidents and records relating workplace incidents/accidents
Location
Occupational Health and Safety
Format
Paper, Electronic
Information Maintained
Names, details related to incidents, medical information
Uses
Respond to health and safety concerns and issues
Users
Occupational Health and Safety staff and Joint Health & Safety Committee, Human Resources
Individuals in Bank
Staff who have been involved in an incident or accident
Retention and Disposal
40 years
Type
GCR/PIB
Authority
Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s9
Description
Records relating to radiation exposure and Radionuclides
Location
Research Institute, Diagnostic Imaging
Format
Paper, Electronic
Information Maintained
Name, information related to exposures, work history
Uses
Record radiation exposure and Radionuclides in staff
Users
Research Institute, Diagnostic Imaging
Individuals in Bank
Staff/Researchers exposed to radiation and/or radionuclides
Retention and Disposal
Permanent
Patient and Family Relations
Type
PIB
Authority
Public Hospitals Act. R.S.0 1990, c. P.40
Description
Records relating to patient complaints and patient feedback
Location
Patient and Family Relations
Format
Paper, Electronic
Information Maintained
Name and contact information of individual complimenting or complaining about some aspect of their Hospital experience; information relating to the nature of the complaint or compliment
Uses
Respond to concern or complaint; evaluate and improve program and service delivery
Users
Patient and Family Relations
Individual in Bank
Individuals making a complaint/concern or providing feedback related to care at SickKids
Retention and Disposal
2 years from the date of file closure
Quality and Risk Management
Type
GCR/PIB
Authority
Quality of Care Information Protection Act, 2004, S.O. 2004, c. 3, Sched. B; Public Hospitals Act R.S.0 1990, c. P.40
Description
Records relating to the assessment and evaluation of the quality of health care provided and related to programs and services
Location
Quality and Risk Management, Clinical areas
Format
Electronic
Information Maintained
Patient name and contact information, patient health information, care and treatment provided and adverse events
Uses
To evaluate care and service delivery and care and improve the quality of care and services provided to patients
Users
Quality and Risk Management staff, Clinical areas
Individuals in Bank
Patients
Retention and Disposal
Until opportunity for appeal or legal action has passed
Type
GCR/PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40
Description
Reports relating to incidents occurring in the Hospital or on Hospital property where an individual has been or may have been injured
Location
Quality and Risk Management
Format
Paper, Electronic
Information Maintained
Name and contact information of involved individuals, detail of injury or possible injury including related circumstances
Uses
To improve safety, to inform affected parties and to respond to any issues related to the matter
Users
Quality and Risk Management
Individuals in Bank
Patients or visitors who have or may have been injured
Retention and Disposal
Until opportunity for appeal or legal action has passed
Authority
ICH Good Clinical Practice Guidelines; Personal Health Information
Type
GCR/PIB
Authority
Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A.
Description
Reports related to quality and risk audits
Location
Quality and Risk Management
Format
Paper, Electronic
Information Maintained
Patient names, MRN, unit, responsible physician
Uses
Indicator reports for scorecard, accreditation indicator
Users
The Hospital for Sick Children staff
Individuals in Bank
Patients
Retention and Disposal
Medication Reconciliation Audit: 1-2 months; All others: TBD
Type
PIB
Authority
Personal Health Information Protection Act, 2004, S.O. 2004, c. 3 Sched. A; Quality of Care Information Protection Act, 2004, S.O. 2004, c. 3, Sched B
Description
Records relating to critical incident reviews conducted at The Hospital for Sick Children
Location
Quality and Risk Management
Format
Paper, Electronic
Information Maintained
Clinical information related to care
Uses
Review of critical incidents
Users
Review Team, Executive Sponsors, Risk and Associate Risk Manager
Individuals in Bank
Patients
Retention and Disposal
10 years after final disposition of complaint
Research
Type
GCR/PIB
Description
Records related to research
Location
Principal Investigator
Formation
Paper, Electronic
Information Maintained
Curriculum vitaes of REB Members, REB Training Records, Personal Health Information of Research Subjects
Uses
Clinical Research
Users
Principal Investigator, REB
Individuals in Bank
REB members, Research participants
Retention and Disposal
Clinical regulated trials (i.e. registered with Health Canada): 25 years from creation of document; Non-clinical trials and Animal use protocols: 7 years
Security
Type
GCR/PIB
Authority
Public Hospitals Act R.S.0 1990, c. P.40
Description
Records relating to providing security for patients, visitors, staff, physicians and volunteers at The Hospital for Sick Children
Location
Protection Services
Format
Paper, Electronic
Information Maintained
Names of staff, physicians and volunteers, identification number and photograph; images of persons at Hospital entrances and main hallways captured by video surveillance
Users
To identify staff, physicians and volunteers and document access; videotaping and monitoring is used to identify and respond to potential security risks
Users
Protection Services
Individuals in Bank
Hospital staff, patients, visitors, families, volunteers, members of the public
Retention and Disposal
Video Surveillance: 30 days; Security Reports: 2 years