Work to Wellness Rehabilitation is committed to protecting the privacy and confidentiality of its client’s personal information. We recognize that in order to work with you effectively, we require sensitive and private information about you. This policy describes the conditions and nature of private information that we collect and use, and explains how we protect it. It has been developed to comply with British Columbia’s Personal Information and Privacy Act. This law sets out guidelines to organizations about how to collect and protect private information. All staff at Work to Wellness Rehabilitation Inc. are required to follow the guidelines set out in this policy.
PERSONAL INFORMATION COLLECTED
The types of information collected include; however are not limited to:
- Your name
- Home address and telephone number
- Birth date
- Health Information including medical history, symptoms, diagnosis, treatment and opinions
- Employment Information such as current and past employment, job details, work problems, performance information
- Education and job skills
- Activities :daily activities, transportation, recreation, self-care,
- Funding details about your policy, any limitations and conditions or limitations, your salary
PURPOSE FOR COLLECTION
We collect information that we need to fulfill our obligations to you. Collection of information is for the purpose of assessment, planning, assisting with return to work, evaluation, and reporting. The purposes for which Work to Wellness collects and uses personal information include, however not limited to:
- To identify you
- To communicate with you
- To confirm your eligibility for services
- To provide services related to your claim
LIMITS ON PERSONAL INFORMATION COLLECTION
Work to Wellness collects only the information required to assess, plan, assist with return to work, evaluate, and report. We do not collect other information, or share information to be used for other purposes, without your consent. There are some exceptions such as when we are authorized to do so by the law.
WHEN AND TO WHOM IS DISCLOSURE OF PERSONAL INFORMATION GIVEN
WHAT WILL HAPPEN TO THE INFORMATION THAT IS COLLECTED ON ME?
One very important part of your relationship with Work to Wellness Rehabilitation is confidentiality. Personal information may be discussed and placed in your file during the course of our work with you. We will discuss with you the information we wish to share and with whom, and secure your consent to do so.
During the course of service provision, all records will be kept private except as follows:
- If a third party (i.e. insurance company) is paying for services, records may be provided to that party. You will be asked to sign a release of information form that tells you in advance who will be receiving your records.
- If we believe you are going to harm or endanger yourself or others, we are required to notify the endangered individual(s) and the proper authorities.
- If we suspect a child is being abused or neglected we are required to report to the proper authorities.
- If we receive a request for information from another party, you would have to give consent before your records will be released.
- If we receive a subpoena.
- If you are a minor or not your own legal guardian, then the information in your file may be available to your legal guardian or advocate.
- If we determine that we need to share information with other health care providers for your rehabilitation success.
- If discussions regarding your case are required with a supervisor or team, you will be informed.
Your consent is required before we will disclose your information to third parties for any purpose unless we are authorized to do so by law. You can withdraw consent at any time and we will inform you if there are impacts on how we work with you.
DISCLOSURE TO OTHER HEALTH CARE PROVIDERS
Relevant health information may be shared with health care providers involved in your care with your consent. We will discuss the reason for and content of information shared when we gather your consent. The following are examples, however not limited to:
- Occupational therapist
INFORMATION SHARED WITH YOUR EMPLOYER AND UNION
All information shared with your employer, and union would be related to function and ability to perform your job for return to work planning. No details of diagnosis, treatment, medication or medical specialists will be shared. There may be circumstances in which you consent to disclosure of information about diagnosis, treatment, or specialists but this would be discussed with us.
IF I START, CAN I CHANGE MY MIND AND DROP OUT? WHAT ARE THE CONSEQUENCES IF I DECIDE TO DROP OUT?
Your participation is totally voluntary. You may refuse to participate or withdraw from my services at anytime, however, your insurance carrier has requirements on your active participation in services and failure to participate could result in a reduction or conclusion of your benefits. If you have concerns regarding this please ask.
WILL I BE ABLE TO SEE MY RECORDS AND GET COPIES?
Copies of vocational reports that are written for your fee payer are available to you. You may contact the fee payer directly and follow their process for information release. Sometimes the information in the report is sensitive and if another agency or individual requests a copy of the report, that agency will need to get you to sign a release of information.
WHAT IF YOU FEEL YOUR RECORD IS NOT ACCURATE?
Work to Wellness makes every effort to ensure that all of your information is recorded accurately. If you notice an inaccuracy, you can request that a note be made to reflect this on your file.
PROTECTION OF YOUR PERSONAL INFORMATION
HOW SECURE IS YOUR INFORMATION?
We protect personal information regardless of the format. Safeguards are in place to protect the security of your information. These safeguards include, however not limited to:
- Computer passwords
- Encrypted data files
- Encrypted personal information that is sent or received over the internet (by email or through web forms, for e.g.)
- Keeping back up files in a locked cabinet
HOW LONG DO WE KEEP INFORMATION?
We keep information as long as we are required to by law and by our professional regulations. Information is stored securely at the Work to Wellness Office. It will be disposed of in a secure manner when it is no longer required.
If you have any questions regarding our privacy practices, please contact our External Privacy Officer
If you believe that Work to Wellness has not handled your personal information in a reasonable manner, please address your concerns with the external officer. We will respond to any complaints received in writing. If a complaint is found to be justified, Work to Wellness Rehabilitation Inc. will take reasonable measures to resolve the complaint. If you are still concerned after contacting the external office, you may also choose to make a complaint to the provincial privacy commissioner.
BC Office of the information and Privacy Commissioner