Area Responsible for Administration: Campus Services
Approval Authorities: Manager, Health Centre
Director, Campus Services
Senior Executive Committee
Approval Date: June 2017
Revision History: None
Review Timeline: Every 3 Years

Purpose

To identify acceptable use of the Seneca Health Centre.

Scope

This policy applies to all Seneca employees and students that use the Seneca Health Centre.

Key Definitions

None.

Policy

  1. Use and Ownership
    1. The Seneca Health Centre (Health Centre) is operated by Seneca for use by students, support and administrative staff, faculty members, contingent workers and contractors.
    2. A OneCard and proof of insurance are required to use the medical services offered by the Health Centre. Proof of insurance can be provided in the following forms: Ontario Health Insurance Card (OHIP), other provincial health insurance or International Health Insurance. These two requirements will identify the requestor as associated with Seneca and ensures the locum physicians are paid for their services.
    3. OneCards and proof of insurance are non-transferable.
    4. OneCards and proof of insurance must not be used for any illegal, improper or unlawful purposes. For example, presenting a OneCard as evidence of being a student at Seneca while not registered as a student.
    5. Use of another individual’s OneCard or health insurance, or altering, falsifying or selling a Seneca OneCard is prohibited and subject to sanctions, pursuant to Seneca’s Student Code of Conduct, and may also be subject to civil or criminal proceedings.
  2. Security
    1. Health Centre staff
      1. All Health Centre staff shall sign a mandatory Circle of Care Confidentiality Agreement to protect patient privacy. Refer to Appendix A for the Circle of Care Confidentiality Agreement.
      2. The Health Centre shall ensure that it adheres to the Personal Health Information Protection Act (PHIPA), which provides a set of rules for the collection, use and disclosure of personal health information, including the following provisions:
        • Consent is required for the collection, use and disclosure of personal health information, with few exceptions
        • Health information custodians are required to treat all personal health information as confidential and maintain its security
        • Individuals have a right to access their personal health information, as well as the right to correct errors
        • Individuals have the right to instruct health information custodians not to share their personal health information with others
        • Rules are provided for the use of personal health information for fundraising or marketing purposes
        • Guidelines are set for the use and disclosure of personal health information for research purposes
        • Accountability is ensured by granting an individual the right to complain if they have identified an error in their personal health information
        • Remedies are established for breaches of the legislation.
    2. Patient privacy and confidentiality
      1. Health Centre staff are bound by condition of employment and PHIPA to safeguard patient privacy and the confidentiality of patient personal information.
      2. The Health Centre shall:
        • Collect information only as necessary for patient care
        • Safeguard health records in their possession and only share information with other health care providers on a ‘need to know’ basis where required for patient health care
        • Disclose information to third-parties only with patient signed written consent or when legally required
        • Retain and destroy records in accordance with the law.
    3. A patient’s request for care from the Health Centre implies consent for the collection, use and disclosure of patient personal health information for purposes related to care.
    4. Patients have the right to see and obtain copies of their health records.
    5. Patients shall provide their address, phone number, email address, date of birth and health insurance information during each visit to the Health Centre.
    6. Confidential health information must not be provided by email.
  3. Payment of Non-Insured Services
    1. Patients are required to pay, by credit or debit card, for medical services not covered by health insurance. These services include notes, forms, travel consults and employment physicals.

Supporting Documentation

Related Seneca Policies

Related Materials


Appendix A: Circle of Care Confidentiality Agreement

As an employee of Seneca College of Applied Arts & Technology, I understand that the information I am accessing and/or processing may be of a highly confidential and/or sensitive nature.  I understand that I am obligated to respect and safeguard the personal or business-related confidential information that I have access to. By signing this Agreement, I agree that I will only release and/or discuss confidential information with other authorized employees of the College and/or designated agencies or service providers in accordance with Section 42(d) of the Freedom of Information and Protection of Privacy Act:

  • “where disclosure is made to an officer or employee of the institution who needs the record in the performance of his or her duties; and
  • where disclosure is necessary and proper in the discharge of the institution’s functions”

Unauthorized disclosure of personal or business-related information would constitute a breach of the Act and violation of this agreement.

I understand that the obligation to maintain confidentiality as described above exists at any and all times, including post-employment with Seneca College.

Seneca College of Applied Arts & Technology is required to comply with the Freedom of Information & Protection of Privacy Act, and where a violation is found an individual can be fined up to $5,000 for willful non-compliance.

Seneca’s Freedom of Information and Protection of Privacy Policy and Procedures can be found on the College website.

I understand that any breach of confidentiality will be subject to appropriate disciplinary action up to and including termination of employment and/or contract.