Administrative Procedure 403: Confidentiality of Medical Records

Personal Health Information Protection Act, 2004; Workplace Safety and Insurance Act, 1997; Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)

1.0 Purpose
To ensure that there is only one copy of any medical documentation pertaining to an employee and to ensure that it is stored in a secure location in order to protect the employee’s privacy.

2.1 Employee medical records received by the Superintendent of Education (Human Resources Services), or designate, are kept in strictest confidence by the Superintendent of Education (Human Resources Services) or designate.

2.2 Active employees’ medical records are maintained separately from the respective Human Resources Services’ file. Inactive medical records are scanned and saved to a secure electronic file.

2.3 The Superintendent of Education (Human Resources Services), or designate(s), is responsible for all employee medical records and WSIB claim records and is the only person who shall have access to these records. The WSIB claim records may consist of non-medical and medical records and these shall be handled in a manner consistent with the provisions of the Workplace Safety and Insurance Act, 1997.

2.4 An employee may request information contained in their medical records by contacting the Superintendent of Education (Human Resource Services) or designate. Photocopies of specific information shall be given to the employee upon written request.

2.5 No information from an employee’s medical records is given to a third party without the employee’s written consent, unless required by law. If required by law, the Superintendent of Education (Human Resource Services) or designate, shall notify the employee.

2.6 The confidential nature of all personal and medical information provided by the employee or their treating practitioner(s) to the school board will be respected by all involved parties.

2.7 Medical records of former employees are retained according to applicable retention schedules.

 

Revised November 2024