Purpose of Policy

Viewpoint Medical Assessment Services Inc. is engaged in the collection of medical information related to the assessment of impairment, disability, entitlement and medical aspects related to third party reporting. Viewpoint recognizes the importance of individual privacy and the protection of privacy in all aspects relating to the collection of health related information. This policy identifies the highest standards in privacy principles espoused by Viewpoint in meeting the requirements of the corporate mission statement

Viewpoint is also engaged in the collection of information related to employees, clients and contacts necessary in the performance of business related activities. The company will safeguard the collection of this information and will not allow its use for purposes other than the daily function of company related activities. This information will not be made available to other parties without the express consent of the individual.

Viewpoint recognizes the special nature of health information. As the custodian of the information Viewpoint is committed to protect the information collected within the controlled arena. Viewpoint is committed to a consensual policy that is open and fair. The policy reflects transparency related to the collection, organization, maintenance and disclosure of health related information. Viewpoint will limit collection of information based on the requirements as determined by the third party requesting agency. The collection and management of health related information will not compromise the fiduciary responsibility of the clinician. The collection of information by clinicians at Viewpoint usually relates to secondary legislated and occasionally non-legislated purposes. The policy recognizes the individual’s rights to control the use, access and disclosure of their personal information and is fundamental to a free and democratic society. The privacy policy will recognize the essential elements of the legislation contained in the relevant provincial legislation PIPA (Personal Information Privacy Act) and PIPED (Personal Information and Protection Electronic Documents) Viewpoint recognizes the right to privacy of its employees, clients and contacts. Viewpoint will not disclose information related to its employees, clients or contacts without prior consent

Viewpoint its employees and clinicians are first and foremost accountable to the examinee. Our policy recognizes the custodial nature of our responsibilities related to health information. Viewpoint accepts responsibility for the appropriate collection, management, disclosure and destruction of information Viewpoint will instruct the examinee as to the purpose of the information being collected.

In the collection of health related information our clinicians are committed to their fiduciary responsibilities.Viewpoint recognizes that information related to disability, impairment and entitlement is multi faceted and requires the collection of information across many dimensions Viewpoint will use and disclose health related information for secondary purposes in a manner that respects the privacy of the individual in the context of the regulated or legislated requirements to obtain the information. Patient vulnerability will not be exploited. Health information is sensitive and its disclosure must occur in a manner that creates a trusting relationship. Viewpoint recognizes this relationship and will respect the nature of health information as it provides objective evidence based reporting to the third party requesting agency.Viewpoint will ensure that information related to employees, clients and contacts is used only for the express purposes of managing the daily affairs of the company. Information related to employees clients and contacts will not be made available to outside organizations or individuals without the express consent of the individual.

The patient will be informed of the nature of the encounter and consent will be obtained prior to the acquisition of all health related information.Consent for the collection of information will include instructions related to the nature of the process, the role of the physician as a third party reporting physician and the disclosure of the information. The consent process will permit the conversion of information to a protected electronic format. The consent process will include limitations of the encounter and secondary nature of the information collection and reporting process and will be included as part of the introductory component of each medical report. Viewpoint will not undertake non-consensual collection, use or disclosure of medical information. Viewpoint does not recognize inferred consent and all examinee encounters require a consent signed by the examinee and witness.

Clinicians will limit the collection of health related information to that which is necessary to provide comprehensive, evidence based and objective reporting of the specific events and related issues that are the subject of the report.

Use and disclosure of all information shall be limited to the intended purpose as identified by the requesting party. Health related information will not be disclosed to another party without express consent of the examinee. Viewpoint will maintain a record of all persons who access the file of an examinee. Files will be stored in paper format until closed and then will be transferred to PDF file and stored in electronic format.

Viewpoint and its clinicians will ensure the accurate recording of information. The examinee has the right to change or modify information so as to more accurately reflect the circumstances represented in the medical information recorded. Information collected shall be as complete, current and accurate as is necessary to meet the secondary legislated purpose.

Viewpoint will provide adequate protection for the paper files. Electronic security and appropriate firewalls with limited access will be used for all electronic documents. Security clearance with appropriate password protection will be applied to all electronic applications.
Appropriate care and due diligence with disclaimers will be applied to all electronic mail correspondence.

Examinees have the right to access their information through the third party requesting agency. Examinees have the right to know who has had access to their health information and for what purpose.

As Viewpoint is an information company all employees and consultants are involved in the collection and management of health related and personal information. All employees will receive a copy of the privacy policy and statement. A signed document acknowledging that they have read the policy will be retained in their personnel file. Periodic review of the privacy policy with all employees will occur as part of the employee continuing education process. The company will appoint a privacy officer who will be responsible for the privacy policy as well as all enquiries related to issues of privacy. The privacy officer will address all complaints related to privacy. Timely response to enquiries and complaints is relevant to the management of privacy related concerns. Viewpoint is committed to providing a response within two weeks of receipt of the complaint or enquiry. The first response will be from the local clinical manager with copies to the chief privacy officer of the corporation.

Primary means that which occurs for therapeutic benefit Secondary means not directly related to the therapeutic benefit of the particular patient from whom the information has originated. Purpose refers to the aims or end use of the information. The clear understanding of the potential information uses Primary therapeutic use implies the collection of information for the use in the definition and implementation of a therapeutic relationship Primary longitudinal purpose implies the development of a composite health history used to identify diagnosis and provide on going therapeutic intervention. Secondary legislated purpose (predominant Viewpoint role in collection) relates to the use of medical information for purposes required by regulation or other legislative requirements Secondary non-legislated purposes include the use of information for education, research or other non legislated requirements. Fiduciary duty: is the obligation to act with the utmost good faith for the benefit of another. Health information is any information about a patient that is confided collected or otherwise obtained. It includes information created or generated as a consequence of this information.