PHC Med Staff

As a physician, nurse practitioner, dentist or midwife who has been appointed to PHC’s Medical Staff and in order to access PHC facilities, you are required to obtain a photo identification (ID) card.

To get a Photo ID: Search Photo ID on the PHC intranet and electronically submit your request via the green E-form button. Temporary access cards are available from the Departments for use while you wait for your Photo ID.

Once you have received the ID card, you can report any access problems that you have with the card via e-mail to LMCpid@fraserhealth.ca. Please ensure that you include your name and contact information, card number, and the room number(s) you had a problem with. Photo-ID will attempt to troubleshoot the issue as soon as possible.

Call Security at Ext. 4777 and Photo ID at 604-930-5442 to report a lost card so that it can be immediately deactivated. Replacement ID’s may be obtained by applying via the electronic request form available on the intranet.

We provide staff immunizations/testing, fit testing for respiratory protection, and coordinate the Employee and Family Assistance Program (EFAP), and the occupational first aid services.

Visit our PHC intranet page: http://phcconnect/hr/occupational_health_safety/page_13375.htm

• To register online:
  http://www.worksafebc.ca/insurance/registering_for_coverage/register_with_worksafebc/default.asp

For more information about WorkSafeBC coverage and eligibility or an application for POP coverage, visit www.worksafebc.com and click on Insurance or call WorkSafeBC’s Employer Service Centre at 1-888-922-2768.

For reports to get done quickly, physicians should identify themselves, the patient name and the report type at the beginning of the dictation.

To get activated for dictation, physicians must first register for SCM, the electronic patient chart that physicians and other health care professionals use to access patient records.

After completion of SCM training, physicians can contact transcription (Phone: 604-806-9696) for activation of their dictation ID. Physicians will then be able to dictate.

PHC complies with the BC Freedom of Information and Protection of Privacy Act (FIPPA), and has a responsibility for protecting all personal information in its custody and control.  All Staff, including medical staff, is expected to comply with PHC Information Privacy & Confidentiality Policy (CPF0300) (and other related policies) in the process of carrying out their duties.

Following are some tips for ensuring patient/resident personal information is protected.

Protecting Personal Information at Work

• Ensure only authorized personal have access to the personal information
• Ensure all offices and areas containing personal information have secured storage (locking filing cabinets/drawers, etc.) and that the Personal Information is secured in these when not being used and at the end of each day. Practice a “clean-desk” policy
• Ensure doors to offices/rooms containing personal information have working security devices (e.g., deadbolt locks) and that the devices are engaged when out of the office
• Use care when discarding or destroying any Personal Information – make sure it is permanently destroyed or placed in a locked confidential shredding bin
• Protect patient census lists and destroy by placing in a shredding bin. Do not remove from the hospital unless absolutely necessary
• Disclose personal information only to those who need to know
• When attending to patients on the hospital wards, close wallaroos and log off of computers each time you step away

Protect Personal Information Stored on Computers and Other Mobile Storage Devices

• Your electronic user ID is equivalent to your legal signature and you are accountable for any actions using it. Your access may be monitored
• Don’t share your user ID/password and log out of systems/applications when you step away
• Don’t store personal information on the hard drives of desktop computers, laptops or on other electronic devices (e.g., BlackBerry’s, USB devices) unless absolutely necessary
• Personal information stored on mobile electronic devices must be encrypted & password protected. Refer to document “Data Encryption Guidelines”
• Store personal information on a network server so if there is a theft, or the device is damaged, the personal information is not accessible or compromised
• Use complex passwords – minimum of 8 characters long and a combination of upper and lowercase letters, numbers and symbols

Verbal Conversations

Please remember to respect the privacy of our patients and residents by not discussing personal and sensitive information in public places (e.g., elevators, hallways, outside patient rooms, cafeterias, etc.).  Conduct those private conversations in an appropriate location.

Protect Personal Information Outside of Office

• Taking personal information off-site is discouraged, but in the rare case when it may be required, minimize the amount you take, whether in hard copy or electronic format
• If you must take personal information with you, protect it from loss and disclosure to unauthorized individuals:
  • Don’t leave unattended unless absolutely necessary
  • If you must leave it unattended, ensure it is in a secure location
    • NOTE: a locked car/trunk is not secure
  • At home, store personal information in a locked drawer or cabinet when not being used
  • Personal computers should have effective Internet security measures such as anti-virus software and firewalls

Managing Privacy Breaches (CPF1600)

All staff and physicians must immediately report the actual or potential theft, loss or disclosure of Personal Information or other confidential or sensitive information, regardless of its format (e.g., verbal, written, electronic).

If you become aware of a breach:

• Immediately notify Information Access & Privacy Office and your Department Head
• Immediately notify the Service Desk if a laptop or other electronic storage device is lost or stolen
• Support the breach investigation in a timely manner

All privacy breaches will be promptly and thoroughly investigated.  Appropriate actions will be taken to contain and mitigate the risk arising from the privacy breach, including notification of affected individuals or organizations, if indicated.  The PHC Information Access & Privacy Office will help to identify notification requirements.

Policies and Guidelines

Please ensure that you are familiar with the following corporate policies/guidelines, copies of which are available on the PHC Intranet:

• CPF0300: Information Privacy & Confidentiality Policy
• CPF1600: Managing Privacy Breaches
• CPF2300: Auditing Access to e-Health Records
• CPN0900: Texting Policy
• CPN0500 Email Policy
• PHC Faxing Guidelines
• Data Encryption Guidelines
• Secure Your Mobile Device

Privacy Queries

If you have any questions in regards to the handling (collection, use, disclosure, storage and protection) of personal information or have a project involving personal information that may require a privacy review/privacy impact assessment, please contact the Information Access & Privacy Office at privacy@providencehealth.bc.ca

Janet Scott, Leader, Information Access & Privacy

Key Documents

• BC College of Family Physicians – Constitution and Bylaws (see Article 3 – Code of Ethics)
• CMA Code of Ethics, 2004 (College of Physicians and Surgeons of BC has adopted this Code)
• PHC Medical Staff Bylaws
• PHC Medical Staff Professional Conduct Policy – April 28, 2008
• PHC Medical Staff Rules
• PHC New Employee Orientation Manual
• PHC Organizational Structure
• PHC Site Maps
• PHC Strategic Plan
• PHC Tips for Protecting Personal Information
• PHC Units By Program – June 1, 2010
• PHCRI Policy – Hospital Research Involving Humans
• BC Hospital Act
• Care Connect
• Remote Access Request Form
• Physician Master Agreement
• VCH Accepted Acronyms
• PHC Dictionary

Corporate Policies and Guidelines Pertinent to Medical StaffCorporate Policies and Guidelines Pertinent to Medical Staff

• CPF0300 Information Privacy & Confidentiality Policy
• CPF0500 Consent to Health Care
• CPF0700 DNAR: Do Not Attempt Resuscitation
• CPF1100 Options for Care
• CPF1600 Managing Privacy Breaches
• CPF 2300 Auditing Access to e-Health Records
• CPF1900 Alcohol & Illegal Substances – Inpatients at MSJ and SPH
• CPF2000 Search of Inpatient Rooms and-or Belongings – Inpatients at MSJ and SPH
• CPF2100 Philosophy for Care of Patients and Residents with Substance Use at PHC
• CPN1000 Health Records Management
• CPV0300 Incident Reporting
• CPV0700 Disclosure of Serious Adverse Events
• CPV0900 Non-Staff Practitioners
• PHC Faxing Guidelines
• PHC E-mail Guidelines
• Secure Encrypted USB Device Requirements