The Directory contains a list of the general classes or types of records in the custody or under the control of the hospital. Its purpose is to assist members of the public in exercising their rights of access under the Freedom of Information & Protection of Privacy Act (FIPPA) by listing and describing the hospital’s records holdings.

The Directory does not contain the actual records and it is necessary to make an access request to the hospital’s Freedom of Information & Privacy Office. Following is a description of the information provided in the Directory about each general class of records and personal information banks.

General Classes of Records (GCR)

For each class of General Records, the following information is provided:

• the title of the type or class of records
• a description of the type of information maintained
• the department responsible for maintaining the records

Personal Information Banks (PIB)

For each Personal Information Bank, the following information is provided:

• a description of the type of information maintained
• types of personal information maintained (e.g. name, contact information)
• categories of users (individuals who would have access on a regular basis)

Consolidated Records Inventory Worksheet – Personal Information

Department: Clinical Records

Subject of the Record	Brief Description	Format
Clinical Records Personnel Timesheets		P
Emergency Room Clerks Staff Schedules		E/P
Personnel files		P
Patient Records	Records of Personal Health Information	E/P
Physician Applications and Credentials	Application for Privileges and Yearly Reappointments	P
Requests under Personal Health Information Protection Act	Correspondence Directory	P
Resumes for Employment		P

Department: Finance (Accounting, Human Resources, Information Technology)

Subject of the Record	Brief Description	Format
Admissions/Discharges	All admissions and discharges for Hospital	P
Alternate Payment Program	Payments to Physicians on call in ER Department	P/E
Ambulance Call Reports	Ambulance reports for patients.	P
APP files	Working papers to support ER  and physician payments	P
Bank Deposit slips	Deposits to bank	P
Bone Density Consents	Patient consents for self payments.	P
Condition Sheets and Census summary	Lists the status of all hospital beds for in patients.	P
Credit Bureau	All Credit Bureau files for collection.	P
Discharged Admission Records	A-Z discharges of all patients in hospital.	P
Accounts Receivable	Postings per month, receipts per month.	P
Nurse Practioner	Budgets, etc.	P
OHIP documentation	Postings, remittance advices, submissions	P/E
Payroll	Personnel files, union contracts, payroll reports, posting, benefits information, pay scales, sick reports, vacation reports, etc.	P
Plastic Surgeon	Information for surgery requirements.	P
Reciprocal Billing	Out of Province billings.	P
Rentals	All rent files for hospital renters.	P
Retired Employees Benefits	Health & Dental benefit for retired employees.	P
Supply Chain	Agreements, correspondence	P

Department: Administration

Subject of the Record	Brief Description	Format
Claims	Statement of Claims	P
Complaints		P
Employee Education Evaluations	Evaluations	P
Salary Disclosure	Employees Paid over $100,000	E
Service Awards	Staff Recognition	P/E
Staff ID photos	Photographs	E
Employment contracts	Physician, NP	P

Department: Laboratory

Subject of the Record	Brief Description	Format
Training, Personnel and Performance Appraisal files	Medical Laboratory Technicians	P

Department: Physiotherapy

Subject of the Record	Brief Description	Format
Admission/Discharge Sheets	Daily list of Hospital Admissions/Discharges	P
Correspondence – MVA’s/Legal	Correspondence to Lawyers/etc., regarding MVA/Litigation	P
In-Patient documentation	Condition sheets, statistics, referrals	P
Out-patient documentation	Diagnosis, appointments, attendance, referrals, progress notes, treatment, destroyed files, etc.	E/P
Personnel Files	Employee Records, Documents Pertaining to Employment	P
Physiotherapy Time Sheets	Record of Staff worked hours – employee number	P
Pre-Admission Referrals	Referrals for Surgical/SDC patients – Name, Procedure, Date of Surgery	P
Records of Deceased Patients	Complete out-patient physiotherapy record of known deceased patients	P

Department: Maintenance & Housekeeping

Subject of the Record	Brief Description	Format
Sign-In Sheets	Record of Staff Worked Hours	P
Personnel files		P
Schedule Change Request Form	Record of staff request for a schedule change	P/E

Department: Diagnostic Imaging

Subject of the Record	Brief Description	Format
MRTs Exposure Reports	Radiation Exposure reports	P
Patient Records	All patient records related to diagnostic services	E/P
Personnel files		E/P
Registration book	All patient bookings related to diagnostic services	P
Faxes	Reports, Communication	P
Requisitions	Request for Diagnostic Services	P
Timesheets/Call back	Staff hours and callback	P

Legend:
Subject of the Record:  name of the record
Format:  P=Paper, E=Electronic