Records/Confidentiality

Records

Records 

 When your youth or your family enters one of Craigwood's programs, a record begins to be compiled.  This record, or file, may include a variety of information collected during your involvement with Craigwood, including previous involvement with other organizations (requested with your written consent), consents and authorizations, Plan of Care Reports, assessments and medical and school information.  At the time of discharge, this record is then closed.

It becomes our duty to protect the confidentiality of your records by keeping them in a secure place (both paper versions and electronic records) and by not sharing information that is confidential to others without your knowledge or consent (except where required by law or regulation).

Craigwood Youth Services complies with the Personal Health Information Protection Act (PHIPA), Child and Family Services Act (CFSA) and the Youth Criminal Justice Act (YCJA). 

These records are the property of Craigwood Youth Services and are confidential.  They are used only for the purpose of providing our clients with the services they request. Only individuals involved in your care and treatment and supervisory staff have access to this record on a regularly permitted basis.  From time to time files are audited by an audit team for completeness. These staff are all Craigwood employees bound by the same duty to retain confidentiality. By law, Craigwood is required to keep this record for 20 years following discharge.  

You may request access to your record at any time. Excerpted from CYS policy 06-15 ACCESS TO RECORDS: 

  • Youth over 12 years of age and legal guardians may request access to their records.
  • There is some information we cannot provide you access to (e.g. reports prepared by persons other than CYS staff, certain information limited by Acts, etc.).
  • When you request access to your records we have up to 30 days to respond.
  • If you notice an error in your records you have a right to have it corrected.

Concerns:

If any concerns arise about how your information is used please contact the Program Supervisor or Program Director.

Health Records:

For health information related concerns please contact Graham Ashbourne, Program Director by phone 519-232-4301ext 229 or by email gashbourne [at] craigwood [dot] on [dot] ca

Confidentiality 

All information obtained about your youth and family remains confidential while involved at Craigwood and continues after discharge.  We cannot release this information without your informed consent (except for some exceptions noted later).

Informed Consent

‘Informed’ consent means that you have had the opportunity to have explained to you the reasons or purpose of the consent, any risks that might occur (including side effects, risks of not consenting, etc.) and all in language that is understandable to you, and further, that you have had a chance to ask questions and possibly get another opinion before signing the consent.

The legal guardians’ written consent is required for a youth’s participation in residential, Intensive Family Services and day treatment CYS services.  

Only the consent of a youth over the age of twelve (12) is required to access our mental health counseling services including our walk-in mental health clinics.

 Any request to release or obtain any information about the family and youth requires the same consent to access our services (as above).

 A youth over the age of sixteen can give and sign his or her own consents.

 A youth at any age can give their own consent for health and medical care, including dental and emergency care, as long as the attending or prescribing physician or other health care practitioner assesses the youth to have the capacity to understand the implications of giving or withholding their consent (Health Care Consent Act  1996).

 Where a youth is assessed to not have this capacity, Craigwood staff will assist by seeking the consent of a substitute decision maker (most often the legal guardian).

 Consent may be given and it can be withdrawn. We must honour the wishes of the client.

 Exceptions to Confidentiality

 All information will be held in strict confidence and will not be shared further except for:

  • those people authorized by the Child and Family Services Act
  • program staff of Craigwood
  • foster parents if young person is in care of such
  • Children’s Aid Society if young person is in care for protection issues or under a temporary or special needs agreement [unless such agreement states otherwise]
  • to a police officer if the need is urgent
  • to a medical practitioner if the need is urgent
  • to a Review Team under the auspices of the Children’s Aid Society for the purposes of investigating child abuse
  • authorized staff of the Ministry
  • to court with proper warrants

 

Craigwood Youth Services complies with the Personal Health Information Protection Act (PHIPA), Child and Family Services Act (CFSA) and the Youth Criminal Justice Act (YCJA). These records are the property of Craigwood Youth Services and are confidential.  They are used only for the purpose of providing our clients with the services they request. Only individuals involved in your care and treatment and supervisory staff have access to this record on a regularly permitted basis.  From time to time files are audited by an audit team for completeness. These staff are all Craigwood employees bound by the same duty to retain confidentiality. By law, Craigwood is required to keep this record for 20 years following discharge.  

 

You may request access to your record at any time. Excerpted from CYS policy 06-15 ACCESS TO RECORDS: Youth over 12 years of age and legal guardians may request access to their records.There is some information we cannot provide you access to (e.g. reports prepared by persons other than CYS staff, certain information limited by Acts, etc.).When you request access to your records we have up to 30 days to respond.If you notice an error in your records you have a right to have it corrected.

  

Concerns:If any concerns arise about how your information is used please contact the Program Supervisor or Program Director.

 

Health Records:For health information related concerns please contact Graham Ashbourne, Program Director by phone 519-232-4301ext 229 or by email gashbourne [at] craigwood [dot] on [dot] ca.

 

Confidentiality:All information obtained about your youth and family remains confidential while involved at Craigwood and continues after discharge.  We cannot release this information without your informed consent (except for some exceptions- see section on records and confidentiality).  


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