Directory of Records and Personal Information Banks

The purpose of the Directory of Records is to assist you in understanding the types of records that are in the custody or control of St. Joseph’s Health Care London:

Administration
Facilities Management
Financial Services
Human Resources
Medical Affairs/Professional Practice
Patient/Clinical Services
Support Services

The Directory of Records also includes records that are Personal Information Banks. For each Personal Information Bank, the following information is provided to you:

• The title
• Where the information is kept
• A description of the type of information maintained
• Legal authority for collection of the personal information
• Types of personal information maintained (e.g. name, contact information)
• How we use the information
• Categories of users (individuals who would have access on a regular basis)
• Categories of individuals in bank (the categories of individuals about whom the personal information is maintained)
• Retention and disposal (how long the information is kept)

Some hospital records may already be available to you without making a request in writing under FIPPA; check out our website at St. Joseph’s Health Care London.

Administration

• Accessibility for Ontarians with Disabilities Act (OADA)
• Accreditation Records
• Agreements and Contracts
• Annual Reports and Annual Financial Returns
• Board  of Directors Meeting Minutes
• Board of Directors By-laws
• Board of Directors Membership List
• Communications
• Community Engagement & Consultation
• Corporate Projects
• Departmental Procedures and Forms
• Documents of Incorporation
• Emergency Planning
• Freedom of Information and Protection of Privacy
• Insurance Policies
• Legal Matters and Cases
• Library Collection
• Material Safety Data Sheets
• Media Relations
• Minutes of Board Committees and Standing Committees
• Minutes of Departments and Committees
• Minutes of Senior Leadership Team
• Multilingual Services Records
• Operational Reviews
• Organization Structure
• Policies- Hospital
• Quality and Patient Safety Reviews
• Requests under Personal Health Information Protection Act
• Reports and Statistics
• Strategic Planning
• Volunteers

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Facilities Management

• Building Technical Standards and Safety
• Construction and Renovation
• Facilities Management
• Fire Safety Planning
• Fire Safety Tests and Inspection Reports
• Operational Equipment and Furnishings
• Security Programs and Services
• Site Development and Planning Studies
• Site Plan Applications
• Workplace Space Planning and Moves

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Financial Services

• Accounting and Finance Administration
• Accounts Payable
• Accounts Receivable
• Audited Annual Financial Statements
• Bank Statements and Reconciliations
• Capital Assets
• Capital Budget
• Cash Receipts Register
• Cheque Register  and Reports
• Cheques
• Expense Claims
• Financial Statements and Reports
• General Ledger Accounts
• Journal Entries - Incl. Annual Adjusting\
• OHIP Billing Information
• Operating Budget
• Petty Cash
• Procurement Records
• Purchasing of Goods & Services
• Taxation
• Year End Audit Working File

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Human Resources

• Attendance and Scheduling
• Benefit Plans
• Employment Information
• Human Resources Administration
• Labour Relations
• Occupational Health and Wellness
• Occupational Health Record
• Orientation and Training Material
• Payroll Administration
• Pension Plans 
• Performance Management
• Recruitment 
• Workers' Compensation 
• Workplace Safety

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Medical Affairs/Professional Practice

• Credentialing and Appointments
• Professional Staff By-laws
• Research - Medical

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Patient/Clinical Services

• Chronic Reportable Diseases
• Ethics and Spiritual Care Consultations
• Infection Control Audits
• Infection Outbreak Investigations
• Incident Reports
• Master Patient Index
• Paging Logs
• Patient Accounts
• Patient Diagnostic Images
• Patient Feedback: Complaints and Compliments
• Patient Health Record
• Patient Registration
• Patient Reporting Systems
• Pharmacy Dispensing Records

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Support Services

• Computer/Device Access Controls
• Computer Software and Hardware
• Computer Systems
• Food and Nutrution Services
• Housekeeping/Environmental Services
• Telecommunications and Electronic Services

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