Our commitment to your Privacy and Confidentiality
Protecting Your Health Information
At Prairie Mountain Health (PMH) we recognize that the personal health information of our clients has been entrusted to us and must be protected. All PMH employees and those associated with our region are required to protect the accuracy, integrity, and security of all health information and are required to sign a Pledge of Confidentiality. PMH has developed policies and procedures for the protection of health information and provides ongoing training to employees and all others associated with PMH.
- Privacy Notice
- Privacy FAQs
- Privacy Officers
- Access to Records - PHIA
- Access to Records - FIPPA
- Educational Institutions
Privacy of your personal and personal health information will be protected within the PMH region in keeping with the Freedom of Information and Protection of Privacy Act and the Personal Health Information Act of Manitoba.
When PMH staff collect information from you we will:
- Only collect information that we need to provide you with our services;
- Ensure the information is accurate;
- Keep your information secure and private;
- Only use your personal and personal health information for
- Your access to our services
- Evaluation of PMH programs and payment for programs
- Approved research and planning related to PMH programs
- Other uses authorized by law
- Give you access to your own records and, if requested, make copies of them at a reasonable cost;
- Only share your information with other health care providers or health care institutions to the extent necessary to provide you with proper health care;
- Ask your permission to share your health information if required for other purposes unless we are required to provide the information for legal reasons.
If you would like more information about your rights under these acts, please contact a PMH Privacy Officer.
If you are not satisfied with how your information has been handled, you have the right to make a complaint to the Manitoba Ombudsman’s Office at 1-800-543-8230 (Brandon) or 1-800-665-0531 (Winnipeg).
Frequently Asked Questions about Privacy
1. What does PMH use my health information for?
PMH uses your information to provide care to you, for evaluation and planning of PMH services and programs, research, teaching, statistics, and to meet legal and regulatory requirements. PMH only uses your information where it is authorized by law and use is limited to the minimum amount necessary.
2. Does PMH share my information with anyone outside the region?
PMH is required to provide information to various departments of Manitoba Health, the Vital Statistics department, and the Canadian Institute for Health Information. Only the minimum amount of information required is shared and in some cases identifying information is removed. When we send this information, safeguards are in place to protect the confidentiality and security of the information.
3. Will PMH share my health information to any outside company or my employer?
PMH requires your consent or a court order prior to releasing information to any organization or person not directly involved in your treatment/care or payment for health care. PMH will ensure that only the information you have authorized is released.
4. Can I access my health information?
You have the right to access your personal health information and PMH has an obligation to make it available to you, with limited exceptions. An exception may include protecting the identity of a third person. PMH may choose not to give you access to part of or all of your information and will provide you with a reason if access is refused. Please go to Access to Your Records (hyperlink to page 3) for information on how to make a request.
5. Can my family see my health information?
Your right to access your health information does not automatically extend to your family members and/or friends. If you consent to let a friend or a family member see your health record, then the friend/family member may access the part(s) that you have consented to let them view.
6. What if I am unable to give consent?
If you are unable to give consent for a friend or family member to access your health information due to reasons of competency or consciousness, the consent decision will be appointed to an Alternate Decision Maker who can act on your behalf. This person may be a proxy named in a Health Care Directive or a spouse or parent. The person who will act on your behalf must make decisions based on their belief of what you would wish done if you
were able to decide.
7. Can PMH employees access my health record?
Access to your health information is only allowed where the employee requires the information to provide treatment or care to you or as a requirement as part of their job. For example, some information is taken from your health record, for statistical purposes, and sent to Manitoba Health. All PMH employees are bound by a strict confidentiality agreement, which is signed as a condition of employment. This agreement requires that employees only
access information on a need-to-know basis.
8. Can my family physician access my PMH health information?
PMH does release information to your family physician so that they may continue to provide health care to you.
9. When I called the hospital to see how my family member is doing, the PMH employee could not describe what the problem with my family member was or their condition. Why is that?
When you call, employees may have no way to verify that you are who you say you are. Therefore, in order to protect the privacy of the patient or resident, only a minimal amount of information is given out over the phone. PMH employees will not release any information if your family or friend has requested that no information be released.
10. Many areas of the hospital are open and I can sometimes overhear employees talking to patients or family about health information? Is that a breach of patient privacy?
There are situations where the location or circumstances make it difficult for employees to have a private conversation. All employees make every effort to discuss health information privately. Should you overhear information about one of our patients, please respect their privacy and do not repeat this information.
11. How long is my PMH health record stored?
PMH records are retained for various time periods that are determined by the type of program, PMH Policy, and applicable law.
PMH has designated Privacy Officers who are responsible for dealing with requests from individuals who wish to examine and/or copy their health information and for ensuring the region complies with the requirements of the Personal Health Information Act (PHIA).
Contact a PMH Privacy Officer in your area:
Regional Manager, Access & Privacy - Nickie McGregor
Deloraine Satellite Office - c/o Privacy
Box 447 - 119 Kellet Street South
Deloraine, MB R0M 0M0
Access and Privacy Coordinator - Patti Schidlowsky
Tri-Lake Health Centre – Privacy M147
Killarney, MB R0K 1G0
Regional Manager, Health Information Systems - Chantelle Zamonsky
Brandon Regional Health Centre – N166
150 McTavish Avenue East
Brandon, MH R7A 2B3
Manager, HIS South - Diane Merrett
Virden Health Centre – c/o Diane Merrett
PO Box 400
Virden, MB R0M 2C0
Diane is responsible for the following sites:Baldur, Boissevain, Carberry, Deloraine, Glenboro, Killarney, Melita, Reston, Rivers, Souris, Treherne, Virden, Wawanesa
Manager, HIS North/East - Rachel Casavant
Dauphin Regional Health Centre– c/o Rachel Casavant
625 3rd Street SW
Dauphin, MB R7N 1R7
Rachel is responsible for the following sites: Dauphin, Erickson, McCreary, Minnedosa, Neepawa, St. Rose, Winnipegosis
Manager, HIS North/West - Rhanda Caruk
Swan Valley Health Centre
PO Box 1450
Swan River, MB R0L 1Z0
Rhanda is responsible for the following sites: Birtle, Grandview, Hamiota, Roblin, Russell, Shoal Lake, Swan River
Access to Records
The Personal Health Information Act (PHIA)
How do you get a copy of your health records?
If you have been a client of PMH you can request access to your health information by submitting a written request to a PMH Privacy Officer.
- The completed and signed form may be faxed or mailed to a designated Privacy Officer.
What information should your request include?
If you are unable to print the above form, you may submit a written request to a designated PMH Privacy Officer. Your request must include the information listed below:
- Full name
- Date of birth – use abbreviations for the month (e.g. Jan)
- PHIN – 9 digit
- Mailing address
- Telephone number(s)
- Identify the facility or program and community that your services were provided
- Type of information you are requesting
- Time period the information is from
- Date of the request
- Your signature
Frequently Asked Questions Regarding Access:
1. How do I request access to my health information while I am still a patient, client, or resident within the region?
When you are a patient or client within PMH you may ask your healthcare provider to see or receive a copy of your information. If your request involves a large amount of information or is not available to the healthcare provider you will be required to contact a PMH Privacy Officer.
Prior to viewing your health information you may be asked to provide a proper form of identification to protect the privacy of this information.
2. Does it cost anything to request my health records?
If your request is to have information sent to another physician or health care provider, there is no charge. If you are requesting to view your record or obtain copies of your record, there is an administrative fee and photocopy charge.
3. How soon will I be able to view or receive copies of my information?
When PMH receives your request, your health record will be reviewed and you will be contacted within:
- 24 hours if you are an inpatient in a hospital
- 72 hours if you are a resident in a personal care home; or are receiving community or outpatient services
- 30 days if you are not currently receiving care
4. What if I want my records released to another individual?
- If you would like your information provided to another health care provider who will be providing care to you, we can send this information to them at your request.
- If you would like the information released to family, a lawyer, police, or any other person who will not be providing care to you, we will require that you provide us with an original signed consent form.
- A PMH consent form is available for you here.
5. How do I obtain records on an individual who has deceased?
To obtain records on a deceased individual, we require a Request to Access Personal Health Information form signed by the personal representative (e.g. executor/executrix) prior to providing access to the information. The form is available for you here.
6. How do I obtain records on an individual who is not capable of providing consent?
PMH has an Alternate Decision Maker policy. Health care decision making authority, for the purposes of this policy, include decisions related to health care intervention, as well as authority to access or consent to disclosure of personal health information, on behalf of the client. It is the Alternate Decision Maker who acts on behalf of the client who can authorize access to, or disclosure of, the client’s record.
Establishing the Alternate Decision Maker:
The hierarchy in this policy is reviewed sequentially by the health care providers to determine:
- who is legally authorized to exercise the rights of a client
- when does the alternate decision maker’s authority take effect, and
- to what extent the alternate would have authority
Part of this determination is verifying the scope of the alternate decision maker’s authority to act on the client’s behalf by reviewing legal documents, where applicable, and to ensure the authority includes health care decision making. For example, a Power of Attorney (POA) is often limited to having authority to manage financial and legal affairs only and does not include language about having authority to make decisions related to health care. The POA must not be considered a legal authority in this circumstance.
Once the legal authorities in the hierarchy are exhausted, a hierarchy of nearest relatives is then considered for decision making on behalf of the client.
Access to Records
Freedom of Information and Protection of Privacy Act (FIPPA)
The Freedom of Information and Protection of Privacy Act (FIPPA) provides you with the following rights:
the right of access to your personal information maintained by Prairie Mountain Health (PMH),
the right to request a correction to any information maintained about you by PMH, and
the right of access to information in records maintained by PMH.
FIPPA also protects your personal information. It establishes rules for how we are permitted to collect, use and disclose your personal information.
FIPPA does not apply to information contained in health records/medical records. For information about accessing your personal health information, refer to our section entitled Access to Records - Personal Health Information Act (PHIA).
Requests for access to information under FIPPA are managed centrally within PMH by the Access and Privacy Program.
If you would like more information about your rights under FIPPA, you can contact the Regional Manager – Access and Privacy at:
Deloraine Satellite Office - c/o Privacy
Box 447 - 119 Kellet Street South
Deloraine, MB R0M 0M0
How to Request Records Maintained by PMH:
Complete the application form to access information in records held by Prairie Mountain Health. Describe the information you wish to access as clearly and as specifically as possible. Include your name, address and telephone (or fax) number. Remember to sign the form. Mail or fax the application to the PMH Access and Privacy Program.
Mail or fax the application to the PMH Access and Privacy Program at:
PMH Access and Privacy Program
Souris Regional Office
PO Box 626
Souris, MB R0K 2C0
For more information about FIPPA, click here.
Instructions for Educational Institutions
Prior to work placement or practicum within Prairie Mountain Health, students are required to complete the Personal Health Information Act (PHIA) and Confidentiality orientation:
2. View the PMH Confidentiality Video
3. Read the PMH Confidentiality Policy
4. Sign the PMH Pledge of Confidentiality
Designation of the student group
Typed student list (to avoid spelling errors)
Cards certifying completion of the orientation will be sent to the school upon receipt of the signed pledges.
***Students are required to have this card on their person when working in PMH facilities***