Restricting Access to Personal Health Information

Sometimes, we share your PHI with people who help take care of you. This is called the “circle of care.” It might include:

• SWPH staff
• Your family doctor
• Another service provider such as a laboratory or a hospital

A lockbox is a way to keep your PHI private. You can choose to:

• Keep one visit private
• Keep all your SWPH records private
• Stop a certain staff member from seeing your information

Unless exemptions apply, SWPH won't override your request unless we have your consent, or in case of an emergency that presents a serious risk.

Locking your PHI might make it harder for your care team to help you. For example:

• They might not have the info they need
• You might have to repeat tests or answer the same questions again
• It could be harder to help you in an emergency

Regardless of a lockbox, your PHI will be shared

• If you direct us to share it with a third party, such as an insurance provider
• If it's needed to stop serious harm to you or someone else
• If there is a mandatory requirement for us to share the PHI, such as in accordance with legislation, to a Ministry, or to Children’s Aid Society
• For billing and payments
• For teaching or improving services
• If there’s a court order
• For approved research
• For health registries like Cancer Care Ontario

We can lock records we hold (paper or electronic).

We can’t lock records held by:

• Your family doctor or other service providers
• A government of Ontario ministry and any service providers they choose to work with

We also can’t lock records about:

• Lab results
• Allergies
• Medication list
• Demographics

Yes. If someone requests access to your PHI, such as by way of a referral, we’ll tell them it’s locked, and that they need your permission to see it.

Step 1: Make an Informed Decision

Contact the Privacy Office to learn about your options and risks. If you don’t want to talk, we’ll make a note.

Step 2: Fill Out the Form

Complete the Lockbox Request Form from the SWPH website. Include:

• What you want locked (which records and from when)
• A copy of your ID/proof if you’re making the request for someone else
• Your signature and the date

A separate request form is required for each person who you're submitting a request for.

Step 3: We’ll Confirm

The Privacy Office will send you a written confirmation of what was locked.

Step 4: Lock Future Visits

Future visits are not locked automatically. You must contact the Privacy Office after each visit to lock your PHI.

Step 1: Make an Informed Decision

Contact the Privacy Office to learn about your options and risks. If you don’t want to talk, we’ll make a note.

Step 2: Fill Out the Form

Complete the Lockbox Request Form from the SWPH website. Include:

• What you want unlocked (which records and from when)
• A copy of your ID/proof if you’re making the request for someone else
• Your signature and the date

A separate request form is required for each person who you're submitting a request for.

Step 3: We’ll Confirm

The Privacy Office will send you a written confirmation of what was unlocked.

If the SWPH Privacy Office can’t help you, you can call the Information and Privacy Commissioner at 1-800-387-0073 or email them for help.