icon, to help answer common questions or help you find your way before and during your hospital visit.General Category of Records
Any record that is not considered to be a record in the Personal Information Banks.
Access to Information & Protection of Privacy
Description: Records relating to administration of requests for access under the Freedom of Information & Protection of Privacy Act including requests for correction to personal information, and privacy complaints.
Department: Information Access and Privacy Office
Accounts Payable
Description: Records relating to the processing of payments made by the hospital to the external suppliers of goods and services. May include information on advance payments of expenses. Source documents initiating payments include vendor invoices, payment certificates, cheque requisitions, and miscellaneous transaction data. May also include accounts payable control reports and payment vouchers.
Department: Financial Services
Accident and Incident Reporting
Description: Records relating to the hospital’s reporting of accidents or incidents that have occurred on hospital property.
Department: Common
Accounts Receivable
Description: Records relating to payments received related to chargeable services such as telephone, television, internet, patient accounts not covered by OHIP, and health records.
Department: Financial Services
Agreements and Contracts
Description: Agreements and contracts between the Hospital and organizations or individuals relating to the provision of goods and services, leases , performance of obligations; includes memorandums of understanding.
Department: Common
Banks Statements and Reconcilliations
Description: Records relating to the receipt and use of bank statements and reconciliations. Bank statements provide information on withdrawals from, and deposits into, bank accounts during a specific time and and set out a the current state of the account. Reconciliations compare a bank account’s balance in Hospital’s records with that in the banks’ records and explain any discrepancies. Records include notices of cancelled cheques, copies of financial policies and procedures, and correspondence.
Department: Financial Services
Benefits and Pensions
Description: General records relating to group life insurance, long and short term disability coverage, and extended health and dental benefits, as well as SJHC Pension Plan. Records may include plan documents, benefits coverage statistical reports, and supporting correspondence. The Hospital has arrangements with external carriers to administer benefits coverage.
Department: Human Resources
Capital Budget
Description: Records relating to the management and administration of the capital budget account. The capital budget controls the allocation and appropriation of funds planned to be expended for capital items within a given fiscal year. Records may include budget requests, contractor and hard costs data, and internal charge backs.
Department: Financial Services
Communications
Description: Records relating to communications programs including the Hospital’s website and the intranet, press releases and internal newsletters.
Department: Corporate Communications and Public Affairs
Computer Hardware
Description: Records relating to installation and maintenance of computer hardware.
Department: Information Services
Computer Software
Description: Records relating to computer software which are programs that used with various computer and operating systems.
Department: Information Services
Computer System Applications
Description: Records relating to the development, implementation and support of Hospital computer system applications including resources, technical design, systems development, user requirements, project charters and definitions, and database management. Records may include project management reports, system testing results, implementation schedules and systems documentation.
Department: Information Services
Computer System Implementation & Management
Description: Records relating to the development, implementation and support of Hospital computer system applications including resources, technical design, systems development, user requirements, project charters and definitions, and database management. Records may include project management reports, system testing results, implementation schedules and systems documentation.
Department: Information Services
Computer System Networks
Description: Records relating to the Hospital’s interconnected computing systems and components.
Department: Information Services
Emergency Planning
Description: Records relating to meetings and plans, such as response plans, pandemic plans, and emergency code plans, etc.
Department: Quality, Safety and Performance Excellence
General Human Resources Administration
Description: Records relating to the general and overall administration of the Hospital’s human resources program. May include general information relating to human resources management, processes, systems, and functions. Records may include policies, statistics, and related correspondence.
Department: Human Resources
Inventory
Description: Records relating to the management and tracking of equipment and capital assets, including medical equipment, furnishings. This may include information about the cleaning of medical equipment, file cabinets, desks, and chairs. Documents may include copies of purchase orders, user guidelines, operations manuals, and maintenance and repair history files.
Department: Common
Journal Entries
Description: Records relating to the production and use of journal entries. These documents record the purchase or sale of goods and services, transfer revenue and charges, correct posted transaction errors and other miscellaneous entries.
Department: Financial Services
Meetings
Description: Record of the proceedings of meetings, including minutes of meetings by the Board and committees of the hospital. Documents may include meeting agendas, minutes of meetings, and committee reports.
Department: Common
Operating Budget
Description: Records relating to management and administration of operating budgets for Hospital departments that set out allocations for operating expenses for the fiscal year. This includes budget process procedures, expenditure forecasts, budget submissions and variance reports.
Department: Common
Policies, Procedures, Standards, and Guidelines
Description: Records relating to the production and formal approval of official hospital and departmental policy statements, procedures, standards, guidelines, and manuals.
Department: Common
Public/Media Relations
Description: Consists of records relating to relations between the Hospital and print and electronic media. Records may include planning documents, media clips and clippings, media releases, media contact lists and correspondence
Department: Corporate Communications and Public Relations
Purchasing of Goods & Services
Description: Records relating to the procurement including requests for proposals, quotation requests, requests for expressions of interest, vendor proposals, tenders and evaluations. Records may include specifications, schedules of work and delivery time frames.
Department: Purchasing
Salary Administration and Compensation
Description: General records relating to the Health Centre’s salary program and administration. Records may include salary scales, administrative procedures and related documentation.
Department: Human Resources
Scheduling
Description: Records relating to staff scheduling that includes shift schedules.
Department: Common
Security Programs and Services
Description: Records relating to providing security for patients, visitors, staff, physicians, and volunteers.
Department: Common
Taxation
Description: Records relating to federal and provincial taxes, and other taxation matters.
Department: Financial Services
Telecommunications and Electronic Services
Description: Records relating to the installation, maintenance, operation, and use of telecommunications equipment and systems.
Department: Information Services
Year End Audit Working Files
Description: Records relating to preparation of the year end audit of the Hospital’s financial records.
Department: Financial Services