icon, to help answer common questions or help you find your way before and during your hospital visit.Personal Information Banks
A collection of personal information that is organized and can be retrieved by an individual’s name or some other personal identifier.
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
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: Finance
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
Attendance
Description: Records relating to the attendance and scheduling that document hours of work, overtime hours, shift schedules, vacation time, statutory holidays and sick leave. List of Names, pager numbers, home addresses, and personal email addresses.
Department: Common
Employee Information
Description: Records relating to an individual’s employment at the Health Centre. May include items such as copies of identification, banking information, hourly rate, photocopies of degrees and diplomas, performance appraisals, benefit amounts and beneficiary information and employee emergency contact information as examples.
Department: Human Resources
Employee / Labour Relations
Description: Records relating to employee and labour relations issues that arise out of the employment relationship. May include records such as fact finding notes, grievances, employee complaints and outcomes.
Department: Human Resources
Employee Medical Data
Description: Records relating to the medical status, conditions, and recovery of individual Hospital employees.
Department: Occupational Health and Safety Services
Employee Payroll Files
Description: Records relating to individual employees’ pay history profiles. Includes information on rates of pay, hours of work, reported absences, garnishments, pay rate changes, and elected and mandatory payroll deductions for each employee. Records include completed payroll notification forms in respect of newly hired staff, completed benefit enrolment forms, completed federal record of employment forms, tax credit return statements, previous pay adjustment sheets, copies of any court orders, and all supporting correspondence. Please note: records relating to court orders or garnishments are maintained in separate files and the files are closed when the debt is paid or upon expiration of the court order.
Department: Finance (Payroll)
Expense Claims
Description: Records relating to claims for reimbursement for financial expenses incurred in the course of performance of work duties including personal vehicle use, parking, conference attendance, and air travel. Records include expense claim forms, justification for expenses claimed, invoices and receipts.
Department: Common
Incident Reports
Description: Reports relating to incidents occurring in the Hospital or on Hospital property where an individual has been or may have been injured.
Department: Quality, Safety and Performance Excellence
Occupational Health and Safety
Description: Records relating to the Hospital’s Occupational Health & Safety program to support and maintain a safe and healthy workplace.
Department: Occupational Health and Safety Services
Patient Health Records
Description: Record of the care and treatment provided to patients, including surgical, medicine, mental health, women’s and children’s and family health, emergency critical care, clinical support services, laboratory, diagnostic imaging, and paediatrics.
Department: Health Records
Pay Period Processing
Description: Records relating to the administration and processing of employee salary and expense payments during regularly-scheduled pay periods. May include information relating to payroll generation, overriding deductions, year-end payroll reporting, and payroll variance reporting. Documents may include payroll registers, employee expense reports, original and amended T4 statements, SIN, payroll adjustment and variance reports, and all supporting correspondence.
Department: Finance Services
Payroll Deducation Authorizations
Description: Authorizations to make deductions to salary.
Department: Finance Services
Recruitement and Job Competions
Description: Records relating to the recruitment of employee positions at the Health Centre. Records may include job descriptions, job postings, resumes and transfer applications, testing records, interview records,competition lists, reference checks, and any related correspondence.
Department: Human Resources
Workers' Compensation and Disability Management
Description: Records relating to monitoring claims for compensation as a result of personal injuries, illness, or other medical conditions preventing employees from fulfilling regular job duties.
Department: Occupational Health and Safety Services