Directory of Records

The Directory of Records provides information about the general records held by Hotel Dieu Hospital subject to FIPPA and includes an index of Personal Information Banks.

The Directory (see below) of Records sets out the types of records within Hotel Dieu Hospital’s custody or control. It can give requesters a better understanding of how to frame a Freedom of Information request, whether for general records or for personal information.

DIRECTORY OF RECORDS
Most Responsible Office	Record Type
Chief Executive Office	Bylaws and Special Resolutions Register of Directors Notices under Corporations Act Board of Directors Committee Minutes Executive Committee Minutes Standing Committees of the Board (Resources Planning, Ethics & Values Audit, Quality Improvement, Joint Conference, Nominating, Bd. Membership & Evaluation) Executive Correspondence Accreditation - Hospital Litigation Files
Chief Nursing Executive	Workload Reports Workload Statistics Correspondence (significant decision making, policy, procedure, programs, events, activities) Correspondence (transitory, routine)
Chief of Staff	HDH Medical Advisory Committee Joint Medical Advisory Committee Standing Committees of MAC & Medical Staff Patient Care Committee Minutes other than standing committees of the Board: (e.g. medical records, patient care, infection control, utilization committees) Correspondence (significant decision making, policy, procedure, programs, events, activities) Correspondence (transitory, routine) Physician Appointment Records (Credentials) Physician Applications (rejected) Departmental Assistant Records Nursing Credentials (EC) Nurse Practitioner
Facilities Management	Fire Safety Tests and Inspections Elevator Log Book Service Logs Waste Notices Annual Waste Audits, Manifests Shredding Certificates
Financial Services	Correspondence (significant decision making, policy, procedure, programs, events, activities) Correspondence (transitory, routine) Annual Operating Plan Contracts & Agreements (Government) Insurance Policies - Claims Incurred basis Insurance Policies - Claims Made basis Insurance - Fire General Ledger or other book of final entry Special Contracts or Agreements necessary to understanding entries in the general ledger or other book of final entry Source Documents for financial statements & tax returns (receipts, invoices, vouchers, cancelled cheques, bank statements, deposit slips, cash register slips, credit card receipts, purchase orders, work orders, delivery slips, dockets, emails/correspondence re transaction, tax slips, tax returns, tax work sheets, contracts) Accounts Payable and Receivable Annual Financial Statements (audited) Registered Charity Information Returns Fixed asset vouchers Supporting Documents (Accountants' working papers, appt books, logbooks) Charitable Donation Receipts (duplicates) Charitable Donation Records: 10 year gifts Capital Equipment Record Budget (Operating) Budget Reports Budget (Working copies) Fiscal Advisory Committee Statistical Summeries (Annual) Statistical Summeries (Monthly) GST rebate/refund records Employer Health Tax Records Retail Sales Tax Records OHIP Records Other financial records relating to patient care e.g. admission and discharge forms; patient census; charge slips Land Acquisition and Property Disposal Records Records supporting Acquisition and Capital Cost of Property Litigation Files Insurance Appraisals
Financial Services / Shared Support Services Southeastern Ontario	Commercial Agreements (Patient Care) Commercial Contracts and Agreements (routine) Quotations and Tenders Process
Health Information Services and Patient Registration	Patient Registers (Inpatient, Outpatient, Emergency, OR) Patient Record (medical records, notes, charts and other material related to patient care) Patient Records - Diagnostic Imaging Records Patient Records - Diagnostic Imaging Records (Breast) Narcotic Records, Controlled Drug Records, Outpt Prescriptions Copy of Physician's Orders Release of Information Log Destruction of Patient Records Statements
Human Resources	Correspondence (significant decision making, policy, procedure, programs, events, activities) Correspondence (transitory, routine) Employee Files (current, retired, terminated) Employee Files - Disability Claims Management Employee Payment Records & Books of Account Canada Pension Contributions Employee Time Cards Hiring and Interview Notes Competition Files Employee Records (hours, leave, vacation, wage statements) Miscellaneous Employment Records & Documents (employment offers and contracts, performance reviews, discipline notices, promotions, raises, transfers, job descriptions, complaints, responses and investigation notes) Grievance Settlements Collective Agreements Collective Bargaining Records Employee Complaints and Grievances (routine not part of collective bargaining process)
Information Management	Computer Systems Access and Security Computer Systems Implementation, management, documentation Computer Systems Maintenance
Jeane Mance Foundation	Record of Members Minutes and supporting documents
Joint Research	Clinical Trials Records
Joint Planning Office	Construction, Redevelopment & Space Planning Facilities Planning Correspondence (significant decision making, policy, procedure, programs, events, activities) Correspondence (transitory, routine)
Joint Planning Office / Facilities	Engineering Drawings, Blueprints, Specifications
Kingston Central Ambulance Communications Centre	Call Dispatch Records
Occupational Health and Safety	Employee Health Records Employee Hazardous Materials Exposure Record Workplace Accident/Incident Investigation Records Joint Health and Safety Committee Minutes Occupational Health and Safety Records Infection Control Records
Public Relations	Trusts Records Correspondence (significant decision making, policy, procedure, programs, events, activities) Correspondence (transitory, routine)
Privacy Freedom of Information	(FOI) Requests, Incidents, Investigations
Patient Care Administration	Nursing Committee Minutes (Patient Care Management, Professional Practice Council, Program Manager Council, Nursing Scholarship) Hospital Publications (newsletters, handbooks, guides, manuals, published books, reports) Annual Hospital Reports Open Staff Meetings Report Consents (images, videos, recordings) Publications Mailing Lists Images, videos, recordings Nursing Policy, Procedures Manuals Education & Training, Credentials, Certification (Advance Competencies, Delegated Controlled Acts, Medical Directives) Patient Assignment Sheets Surveys - Patient Care
Public Relations	Position Papers, Briefs, Key Speeches, Presentations, Media Releases (subject matter dictates retention) Hospital Publications (newsletters, handbooks, guides, manuals, published books, reports) Annual Hospital Reports Open Staff Meetings Report Consents (images, videos, recordings) Publications Mailing Lists Images, videos, recordings
Risk Management	Correspondence (significant decision making, policy, procedure, programs, events, activities) Correspondence (transitory, routine) Litigation Files Claims Hospital Policies Accreditation - Hospital Employee Education Record (E-Learning Account) Employee Education History (LMS) Incident Management Records: SAFE Reporting/Unusual Occurrences Incident Management Records: Patient Relations (Feedback Monitor Pro) Incident Management Records: RCA/Case Review
Emergency Management, Planning and Life Safety	Parking Permits IXO Reports Employee Identification (GuardCard) Daily Shift Reports Entry/Exit Logs Patient Watch Reports Disaster Planning & Plans Emergency Manuals
Volunteer Services	Volunteer Records
Weeneebayko Patient Services	Patient Services Record
Central Sterlization	Operative/Sterilization Record Surgery Schedule (PCS copy)
Detoxification Centre	Client Files
Audiology	Hearing Aid Dispensary Record
Child Development Centre	School Health Client files CHRIS Billing
All Departments	Communications Logs (telephone, paging, administrator on call, duty officer) Hospital Committees (Quality Improvement) Hospital Reporting, Routine Statistics Annual Reports, Plans, Studies, Task Forces, Focus Groups, Special Projects, Events Departmental Minutes Employee Records (copies) General Correspondence (transitory, routine) General Corporate Correspondence (significant decision-making, policy, procedure, programs, events, activities) Surveys Material Safety Data Sheet

Personal Information Bank

A personal information bank is a collection of personal information that is organized and capable of being retrieved by an individual’s name or other individual identifier, such as an employee number.

Each Personal Information Bank includes the following elements:

• name and location of the personal information bank
• legal authority for its establishment
• types of personal information maintained in it
• how the personal information is used on a regular basis
• to whom the personal information is disclosed on a regular basis
• categories of individuals about whom personal information is maintained
• policies and practices applicable to the retention and disposal of the personal information.

For the complete listing of Personal Information Banks, please click here

Remember: Some hospital records may already be available to you without making a Freedom of Information Request. Please consult our Public Disclosure Library.