Directory of Records

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

The Directory of Records, below, 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. Select the most responsible office below for a list of record types.

DOR last reviewed March 2017.

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

Joint Research

Clinical Trials Records

Planning Office

Construction, Redevelopment & Space Planning
Facilities Planning
Correspondence (significant decision making, policy, procedure, programs, events, activities)
Correspondence (transitory, routine)
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 Resources

Volunteer Records

Ininew Patient Services (formerly Weeneebayko)

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