The Health Information Management Department at St. Francis Memorial Hospital is responsible for the collection, storage and retention of patient health records. It respects and maintains the confidentiality of all patients’ personal health information.
St. Francis Memorial Hospital (SFMH) recognizes that privacy, confidentiality, and security of personal health information (PHI) are fundamental patient rights that must be protected. This includes the right of each individual patient to determine when, how, and to what extent their personal health information is disclosed. Additionally, each patient shall be assured that PHI is secure from unauthorized use or disclosure. Protection of personal health information includes all PHI related to patients, employees, medical staff, students, volunteers, and contractual workers. Staff members are accountable for maintaining the privacy and confidentiality of PHI, as outlined in our policies and procedures both during and after their employment or professional contact with SFMH. Collection, use, access, and disclosure of personal information by staff members is solely on a need-to-know basis to perform job duties.
On November 1, 2004, the Personal Health Information Protection Act (PHIPA) became law. PHIPA is Ontario’s health-specific privacy legislation. It governs the way personal health information may be collected, used and disclosed within the health care system. It also confirms a patient’s right to access one’s own personal health information.
Learn more here: Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A (ontario.ca)
The Freedom of Information and Protection of Privacy Act applies to Ontario’s provincial ministries and most provincial agencies, boards and commissions, as well as community colleges, universities, Local Health Integration Networks (LHINs) and hospitals (as of January 1, 2012). The Act requires that the government protect the privacy of an individual’s personal information existing in government records. It also gives individuals the right to request access to government- held information, including general records and records containing their own personal information.
Learn more here: https://www.ontario.ca/laws/statute/90f31
At St. Francis Memorial Hospital, we are committed to protecting the privacy of our patients and the confidentiality and security of all personal health information that we are entrusted with by our patients. Your personal health information will only be used in compliance with The St. Francis Hospital’s Privacy Policy.
The St. Francis Memorial Hospital and its health-care partners now use EPIC’s health information system. We collect and share your personal health information with other partners so that you get the best care possible, no matter where you get your care within our partner network. We will do so safely, using privacy and security controls to help keep your personal health information safe, meet health-care best practices and keep your care as a top priority. Visit our website to learn more about our health-care partnership and the digital health network.
Personal health information includes any identifiable information about your health or health care history. It can include things like your medical history, details of visits to your doctor, test results or your health number.
We use a variety of technical and administrative privacy safeguards such as confidentiality agreements to protect your personal health information. We also track all access to your personal health information.
All staff are trained to protect patient privacy. Staff are only allowed to access only the information they need to give or support your care. This is required by law and by hospital policies.
Your personal health information resides in Ontario.
Under Ontario’s Personal Health Information Protection Act, hospitals are allowed to use and disclose personal health information for purposes such as providing health care and planning the services patients receive.
Through Epic, we can digitally share health information with the other partner hospitals in real time. When you visit one of the hospital partners, your care provider will have up-to-date information about your health. You only have to tell your health story once, and your care provider has all of the information they need to help you make the best decisions for your care.
Yes. You can limit access to your personal health information for healthcare purposes by asking for a consent directive, also known as a lockbox. There are several kinds of consent directives. You can lockbox your entire record, a specific visit, or a staff member at one of the hospital partners from seeing your record. If you want to add a consent directive, contact the Health Records Department where you normally receive care for more information.
Please note, there are some risks for you to consider when adding a Consent Directive to your record. These risks include:
You may reduce these risks by considering a request for the Consent Directive to apply only to specific individuals or records rather than to your entire chart.
Through MyChart, Epic’s patient portal, you can view your personal health information online, at any time, anywhere. In MyChart you can view test results when they are ready, see future appointments and review other health information. To learn more about MyChart, visit The St. Francis Memorial Hospital website and using the MyChart link on the homepage, or you can contact the Health Records Department. You may also get a copy of your chart by contacting the Health Records Department or by completing this form and submitting it to our facility. To correct something in your health record, talk to your health-care provider at your next visit or contact the Health Records Department for more information.
If you have any questions about the privacy of your personal health information, please contact the Information and Privacy Office: 613-739-6668 or kpietrangelo@sfmhosp.com
SFMH and Microsoft + Nuance DAX Copilot | SFMH FAQs
St. Francis Memorial Hospital (“SFMH”) is introducing the innovative software DAX Copilot. This document is designed to provide you with comprehensive information to ensure your confidence when in use during your healthcare visit.
How does DAX Copilot work?
Using generative artificial intelligence (AI), DAX Copilot securely records clinician-patient conversations during in-person appointments. Once the visit is complete, the conversation is converted into medical notes for the physician to review and finalize. Patients will have access to the notes from the visit through the MyChart patient portal.
What are the benefits of using this technology?
Physicians spend around 10 hours each week on administrative tasks, such as charting after patient appointments. Using Dax Copilot will reduce the time they spend on manual documentation, by an average of seven minutes per encounter, freeing up more time to interact with patients.
It may also allow physicians to see more patients during their clinic time, helping to reduce wait times and increase both access to and quality of care.
Drafting clinical notes using DAX Copilot will also help ensure that no health information between patients and physicians gets overlooked.
What am I consenting to?
Your consent allows the provider to record the conversation, which gets analyzed by DAX Copilot’s generative AI and is converted into a draft clinical note. This draft note is reviewed by a physician before being finalized and added to the patient’s electronic medical chart. Should a patient have concerns with the information, they can request a review if necessary.
You are also consenting to the use of your information to improve the technology. AI systems are constantly learning and improving so they can create better outputs. Rest assured that your data, including any audio recordings, will solely contribute to the training and refinement of the system. The developer of DAX Copilot is required to comply with Canadian health privacy law, ensuring your information is handled with the utmost care and confidentiality.
During the trial period, Microsoft data servers containing information used to help improve the technology will be hosted in the United States. DAX Copilot-obtained information is not sent, processed, or stored outside the US and Canada.
Do I need to consent to this? Is my health information secure?
Your physician will only use DAX Copilot to record your appointment if you provide explicit consent. However, it is your choice. You do not need to agree to the use of Copilot.
After the recording is transformed into a clinical note, it will be permanently deleted from RVH servers and will be inaccessible. You (the patient) can then review the clinical note from your appointment via MyChart.
The developer of DAX Copilot is contractually obligated to keep your information secure and protect against inappropriate disclosure. SFMH has reviewed the company’s privacy practices to ensure patient information is secure.
Is there a plan to expand the use of AI at SFMH in the future?
We are taking a careful and responsible approach to using AI, while everyone continues to learn about the technology. It is important to expand in a way that meaningfully helps clinicians and patients.
AI is used in a few areas of our hospital, including Ambulatory Care and Medical Imaging. For example: our Radiologists use AI imaging platforms in breast imaging and lung screening.
Why is AI used in healthcare?
Like other sectors, there are many benefits to using AI in healthcare. Using AI can help streamline workflows, improve access to and quality of care, and reduce administrative burdens and wait times. It also allows staff to focus more on delivering or supporting patient care, by reducing time spent on manual tasks.
Does DAX Copilot work if there’s more than one provider in the room?
Yes, there can be multiple people contributing to the conversation (ex. a second consulting physician, a POA/family member attending the appointment with the patient), and DAX Copilot will capture the relevant health information and include it in the draft clinical notes.
Only the patient needs to consent to the use of DAX Copilot, as it is the patient’s information that will be recorded and used.
How does DAX Copilot handle “chit-chat” between people?
DAX does a good job at filtering out conversation that isn’t relevant to the medical evaluation taking place. It only records clinical information, so your casual conversation won’t be included in your medical note.
What if I change my mind and no longer want my provider to use DAX Copilot?
Your provider can stop DAX Copilot from recording the conversation at any time. DAX Copilot’s recording can also be restarted if necessary (ex. your provider can restart Copilot to capture any important medical information you forgot to say during the initial recording).
How do I view the note in the MyChart patient portal?
To view your clinical notes, log on to MyChart and click the “Health” tab. MyChart is a secure online patient portal that makes it easy for you to access your health information, at any time. You can access the portal or obtain more information and sign up here: MyChart
Who can I contact if I have questions?
If you have questions about your privacy, contact kpietrangelo@sfmhosp.com.
