Integrated Assessment Record (IAR) Privacy and Security for IAR Viewers

1. Integrated Assessment Record (IAR)Privacy and Security for IAR Viewers <Name of HSP> <Date> <Location>

2. IAR Consent Model There are 2 ways to manage consent in IAR: • HSP-level consent directives • Consent directives that are applied to the assessments collected by your organization • IAR-level consent directives • IAR-level consent applies to ALL assessments stored in IAR • Clients can withdraw their consent for sharing ANY assessments through the IAR, regardless of which HSP conducted the assessment

3. How Consent Works in IAR HSP-A HSP-B HSP-Level Consent Directive Assessment A1 Assessment A2 Assessment B1 Assessment B2 Yes Yes No No IAR Assessment A1 Assessment A2 Assessment B1 Assessment B2 Client No No Yes Yes IAR-Level Consent Directive IAR Level Consent Directive - YES Clinician

4. How Consent Works in IAR (Cont’d) HSP-A HSP-B Assessment A1 Assessment A2 Assessment B1 Assessment B2 HSP-Level Consent Directive Yes Yes No No IAR Assessment A1 Assessment A2 Assessment B1 Assessment B2 Client Yes Yes No No IAR-Level Consent Directive IAR Level Consent Directive - No Clinician

5. IAR Privacy and Security User Requirements • Sign and understand the user agreement • IAR only needs to be accessed when you are providing services to a client • All actions in IAR are logged • Choose a strong password and keep it safe • Inform clients and manage consent • Support client privacy rights • Report incidents

6. Staff Responsibilities for Managing Consent • Inform the client so that they understand what they are consenting to • Obtain the consent • Register and record the consent

7. How to Inform Clients In order for the client to understand what they are consenting to, they must be properly informed. We inform clients by: • <<Insert informing method A>> • <<Insert informing method B>> • <<Insert informing method C>>

8. What to Include When Informing Clients • <<Insert information about WHY you are collecting, using and disclosing their information> • <<Insert information about WHAT types of information you are collecting (e.g., psychiatric history, legal status, etc.)>> • <<Insert information about the types of HSPs you disclose to and how you disclose assessment data in general>> • <<Insert information about what it may mean to the client to have this information collected and used and shared, including positive or negative consequences>> • <<Insert how your staff should tell the client that it is their choice to give or withhold consent>>

9. How to Obtain Consent • <<Insert the steps that your HSP takes to obtain consent as you decided in the Consent Management workshop>> • <<If your HSP uses implied consent, insert where and how staff should note that they informed the client and hearing no objections, assumed consent>> • <<If your HSP uses express consent, insert where and how staff should specifically ask for consent>>

10. Recording and Registering Consent • <<Insert the steps that your HSP takes to record consent in a central location.>> • <<Insert the steps that your HSP takes to register consent along with the assessment.>>

11. Assisting the Client with IAR-Level Consent • If the client requests your assistance in withdrawing consent for sharing all assessments through the IAR, you should: • Provide the client with the toll-free number for the IAR Consent Management Call Centre • Explain to the client the implication of a consent directive in the IAR (willing to share or not willing to share their assessments) • Remind the client that he/she can always change his/her mind, about his/her consent directives by calling the toll-free number

12. Client’s Right to Access The client can: Make a request to you or your organization to obtain a copy of their assessment record Make a request to you or your organization to change their assessment record File a complaint about the privacy practice of your organization Alert your Privacy Officer if you receive these requests 12

13. Your Responsibilities in Managing Client Privacy Rights • <<Insert steps that staff should take if client asks to see assessment>> • <<Insert steps that staff should take if client asks for a correction>> • <<Insert steps that staff should take if client wishes to make a complaint>>

14. Incident ManagementExamples of Incidents Printed patient/client assessment information is left in a public area (e.g., coffee shop) A client’s assessment is faxed to the wrong number Theft, loss, damage, unauthorized destruction or modification of patient records Inappropriate access to patient information by unauthorized users Large amount of IAR records accessed by a single individual in a short period of time (out of the ordinary) User account and password was compromised Network infrastructure affected by malicious users Violation of joint security and privacy policies or procedures 14 14

15. Reporting Incidents If you see or recognize an incident… Example: You found printed assessment records left on a table at the Tim Hortons downstairs …Report it to your Privacy Officer immediately! <Name:> <Phone:> <Email:> 15

16. Contact Information

17. Next Steps • Recorded WebEx Sessions: • IAR Privacy and Security for Clinicians and Case Workers: https://lthcap.webex.com/lthcap/lsr.php?AT=pb&SP=TC&rID=29512617&act=pb&rKey=5480f24eb5a4c080 • Consent Management for Clinicians and Case Workers: https://lthcap.webex.com/lthcap/lsr.php?AT=pb&SP=TC&rID=29389957&act=pb&rKey=055548d52c45cd15 • e-learning: 4 modules • Module 11: Basic Privacy and Client Privacy Rights • Module 12: Informed Consent • Module 13: IAR Privacy and Security • Module 14: IAR Consent