Electronic Communications & Privacy Policy
Background
Your physician(s) at Kelowna Gastroenterology Associates and their officers, employees, agents, representatives, and assigns (your “Physician”) have offered to communicate with you using the following means of electronic communication (the “Services"): email, text messaging (including instant messaging), Facsimile, Telephone and Videoconferencing (including but not limited to Medeo, Zoom, and Doxy), Jotform, and any other electronic communications between you and your Physician.
Your Physician is also required to comply with certain privacy laws. The following sections of this form is your acknowledgement and consent to our Privacy Policy and use of electronic communication services to complete your consultation and care with your Physician. Collectively this form provides your consent to our Privacy Policy and use of electronic communication services, our Access to Pharmanet Terms and our General Terms And Conditions (collectively our "Terms of Service").
Acknowledgement and Agreement of our Privacy Policy
You acknowledge that you have read and fully understand the risks, limitations, and conditions of use related to our collection, use, and disclosure of your personal information, which is published in our Privacy Policy at the bottom of our website at www.kelownagi.ca and may be updated from time to time on our website.
Acknowledgement and Agreement of Electronic Communications
You acknowledge that you have read and fully understand the risks, limitations, conditions of use, and instructions for the use of the Services more fully described in this form. You understand and accept the risks outlined in this form. You consent to the conditions and will follow the instructions outlined in this form.
You acknowledge and understand that despite recommendations that encryption software is used as a security mechanism for electronic communications, it is possible that communications with your Physician using the Services may not be encrypted. Despite this, you agree to communicate with your Physician using these Services with a full understanding of the risk.
You acknowledge and understand that either you or your Physician may, at any time, withdraw the option of communicating electronically through the Services upon providing written notice. Any questions you had have been answered.
Risks of Using Electronic Communication
Your Physician will use reasonable means to protect the security and confidentiality of information sent and received using the Services. However, because of the risks outlined below, your Physician cannot guarantee the security and confidentiality of electronic communications and:
- Use of electronic communications to discuss sensitive information can increase the risk of such information being disclosed to third parties.
- Despite reasonable efforts to protect electronic communication's privacy and security, it is impossible to completely secure the information.
- Employers and online services may have a legal right to inspect and keep electronic communications that pass through their system.
- Electronic communications can introduce malware into a computer system, potentially damaging or disrupting the computer, networks, and security settings.
- Electronic communications can be forwarded, intercepted, circulated, stored, or changed without the physician's or patient's knowledge or permission.
- Even after the sender and recipient have deleted copies of electronic communications, backup copies may exist on a computer system.
- Electronic communications may be disclosed in accordance with a duty to report or a court order.
- Videoconferencing using services such as Skype or FaceTime may be more open to interception than other forms of videoconferencing.
If email or text messaging is used as an e-communication tool, the following are additional risks:
- Email, text messages, and instant messages can more easily be misdirected, resulting in an increased risk of being received by unintended and unknown recipients.
- Email, text messages and instant messages can be easier to falsify than handwritten or signed hard copies. It is not feasible to verify the true identity of the sender or to ensure that only the recipient can read the message once it has been sent.
Conditions of using the Services
- While your Physician will attempt to review and respond in a timely fashion to your electronic communication, your Physician cannot guarantee that all electronic communications will be reviewed and responded to within any specific period of time. The Services will not be used for medical emergencies or other time-sensitive matters.
- If your electronic communication requires or invites a response from the Physician and you have not received a response within a reasonable time period, it is your responsibility to follow up to determine whether the intended recipient received the electronic communication and when the recipient will respond.
- Electronic communication is not an appropriate substitute for in-person or over-the-telephone communication or clinical examinations, where appropriate, or for attending the Emergency Department when needed. You are responsible for following up on the Physician’s electronic communication and for scheduling appointments where warranted.
- Electronic communications concerning diagnosis or treatment may be printed or transcribed in full and made part of your medical record.
- Your Physician may forward electronic communications to staff and those involved in delivering and administering your care. Your Physician might use one or more of the Services to communicate with those involved in your care. Your Physician will not forward electronic communications to third parties, including family members, without your prior written consent, except as authorized or required by law.
- You agree to inform Your Physician of any types of information you do not want sent via the Services, in addition to those set out above. You can add to or modify the above list at any time by notifying the Physician in writing.
- Some Services might not be used for therapeutic purposes or to communicate clinical information. Where applicable, the use of these Services will be limited to education, information, and administrative purposes.
- Your Physician is not responsible for information loss due to technical failures associated with your software or internet service provider.
Instructions for communication using the Services.
To communicate using the Services, you must:
- Reasonably limit or avoid using an employer’s or other third party’s computer.
- Inform your Physician of any changes in your email address, mobile phone number, or other account information necessary to communicate via the Services.
If the Services include email, instant messaging and/or text messaging, the following applies:
- Include in the message’s subject line an appropriate description of the nature of the communication (e.g. “prescription renewal”), and your full name in the body of the message.
- Review all electronic communications to ensure they are clear and that all relevant information is provided before sending them to the physician.
- Ensure the Physician is aware when you receive an electronic communication from the Physician, such as by a reply message or allowing “read receipts” to be sent.
- Take precautions to preserve the confidentiality of electronic communications, such as using screen savers and safeguarding computer passwords.
- Withdraw consent only by email or written communication to the Physician.
- If you require immediate assistance, or if your condition appears serious or rapidly worsens, you should not rely on the Services. Rather, you should call the Physician’s office or take other measures as appropriate, such as going to the nearest Emergency Department or urgent care clinic.
Consent to Access PharmaNet
Background
The Province of British Columbia has established the provincial pharmacy network and database known as “PharmaNet”
Patient Acknowledgement and Agreement
You authorize your Physician to access your personal health information contained within PharmaNet for the purpose of providing therapeutic treatment or care to you or for the purpose of monitoring drug use by you. You understand that withdrawal of this consent must be in writing and delivered to the above-named physician.
General Terms and Conditions
Background
Our goal is to provide quality medical care for all of our patients. In order to do so, we have implemented medical office policies. These policies enable us to better treat you and your family. Our office hours and days may change without notice. If you do not agree to our office policies at any time, please feel free to find another gastroenterologist that can provide you with the care you need, and we will be happy to transfer your medical files. By agreeing to these General Terms and Conditions, you acknowledge that you agree to the below-outlined policies.
Appointments
Our office appointments may be phone/virtual based, or office appointments may be booked at your Physician's discretion.
Late Cancellations and No-Shows
Out of courtesy to our team and other patients, please call us 24 hours in advance if you are unable to make your scheduled appointment. You may be charged $100 for a cancellation made within 24 hours or a no-show for your appointment.
Behaviour with our Team
Our staff deserve the same courtesy and respect towards them as they provide our patients. Therefore, we will not tolerate any rude or aggressive behaviour. Rude or aggressive behaviour will result in you being asked to leave and, if necessary, the RCMP being called.
Uninsured Care
If you need medical forms to be filled out by your Physician, please be aware that MSP does not pay for these to be completed. Please inform our receptionist of any medical forms needing to be filled out, and you must make full payment prior to seeing your doctor. All forms will be charged based on the BC medical association's uninsured care fees, please visit their website for more information.
Limitation of Liability
We will not be liable to you or any third party in relation to these Terms of Service for any cause whatsoever, to the extent permitted by law. You accept and agree to these limitations. Specifically, you waive all claims you may now, and in the future, have against, and release and discharge from all liability, your Physician, with respect to any and all liability, costs (including legal costs), claims, damages, demands, actions and causes of action of whatever kind which might arise from or in connection with these Terms of Service to the extent permitted by law.
Age of Consent
If you are under the age of majority, you confirm that both you and your guardian(s) have reviewed our Terms of Service and, to the extent required by law, your guardian(s) has read, understands, and agrees to each and every term of these Terms of Service on your behalf.
Confidentiality and Privacy
We understand your confidentiality's importance, and we must comply with all applicable laws to maintain this privacy. All information between you and your Physician is confidential. If you wish to release this information to other healthcare providers, please provide us with their release of record form to do so.
Termination of the Physician-Patient Relationship
There must be a mutually respected Physician-patient relationship to provide quality health care for our patients. If this relationship is in question for any reason, you may be dismissed from our care.