Who are the decision-makers and subject matter experts (SMEs) that can contribute to the development of the program or service? Who is in a position and has the authority to make the necessary decisions for each organization? Are partner organizations clear about their representatives’ roles and responsibilities? Are partners clear about their organization’s responsibilities? Do the governance mandate, structure and tools support efficient work flow and Is a process for resolving conflict? Establish a governance structure to provide a process for policy approval and implementation. Demonstrate accountability and transparency through clearly defined roles and responsibilities. Ensure partner organizations are represented by individuals with delegated authority to make decisions that will advance the work. Subject matter expertise must come from an information privacy, security and management perspective. Use tools such as terms of reference, protocols, approaches or agreements to support governance. Governance Drafting Notes:
the service meets its targeted goals, objectives and outcomes; align across partner organizations? Program Controls Drafting Notes: Does the performance management plan for the program or service include performance indicators and reporting standards that address information sharing and facilitate ongoing quality assurance? Will the plan help partners manage and improve information sharing governance and accountability, policies, practices, processes and systems? Ensure shared performance measurements point to measurable outcomes.
environment written permission to share their/ the person under guardianship’s personal or health information according to applicable legislation. Note: This document refers only to consent for the disclosure of personal and/or health information. It does not recommend changes to the practice of obtaining informed consent to provide treatment or services. Providers with questions related to consent for treatment should reference their standards of practice or organization’s policies. When is consent needed? Consent is required only when you have no authority to disclose an individual's personal and/or health information without consent. You should be familiar with the legislation, regulations and policies that govern your programs or services to understand when consent to disclose is needed. Is it problematic to use consent when it is not needed? Yes. This puts you at risk if the individual chooses not to provide consent or revokes it mid-stream in program service delivery. This may leave you in a difficult situation where you are unable to deliver a required support to the individual. How does consent to disclose apply to public bodies, such as the Alberta government? Public bodies are governed by the Freedom of Information and Protection of Privacy Act (FOIP Section 40) and often do not require consent to disclose information to provide benefits and services through their programs. When consent to disclose is obtained, they are only permitted to disclose personal information to the extent necessary as outlined. How does consent to disclose apply to custodians governed by the Health Information Act (HIA)? Custodians governed under the Health Information Act (HIA) have a duty to collect, use or disclose health information with the highest degree of anonymity possible, in a limited manner, and must consider any expressed wishes of the individual (HIA s.57 and 58). Do we need a form to get written consent? Yes. Use a consent to disclose form that meets the legislative requirements for all the organizations partnering to provide collaborative, coordinated and/or integrated programs and services. Each partner’s logo should be included on this form. The template on the next page shows the elements that need to be included to be compliant with both the HIA and FOIP. Common Consent to Disclose Form – Template
CONSENT TO DISCLOSE INDIVIDUALLY IDENTIFYING PERSONAL AND/OR HEALTH INFORMATION Authorized by: The Health Information Act (HIA) The Freedom of Information and Protection of Privacy Act (FOIP Act) Client Information: Full Legal Name: Also As: I authorize my individually identifying personal and/or health information related to: to be disclosed by: (name of custodian / public body) In accordance with: HIA s.34 The FOIP Act s.40(1)(d) and section 7(2) of the FOIP Regulation to: (name of recipient / role / organization) for the following purpose(s) and how the information may be used: (description of the information) I understand why I have been asked to disclose my individually identifying information, and am aware of the risks and benefits of consenting, or refusing to consent, to the disclosure of my individually identifying information. I understand that I may revoke this consent in writing or electronically at any time. Effective Date: Expiry date under HIA (if any) Signature of client/authorized representative.* X *If you are signing on behalf of the client, the following information must be provided: Print Name of Authorized Representative:___________________________________ Print Source of Representative’s Authority (HIA s.104 or FOIP Act s.84(1) Health and Safety FAQ How does information sharing support the safety and wellbeing of Albertans? Sharing information appropriately results in increased communication and more informed decision-making. It allows organizations to share personal or health information for case planning to identify critical supports and services that meet the needs of Albertans and their family or caregivers. It enables risks to be managed properly by ensuring organizations are informed about urgent supports an Albertan may require. It also helps identify any health or safety risks the Albertan, staff or others could experience.