Privacy Policy

The privacy of your personal information as well as your personal health information is important to Roaming Elk Physio Inc. This document describes how we collect, use, and disclose your information. This privacy policy is applicable to all services provided by Roaming Elk Physio Inc.

Personal information relates to identifying factors of an individual including but not limited to name, address, contact information, credit card information, gender, age, ethnicity, political and religious opinions, physical activities, etc. Publicly available information is not considered personal information.

Personal health information relates to data concerning an individual’s physical and mental health including but not limited to medical history, medication list, imaging results, current condition(s) being treated, and other current/previous health services by other health care practitioners. 

Your personal information and personal health information (henceforth referred to as “your information”) is collected in order to treat you effectively and to assist you in reaching your physiotherapy goals. It is also collected in order to invoice you and collect payment from you or your insurance company, process e-transfers or credit card payments (via Square or Bambora), and follow-up in the case of unpaid accounts. 

By partaking in services with Roaming Elk Physio Inc, you are consenting to our use, storage, and disclosure of your information. 

When required, only relevant and necessary information will be released to your insurance company with respect to your extended health care benefits plan (if applicable). 

Your information will not be sold, leased or given to third parties without your consent.

We may send an occasional newsletter with information we think that you may be interested in. If you do not wish to receive these types of communications, you may opt out at any time by replying with “Unsubscribe”. This will not affect your physiotherapy care in any way and you will still receive emails relating to your physiotherapy care and for invoicing purposes.

We collect your information with your consent except in exceptional situations when you may not be able to provide it (i.e. loss of consciousness). We will only release your information with your consent or in the event of an emergency to the necessary authorities (i.e. including but not limited to medical doctor, emergency medical services, or police) and your emergency contact that you listed on your intake forms.

Physiotherapists are regulated by the College of Physiotherapists of Ontario. As part of their regulatory duties for the public’s interest, the College may require an audit of a physiotherapist’s files for the purpose of evaluating the physiotherapist.

We are required by the College of Physiotherapists of Ontario to securely keep records for our patients for at least 10 years from the last date of entry or 10 years after the patient would have turned 18 years old, whichever is longer.

If Roaming Elk Physio Inc was to be sold, the potential buyer is entitled to conduct a review of the business files prior to the purchase being finalised. If this were to happen, the buyer would not be allowed to copy or remove information. Prior to viewing private information, the buyer would have to sign a non-disclosure agreement to keep all information private.

Storage of Personal and Personal Health Information

Your information is stored and protected in accordance with PHIPA policies.

• Data is collected, used, and stored only as needed
• Electronic devices are either under supervision or in a locked or restricted area
• Electronic devices are also password protected and patient software is also password protected
• Electronic information stored on our patient software programs is stored securely, encrypted and backed up safely in Canada in accordance to HIPPA & PHIPA
• Paper information (if applicable) is stored in a locked cabinet
• Our employees have been trained to respect privacy and will only access your information if it is necessary and in accordance with our Privacy Policy

Disclosure of Patient Personal and Personal Health Information

• In accordance with PHIPA, Roaming Elk Physio Inc will not disclose your information except:
• as needed to perform physiotherapy services agreed to by you
• as needed to appropriately bill extended health benefits insurance companies
• as you direct (i.e. to a lawyer or other health care practitioner)
  • a reasonable fee may apply
• as the law may require

You have a right to view your own information, with few exceptions.

• You will be required to sign a release form and provide ID to confirm your identification
• Reasonable time must be given
• A reasonable fee may apply for digital or paper copies
• If you believe that any information is incorrect and can provide documentation to prove this, your files can be amended. This relates to facts but not our professional opinions or diagnoses. 

Please contact Erin Toth, Health Information Custodian, with any questions. roamingelkvirtualphysio@gmail.com