Privacy Policy

At Tricity Pediatrics, we strive to provide our patients with excellent, efficient medical care and services. Every member of our team abides by a strong commitment to protecting patient privacy. This policy outlines the ways we safeguard personal health information and applies to all patient data in our possession and control. This policy was last updated on June 27, 2025, and reflects our adherence to applicable laws, fair information practices, and standards of care.

1. Protecting Personal Information

1.1 Openness and Transparency Tricity Pediatrics values patient privacy and ensures that it is upheld through clear policies and practices. This document explains how we comply with federal and provincial privacy legislation by detailing how personal information is collected, used, and disclosed. Patients are encouraged to contact us with any questions about our privacy practices.

1.2 Accountability Our physicians are ultimately responsible for the confidentiality of patient records under their care. Due to the sensitive nature of personal health information, all staff members at Tricity Pediatrics are required to regularly review and comply with this privacy policy. Staff members who handle personal information must follow strict information management protocols, including access on a need-to-know basis, restricted access to authorized users, and adherence to third-party confidentiality agreements.

1.3 We protect the confidentiality of personal information accessed in the course of care. We only collect, use, and disclose information for care and administrative purposes, or for other purposes as consented to by the patient. We also ensure our staff are educated and trained on privacy protection.

2. Collection, Use, and Disclosure of Personal Information

2.1 Collection of Personal Information We collect only the information required to provide medical care and administrative services. This includes identification and contact details (such as phone number, email, and address), name, date of birth, billing information (including provincial health card number), and health information (medical history and presenting symptoms). We do not collect or use information for unrelated purposes without express patient consent, unless required or authorized by law.

2.2 Use of Personal Information Patient information is used for identification, emergency contact, provision and continuity of care, maintaining historical medical records, health promotion, scheduling, billing, professional obligations, and quality assurance.

2.3 We do not release information to third parties without the patient’s signed authorization.

3. Disclosure of Personal Information

3.1 Implied Consent

By seeking care at Tricity Pediatrics, patients consent to the use of their personal information for the provision of care. This includes sharing relevant health data with other healthcare providers involved in their treatment, including physicians within and outside our clinic.

3.2 Disclosures Without Consent

Certain Disclosures are legally mandated without patient consent, such as billing provincial health plans, reporting specific diseases or abuse, assessing fitness to drive or fly, court orders, or regulatory investigations.

3.3 Express Consent

We require written consent for any disclosure to third parties not involved in care, such as insurance companies or the Workers Compensation Board. All consent forms are attached to the patient’s record.

3.4 Withdrawal of Consent

Patients may withdraw their consent to share personal information at any time. A physician will discuss any potential consequences for care and treatment.

4. Office Safeguards

4.1 Security Measures We employ a range of safeguards to protect patient data. Physical safeguards include restricted office access, keycard or keypad entry systems, privacy screens, and soundproofing. Only electronic records are maintained. Technological safeguards include secured computer systems, encrypted communications, two-factor authentication, firewalls, and anti-virus software. Administrative safeguards include role-based access controls and confidentiality agreements with staff and third parties.

4.2 Confidentiality Agreements All staff must sign a confidentiality agreement as a condition of employment. This agreement affirms their legal and professional responsibility to protect personal information, and the obligation continues beyond the period of employment.

5. Communication Policy

We are mindful of how we communicate personal information and follow specific procedures depending on the method. For telephone communication, we respect patients’ preferences and leave minimal information on voicemail. For faxes, we use a secure, monitored SRFax system that directly imports to our EMR. Email communications are encrypted and protected by firewall and virus software. Mailed correspondence is sealed and marked confidential.

6. Record Retention

We retain patient records as required by law and regulatory bodies. The Canadian Medical Protective Association advises retention for at least 10 years from the last entry date or 10 years from the date a minor reaches age 19. We maintain all records indefinitely in our electronic medical records system.

7. Secure Disposal of Information

When information is no longer needed, it is securely destroyed. Paper records are shredded after being digitized. Electronic records are wiped or destroyed using expert guidance. No health record is deleted before its contents are transferred to the electronic system.

8. Use of SMS Text Messaging

Tricity Pediatrics may use SMS (text messaging) as a communication tool to improve patient care and ensure timely administrative communication. Examples of messages we may send include:

Appointment reminders or confirmations
Notices about scheduling changes, follow-ups, or office closures
General clinic announcements such as vaccination availability

Consent to Receive Messages:

By providing your mobile phone number and opting in, you consent to receive SMS messages from Tricity Pediatrics for the purposes described above.

Privacy Assurance:

Your mobile number and personal information will be used only for the purposes of providing healthcare-related communication.
Your personal information will not be shared with third parties for marketing or promotional purposes.

Message Frequency:

Message frequency may vary depending on appointment activity or specific clinic communications.
You may receive recurring messages depending on your care schedule.

Opting Out and Support:

You may reply STOP to any message to opt out of future SMS communication.
You may reply HELP at any time to receive more information or support regarding our text messaging service.
Standard message and data rates may apply, depending on your wireless carrier plan.

Security Note:

While we make every effort to protect privacy, SMS is not a secure form of communication. Sensitive health or medical information will not be communicated via text.
If you have any questions or wish to change your communication preferences, please contact our front desk staff.

9. Patient Rights

9.1 Access to Information Patients have the right to access their records. Upon request and physician approval, a copy of the record will be provided for a fee of $40, consistent with BCMEA guidelines. Viewing the original record requires staff supervision, and a fee may apply. Requests must be submitted in writing.

9.2 Limitations on Access In rare cases, access may be denied if it could seriously endanger the patient or another individual, or if it involves another person’s confidential information. In such cases, we strive to provide only the appropriate portions of the record.

9.3 Accuracy of Information We ensure patient information is up to date and accurate. Patients may request corrections to their record, which will be documented by annotation and reviewed by the attending physician.

Privacy Complaints If patients have concerns about the handling of their information, they are encouraged to speak with their physician. Written complaints can be directed to:

Attn: Privacy Officer
Tricity Pediatrics
101 – 901 Lougheed Highway
Coquitlam, BC
V3K0J3

Unresolved concerns may be directed to the College of Physicians and Surgeons of British Columbia or the provincial privacy commissioner.