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Privacy Policy at Physio Works Muskoka

Physio Works Muskoka Privacy Policy


WHO WE ARE: Physio Works Muskoka  has three physiotherapists who are Brittany Vandyken, Carolyn Vandyken, and Tammy Darby. We have one Massage Therapist, Miranda Carley. We have one support staff, Jackie Riley. Only the professional/therapist whom is your treating therapist and the support staff will have access to your personal information that you provide to us, and as such are sensitive to the nature and confidentiality of the information disclosed.


Collection of Personal Health Information: With your consent we collect your personal health information directly from you in person, virtually on telerehab on Jane or Embodia, or our online electronic medical system, Jane, or from the person acting on your behalf both verbally, written, virtual and electronic. Examples of the type of personal health information that we collect may include, your name, date of birth, address, health history, medications, records of your visits to Physio Works Muskoka, social history and work history.


Information may be collected by telephone, our electronic medical record system Jane, on telehealth platform called Zoom through Embodia or through Jane, by filling out forms, by personal interview, or as information sent in the form of fax or written letters by other members of your healthcare team to us.


We may sometimes collect personal health information about you from other sources, if we have obtained your consent to do so, or if the law permits.


Uses and Disclosures of Personal Health Information:

Your personal health information will be used and disclosed only for the following purposes:

o To deliver safe and efficient care, including assessment, treatment plans and follow-up care in person or virtually on Zoom on Embodia

o To document changes that occurs over time or with treatment.

o To comply with the regulatory requirements of the physiotherapy profession and to comply generally with the law under the Regulated Health Professionals Act (RHPA), and for the defence of a legal issue as required by law.

o To contact you if needed.

o To invoice for services and collect for unpaid accounts.

o To effectively communicate with other healthcare professionals involved in your care.


Your Rights:

At any time you may access, correct your personal health records, or withdraw your consent for some of the above uses and disclosures (subject to legal exceptions) by contacting our contact person. Our Responsibilities: We take steps to protect your personal health and financial information from theft, loss, unauthorized access, copying, modification, use, disclosure, and disposal. We conduct audits to monitor and manage our privacy compliance. We take steps to ensure that everyone who performs services for us protects your privacy and only uses your personal health information for the purposes you have consented to.


Protecting Personal Information:

We understand the importance of protecting personal information. For that reason, we have taken the following steps:

▪ Paper information is either under supervision or secured in a locked or restricted area.

▪ Electronic hardware is either under supervision or secured in a locked or restricted area at all times. In addition, passwords are used on computers, phones and electronic systems

▪ Paper information is transmitted either through direct line or is anonymized or encrypted.

▪ Electronic information is transmitted either through direct line or is anonymized or encrypted.

▪ Staff is trained to collect, use and disclose personal information only as necessary to fulfill their duties and in accordance with our privacy policy and law

▪ External consultants and agencies with access to personal information must enter into privacy agreements with us and follow the above standards

▪ Telerehabilitation consults through Zoom on Embodia or through Jane are not recorded or stored in any way


Retention and Destruction of Personal Information: We need to retain personal information for some time to ensure that we can answer any questions you might have about our services provided and for our own accountability to external regulatory bodies. However, we do not want to keep personal information too long in order to protect your privacy. We keep our client files for a period of ten years for adults and ten years after a child turns 18 for children in a locked and secured facility at all times. We destroy paper files containing personal information by shredding. We destroy electronic information by deleting it and, when the hardware is discarded, we ensure that the hard drive is physically destroyed. Alternatively, we may send some or all of the client file to our client, if requested and consent is given.


You can look at your Information:

With only a few exceptions, you have the right to see what personal information we hold about you. Often all you have to do is ask. We can help you identify what records we might have about you. We will also try to help you understand any information you do not understand (e.g., short forms, technical language, etc.). We will need to confirm your identity, if we do not know you, before providing you with access. We reserve the right to charge a nominal fee for such requests. If there is a problem we may ask you to put your request in writing. If we cannot give you access, we will tell you within 30 days if at all possible and tell you the reason, as best we can, as to why we cannot give you access. If you believe there is a mistake in the information, you have the right to ask for it to be corrected. This applies to factual information and not to any professional opinions we may have formed. We may ask you to provide documentation that our files are wrong. Where we agree that we made a mistake, we will make the correction and notify anyone to whom we sent this information. If we do not agree that we made a mistake, we will still agree to include our file in a brief statement from you on the point and we will forward that statement to anyone else who received the earlier information.


Contact Us: Our Health Information Custodian is Brittany Vandyken. To contact her with concerns: Tel No: 705-380-0584 Email:

Call or email to book your appointment!

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