I’m Kate Dewhirst.

I’m a lawyer who writes about legal issues affecting healthcare in Canada

Kate Dewhirst Health Law - bringing the law to life. Meet Kate (in 13 seconds)

Health Privacy Update: What happens if you lose a patient record?

Posted by

The Information and Privacy Commissioner of Ontario has issued a new health privacy Decision 86.

A woman contacted a hospital to have access to her deceased son’s health records.   The hospital provided part of the record but notified the requester that part of the paper record was missing.

The requester made a complaint to the IPC.

During mediation, the hospital issued an apology for losing the records and explained how in response to discovering the loss they had followed their breach management protocol. The files were believed to be permanently lost – but there was no reason to believe they were improperly accessed or disclosed. They were likely lost as part of the scanning process from their paper record system to their electronic health records.

The IPC decided not to review the complaint because the IPC found the hospital had adequately:

  • Searched for the records
  • Fulfilled its information management practices
  • Followed its privacy breach protocol
  • Notified the complainant and the IPC of the lost
    records
  • Updated its practices to prevent future similar incidents
  • Consulted with its third party vendor
    responsible for scanning paper records to prevent future similar incidents

Bottom Line: Health information custodians, like hospitals, primary care teams, long-term care homes, pharmacies and community agencies, must protect your health records. You have to take reasonable steps to securely transfer, scan and retain your health records. And…mistakes happen. Your organization may lose records. If you do, you must take steps to address the possible privacy breach that arises. You must notify the affected people. The IPC’s safeguards standard is not a standard of perfection – but you do have to be privacy respectful and diligent in your scanning, storing and transferring records practices.

Next Steps: If you are a health Privacy Officer, and you are looking for a summary of all the IPC’s health privacy decisions, register here for a free download of all of them.

If you are ready to continue on your privacy journey, join me for Privacy Officer training starting April 30 or Advanced Privacy Officer training on June 18th.


If you enjoyed this article please share it:


Previous and next posts from Kate:

Some of Kate’s recent and upcoming events

Team Privacy Training Events

February 1, 11, 12, 27, March 21

For Primary Care clinics and FHTs

Kate trains health professionals from many more primary care organizations how being privacy-respectful can improve therapeutic relationships. more details...

Resilience for Lawyers

February 6, 2019

with Sharon Duffy and the Law Society of Ontario

Legal coaching session getting your goals back on track. More details...

Primary care webinars: Discrimination & Privacy Update

February 7 and March 7, 2019, 12 noon

Part of Kate’s monthly webinar series.

Our February webinar is on avoiding claims of discrimination, and in March get an update on the latest privacy issues.

Full details of the 2019 webinar series and registration here.

Privacy Officer training

April 30 through June 4, 2019

Kate’s specialist training course for Privacy Officers in health organizations.

Open to all health Privacy Officers, as well as those hoping to become Privacy Officers. Full details and registration for Privacy Officer training next spring here...

Advanced Privacy Officer training

June 18, 2019

For experienced Privacy Officers within healthcare organisations.

This one day training course focuses on how to handle difficult privacy situations using real-life (but anonymized) case studies and role-play. Full details and registration here...

Free healthcare privacy webinar - ask me anything!

February 6, 2019 9-10am and
March 6, 2019 4-5pm

Free webinar - advance registration needed

Whether you're an experience privacy officer or new in the field, pick Kate’s brain for free for an hour, in this live webinar. No charge, but you’ll need to register in advance.

Kate Dewhirst Health Law

Kate says:

My mission is bringing the law to life. I make legal theory understandable, accessible and fun! I’m available and love to work for all organizations in the healthcare sector across Ontario and beyond.

Subscribe to my mailing list and keep up to date with news:

Latest Tweets

What is the issue lawyers complain about the most? Time. What should lawyers be thinking about? Time, sure. How to… https://t.co/viubebdJM3

about 1 hour ago


contact details

901 King Street West Suite 400 East Tower
Toronto Ontario M5V 3H5

(416) 855 9557