Thank you for trusting the Physio-Santé clinic for your physiotherapy, occupational therapy or massage therapy care. You will find below the details of our privacy policy to which you must consent to access our services.

1. Objectives of the privacy policy
2. Methods of obtaining consent
3. Collection of personal information
4. Use of personal information
5. Retention of personal information
6. Sharing of personal information
7. Access and protection of personal information
8. Purposes data processing
9. Right to withdraw consent
10. Responsible for the protection of personal information at Clinique Physio-Santé

1 – Objectives of the confidentiality policy
Clinique Physio-Santé undertakes, in accordance with Law 25 which was adopted on September 22, 2022, to protect the personal information of its customers and to inform them of the means undertaken. to protect this information.

2 – Methods of obtaining consent
During your first call to the clinic, your express consent (with the clinic employee as a witness) will be requested over the telephone for the collection and storage of your personal information. During your first meeting at the clinic, you will be invited to sign our consent to the collection and retention of your personal information, which we will keep on our internal servers in our personal information register (required by the Access Commission to information).

3 – Collection of personal information
We only collect the personal information required by our professional order to identify an individual: Last name and First name, Date of birth, postal address, e-mail address.

When making your first appointment (by phone call or online on our website via the GOrendezvous platform) your personal information allowing you to be identified will be requested (see above)

When you arrive at the clinic before your first appointment, you will be invited to complete the file opening form which will confirm the personal information allowing you to be identified, as well as certain diagnostic information: List of medications, current diagnosis, injuries/ previous illnesses that may have a direct or indirect link with the current condition. The therapist with whom you have the first appointment will review the form you have completed with you and add elements to it based on your answers to their questions.

4 – Use of personal information
The main purpose of our collection of personal information is to open a client file and provide rehabilitation care (physiotherapy, occupational therapy) or massage therapy.

The personal information that we collect makes it possible to identify the person and the diagnostic information makes it possible to offer adapted, personalized and safe care for the client.

Personal information also makes it possible to identify you and communicate with the paying agency responsible for your file (example: CNESST, SAAQ, private insurer, etc.), if applicable, or communicate with a third party authorized in advance on your part. (doctor, employer, pharmacist, healthcare professional).

5- Retention of personal information
We use the GOrendezvous platform to manage schedules and client files. On this software developed by Quebecers are kept some of your personal information allowing you to be identified (Last name, First name, telephone number, email address, date of birth). A detailed page on the GOrendezvous website explains their approach to complying with Law 25: https://blog.gorendezvous.com/la-loi-25-comment-y-adherer

Active patient files (less than one year since the date of the last professional service rendered) are kept in paper format. After more than a year without consulting at the clinic, we are digitizing the paper files to keep them on our locally hosted server, with access restricted by password.

Prodf is the software we use to communicate with the CNESST. On this software are kept your personal information and your diagnostic information on the reports that we send to them. (See #6 for more details)

Dynacom is our accounting software where some of your personal information allowing you to be identified is kept (Last name, First name, telephone number, email address, date of birth). This data is stored locally on the clinic’s server.

6 – Sharing of personal information
Your authorization to share your personal information and diagnosis with the paying agency in charge of your file will be requested on the consent form during the initial appointment. A refusal to this element means that we will not be able to offer you services taking into account the requirements of the paying agencies (eg: CNESST, SAAQ, private insurers, etc.)

For clients whose services are paid for by the CNESST, we need to communicate with the latter the personal information allowing the person to be identified (Last name and First name, date of birth, address, health insurance number, diagnosis) and the CNESST medical reports through the ProDF transfer software or by fax. Subsequently, a progress report will be requested from them on an ad hoc basis which will include the subjective and objective data of our evaluations, as well as the same personal information mentioned above. These documents are kept on the ProDF transfer servers.

For clients whose services are paid for by the SAAQ, we need to communicate with the latter the personal information allowing the person to be identified (Last name and First name, date of birth, address, diagnosis, SAAQ claim number) and SAAQ medical reports by fax or via the SAAQ’s secure email platform. Subsequently, a progress report will be required from them at each end of the processing tag which will include the subjective and objective data of our evaluations, as well as the same personal information mentioned above. This document will also be sent by fax or secure email.

For private insurers, we need to communicate to them the personal information allowing the person to be identified (Last and First name, date of birth, address, diagnosis, file number) and the required physiotherapy reports by fax or email. secure.
For any other third party (doctor, employer, healthcare professional, etc.), we prioritize hand-delivery of reports/documents through the client directly. Otherwise, we communicate by fax or secure email. This type of communication is always done with the verbal consent of the client at each occurrence (in addition to the written consent signed a priori at the initial appointment).

7 – Access and protection of personal information
As mentioned above (see #5), digitized client files are hosted locally on our password-protected internal server. Only clinic employees present on company premises may have access to client records.
Only clinic employees can access paper files.

8 – Purposes of data processing
Our code of ethics stipulates that we must keep our clients’ files for a period of 5 years, starting from the date of the last professional service rendered. Patient records will therefore be destroyed beyond this date, unless the client consults the clinic again during the 5-year period.

9 – Right to withdraw consent
You have the right at any time to withdraw your consent to the collection and storage of your personal information. Please note that since the collection of information that we carry out is required by our professional order, we can therefore refuse to offer you services so as not to go against our code of ethics. Since this code of ethics prevails over Law 25, we will have to wait 5 years before destroying your patient file and all the information it contains. However, we may destroy your information in our appointment scheduling software and in our accounting software within 20 days of your request.

10 – Responsible for the protection of personal information at Clinique Physio-Santé.
For any questions regarding the collection or retention of your personal information, please contact Mathieu Jetté by email at clinicphysio-sante@videotron.ca or 819-573-0400.

Last updated on 4-08-2023.