Directory of Records

Administration and Governance

Administration – Office of president & CEO

General record description:

• Corporate correspondence
• Leases, agreements and contracts
• Minutes and records of Senior Management and
• Leadership meetings

Administration – Office of chief financial officer & senior vice-president Corporate Services

General record description:

• Records relating to financing, project planning and contracts, shared services entities, corporate insurance policy and claims, expense reports.
• Minutes and records of Audit and Resource Management Committee

Personal information bank:

• ADG02-01 – Administrator On-Call Lists 

• ADG04-01 - Patient Registrations / Admissions
• ADG04-02 - Accounts Receivable & Trust 

Client Relations

General record description:

• Patient incidents and client relations records 

Personal information bank:

• ADG05-01 – Client Relations Files

Decision Support

General record description:

• Balanced Scorecard and Quarterly Dashboard reports on operational and clinical indicators
• Trend analysis reports, laboratory utilization reports, patient satisfaction survey results
• Nursing and Allied Health Workload Data (GRASP)

Medical Staff Administration – Office of the Chief of Staff

General record description:

• Records relating to medical staff credentialing and human resources including budgets, invoices, academic project funding, teaching and research reports, physician time-tracking reports for MOHLTC
• Medical staff bylaws, medical directives 
• Minutes and records of the Medical Advisory Committee and sub-committees

Personal information bank:

• ADG08-01 – Medical Staff Applications

Mission Effectiveness & Religious Services

General record description:

• Records relating to values and mission effectiveness planning
• Religious services planning including Eucharistic celebration schedules, Liturgical calendars of events, memorial services, religious on-call schedules and staffing records

Personal information bank:

• ADG09-01 – Religious Staffing On-Call List
• ADG09-02 – Memorial Services & Spiritual Care Files

Policies and Procedures

General record description:

• Policy and procedure manuals for Administrative, Occupational Health & Safety, Clinical, Infection Prevention & Control, Emergency Plans & Procedures, Nursing, Governance, and Bruyère Village

Privacy and Access to Information

General record description:

• Records relating to Bruyère’s information practices and procedures to protect personal health information in its custody or control, access to general records and personal information, privacy complains and correspondence, and statistics

Personal information bank:

• ADG11-01 – Privacy & Access to Information Requests

Quality, Patient Safety & Risk Management

General record description:

• Accreditation reports
• Patient Safety Rounds schedules and recommendations
• Minutes of internal committees including Quality Management & Mission Effectiveness Committee and Senior Quality of Care Committee

Personal information bank:

• ADG12-01 – Incidents/Critical Incidents

Staffing & Scheduling

General record description:

• Staffing contact information to administer employment relationship and scheduling nursing coverage 

Personal information bank:

• ADG13-01 – Department/Program Contact Lists & Scheduling

Strategic Planning and Partnerships Department

General record description:

• Records related to strategic planning including surveys, environmental scans, trends, statistics, planning sessions, retreats, program planning reports, and minutes of the Community Advisory Committee meetings

Clinical Programs

Health Records

General record description:

• Health records (paper & electronic) for inpatients and outpatients
• Destruction of Health Records logs
• Minutes of Health Records Committee

Personal information bank:

• CLIN01-01 – Health Records (Inpatient &Outpatient)

Pharmacy

General record description:

• Records relating to the dispensing of medications to inpatients and outpatients, including adverse effects, prescriptions and all other relevant documents

Personal information bank:

• CLIN02-01 – Pharmacy Prescriptions Database

Residential Programs

General record description:

• Records relating to residential program operations including agency staffing contracts, resident incident reports, and minutes of internal and external committees for long-term care homes and Bruyère Village

Personal information bank:

• CLIN03-01 – Bruyère Village & Assisted Living Services

Communications & Public Relations

Communications

General record description:

• Records relating to Bruyère’s internal and external communications to stakeholders including presentations, advertisements, signage and media releases

Personal information bank:

• CPR01-01 – Communications & Public Relations

Facilities, Planning and Support

Emergency Preparedness

General record description:

• Records relating to emergency response including staffing requirements, hazard identification, risk assessment and business impact analysis records, emergency exercise reports, crisis communications process

Personal information bank:

• FCL01-01 - Departmental & Emergency Contact Lists

Environmental Services

General record description:

• Records relating to hazardous materials and environmental cleaning procedures, cleaning schedule records, inspection and incident reports 

Facilities Management

General record description:

• Records related to maintenance, operations and development of hospital facilities and grounds including building plans, blueprints, drawings, inspection and preventative maintenance reports, tracking of work orders, construction and renovation contract awards 

Marketed Services

General record description:

• Records relating to agreements and leases with tenants, catering services for special events, and inventory lists 

Security & Parking Services

General record description:

• Records relating to security and parking services including surveillance video, security procedures, risk assessments, incident and fire drill reports, parking rates, manuals, usage and statistics 

Personal information bank:

• FCL05-01 – Video Surveillance Records
• FCL05-02 – Security Records
• FCL05-03 – Parking Services

Finance & Material Management

Finance

General record description:

• Records including, but not limited to financial management and reporting functions including accounting transactions, accounts payable, accounts receivable, reconciliations, financial reports, case costing reports, capital equipment budgets, capital project records, tenant leases, audits, guidelines, standards and accompanying documentation. These may include requisitions, deposit control reports, direct payments and bank transfers, purchase orders, and employee expense records

Material Management

General record description:

• Records relating to procurement processes and activities including procurement development, vendor evaluations, solicitations, bids and contract management. 

Human Resources

Human Resources/Labour Relations and Volunteer Services

General record description:

• Records relating to the management of Bruyère employees, volunteers and students including employment contracts, payroll transactions, employee benefits, staffing and scheduling, investigations and complaints, and French Language Services Plan.
• Records relating to union contract negotiations, collective agreements, certification and accreditation, other union related activities, and minutes of Labour Management meetings

Personal information bank:

• HR01-01 – Quadrant HR Database
• HR01-02 – Grievances & Arbitrations
• HR01-03 – Employee Competitions and Recruitment
• HR01-04 – Human Rights Complaints & Investigations
• HR01-05 – Personnel Records
• HR01-06 – Terminated Employees

Learning & Development

General record description:

• Records relating to education, learning and training activities including participants, bursary information, minutes of Learning Council and Education Subgroup 

Personal information bank:

• HR02-01 – Learning & Education Plans 

Occupational Health & Safety

General record description:

• Records relating to workplace health and safety including employee health records, WSIB files, workplace accident reports, investigations and recommendations, ergonomic assessments, industrial hygiene reports, minutes of internal committees including Joint Occupational Health & Safety Committee

Personal information bank:

• HR03-01 – Occupational Health & Safety Management Records 

Information Services

Information Systems & Telecommunications

General record description:

• Records relating to the maintenance, development and management of Bruyère’s information systems including service contracts and agreements and invoices, back-up systems, email storage, licenses, VPN access requests, project management, system development, training and support

Personal information bank:

• IS01-01 – Systems and Accounts Administration

Medical Affairs

VP Medical Affairs

General record description:

• Records related to the management and operations of medical affairs office, the implementation and management of the electronic patient record (EPR), both internally and at the regional level, affiliation agreements with universities, contracts, financial/expense/budget records
• Minutes and records relating to implementation of the electronic patient record (Champlain Association of MEDITECH Partners) and other internal and external committees 

Personal information bank:

• MED01-01 - CHAMP Team Expenses

Infection Prevention & Control

General record description:

• Records related to infection prevention and control including reports, diagnoses, treatment, isolation status, and documentation on patient follow up and referrals

Personal information bank:

• MED02-01 – Infection Control Records

Research

Research – Bruyère Research Institute

General record description:

• Records related to research projects, funding and development of evidence-based guidance documents. Research Ethics Board (REB) 
• Records related to research including review and approval of research proposals, financial reports, and successful grant applications

Personal information bank:

• RES01-01 – Research Ethics Board Files