The Protection of Personnal Information at the Régie de l

The Protection of Personnal Information at the Régie de l'assurance maladie du Québec

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he files of the Régie de l’assu- Does the Régie hold the medical Do all employees of the Régie How do insured persons obtain record of insured persons? have access to personal access to information concerning rance maladie du Québec con-information? them? tain information on the identity No. The Régie does not have any medical records as T such, only administrative records. Medical are No. Since this information is confidential, only those To access personal information concerning them, of the persons insured under the kept by the facilities in the health and social services employees who need it as part of their work have insured persons can call, write or go directly to the Health Insurance Plan. This informa- network as well as the health professionals. access to it. In addition, Régie employees have Régie’s client service desk. Measures have also been access only to the specific information required. taken to allow persons with a disability to exercise tion includes the persons’ first and last In other words, the only information in the Régie’s the right to access provided to them by law. possession regarding the health services received names, address, heath insurance and by insured persons is the information needed to pay Insured persons may also apply in writing to the social insurance numbers, date of birth, health professionals. It should be noted that health person in charge of access to documents and the Can insured persons access professionals who ...

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T
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A
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he files of the Régie de l’assu-
rance maladie du Québec con-
tain information on the identity
of the persons insured under the
Health Insurance Plan. This informa-
tion includes the persons’ first and last
names, address, heath insurance and
social insurance numbers, date of birth,
gender, marital status, language of
correspondence, name of spouse and
dependants, if any, along with their
health insurance number. The Régie
also holds information on the health
services received by these persons.
All this information is confidential, that
is to say, it can be disclosed only to the
persons concerned or to someone duly
authorized by them or acting on their
behalf according to law. However, in
very specific cases provided for by law,
certain information may be released to
public bodies without the consent of the
persons concerned.
What is the information kept by
the Régie used for?
The information in the Régie’s possession is used
to issue Health Insurance Cards and check persons’
eligibility for the Health Insurance Plan. This
information is also used to validate the payment
requests filed by the health professionals who
provided services and requests for reimbursement
submitted by insured persons.
Finally, this information serves to document
investigation files, contact insured persons, carry out
analyses and prepare statistics.
Does the Régie hold the medical
record of insured persons?
No. The Régie does not have any medical records as
such, only administrative records. Medical records are
kept by the facilities in the health and social services
network as well as the health professionals.
In other words, the only information in the Régie’s
possession regarding the health services received
by insured persons is the information needed to pay
health professionals. It should be noted that health
professionals who are paid on other than a fee-for-
service basis (salary, remuneration for fixed-duty
periods or lump-sum fees) are not required to indicate
the name of their patients.
Does it cost anything to access
personal information?
No. Insured persons may access the information
concerning them free of charge. Nevertheless, a fee
may be charged for the transcription, reproduction
or transmittal of information.
Can insured persons access
information concerning them?
Yes. According to the
Act respecting access to
documents held by public bodies and the protection
of personal information
, persons registered with the
Régie may access personal information concerning
them. However, access to information on insured
services is restricted by the
Health Insurance Act
to
the following:
• date the service was received
• name and address of the person who provided the
service
• amounts paid by the Régie for the service
• name of the person to whom the amounts were
paid
How do insured persons obtain
access to information concerning
them?
To access personal information concerning them,
insured persons can call, write or go directly to the
Régie’s client service desk. Measures have also been
taken to allow persons with a disability to exercise
the right to access provided to them by law.
Insured persons may also apply in writing to the
person in charge of access to documents and the
protection of personal information. The application
must be sufficiently clear so that the desired
information can be retrieved. Furthermore, given
that health professionals have 90 days to file their
payment requests with the Régie, information
searches related to a service obtained cannot be
performed earlier than four months after the date on
which the service was provided.
Requests for information must be sent to the
following address:
Le responsable de l’accès aux documents et de la
protection des renseignements personnels
Régie de l’assurance maladie du Québec
1125, Grande Allée Ouest
Québec (Québec)
G1S 1E7
Do all employees of the Régie
have access to personal
information?
No. Since this information is confidential, only those
employees who need it as part of their work have
access to it. In addition, Régie employees have
access only to the specific information required.
The Protection of
Personal Information
at the Régie
de l’assurance maladie
du Québec
Ce document est aussi disponible en français.
The information in this pamphlet is neither
exhaustive nor applicable in all cases,
and does not have force of law.
Direction des communications
March 2008
To whom and to which
organizations does the Régie
release the personal information
in its possession?
Here are examples of disclosures authorized by the
persons concerned:
• To authorized insurance companies, the Régie
discloses the Health Insurance Number of insured
persons who received health services outside
Québec
• To the Société de l’assurance automobile du
Québec (SAAQ), the Régie provides certain
information on the insured persons involved in
a motor vehicle accident outside Québec. This
allows the SAAQ to pay for those costs not
covered by the Health Insurance Plan.
The Régie also discloses, without the consent of the
insured persons concerned and subject to certain
terms and conditions, personal information to other
persons and organizations such as:
• the Chief Electoral Officer of Québec, for example,
information pertaining to a change of name,
address, date of birth or gender that applies to
insured persons on the permanent electoral list
• the Ministère de l’Éducation, du Loisir et du Sport,
for instance, the address of ex-student debtors
of the loans and bursaries program who do not
comply with the repayment terms and conditions
of government guaranteed loans
• the Commission de la santé de la sécurité du
travail (CSST) so that the Régie can recover the
fees paid to health professionals for services
rendered as part of the
Act respecting industrial
accidents and occupational diseases
• persons authorized by the Commission d’accès à
l’information to carry out research in the field of
health and social services
Can insured persons be denied
access to personal information?
Yes. The Régie may deny access to personal
information it holds by availing itself of the restrictions
to access rights provided by law. This is the case,
for example, with personal information concerning
third parties. The Régie can also deny applications
for access if they are obviously abusive due to their
number, or their recurring or systematic character. In
the latter case, the Régie must obtain authorization
from the Commission d’accès à l’information.
Can personal information held by
the Régie be corrected?
Yes. When insured persons notice that the
information in the Régie’s possession regarding
them is inaccurate, incomplete or ambiguous,
they can request that it be corrected. The same is
true if they notice that the gathering, disclosure or
consultation an item of information concerning them
is not authorized by law.