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Freedom of Information and Protection of Privacy

Beginning on January 1, 2012, the MICs Group of Health Services (MICs) will be subject to the Freedom of Information and Protection of Privacy Act (FIPPA). MICs has consistently promoted a culture of openness and accountability within the organization and welcome the legislative change. To ensure full compliance with the Act, the Hospital has developed a Freedom of Information Office that will process freedom of information requests and oversee the protection of privacy.

About FIPPA

The Freedom of Information and Protection of Privacy Act has two main purposes:

  • To make public bodies more transparent and accountable by providing individuals with the right of access to government records.
  • To protect personal information from unauthorized collection, use or disclosure by public bodies.

Upon request, the Hospital must provide records subject to limited exemptions as provided in the Act. For more information on the specifics of the legislation, please contact the MICs Freedom of Information Office or the office of the Information and Privacy Commissioner.

Please Note: Personal Health Information cannot be accessed through the freedom of information process. Requests for one's own health records should be completed through the mechanism under the Personal Health Information Protection Act by contacting Health Records.

Making a Request Under FIPPA

When an informal request for information is denied, you can submit a request for information under the Freedom of Information and Protection of Privacy Act. You may also request access to view or change your personal information. Before making a request, please consult the MICs Directory of Records and the Index of Personal Information Banks. This will help you clearly identify the records that you are looking for and may assist you in defining parameters for your request.

Requests must be submitted in writing.

A freedom of information request must include:

  • A detailed description of the records that you seek
  • Reference to the Freedom of Information and Protection of Privacy Act
  • Mandatory $5.00 non-refundable application fee

Requests will not be accepted by e-mail, as every request must be accompanied by the $5.00 fee.

Send your request to:

Freedom of Information and Privacy Office
MICs Group of Health Services
507 8th Avenue
Matheson, ON
POK 1NO

Request Process

  1. The Freedom of Information Office may contact you to clarify your request if you did not provide sufficient detail to enable our Office to identify the record(s) requested.
  2. The Hospital must respond to your request within 30 days, unless a time extension is required.
  3. If the total cost of processing your request exceeds $100, you will be provided with a fee estimate before processing begins and you will be required to pay a deposit of 50% of the total processing costs before MICs begins to process your request. For further information on fees and costs please contact the MICs Freedom of Information and Privacy Office or the Information and Privacy Commissioner.

Appeal Process

You have the right to appeal any hospital decision regarding access of correction to the Information and Privacy Commissioner within 30 days.

Your appeal should be made in writing and sent to:

Information and Privacy Commissioner/Ontario
2 Bloor Street East
Suite 1400
Toronto, Ontario
M4W 1A8

Your appeal letter should include the following:

  • Your name, address and telephone number.
  • Your request number assigned to your request by MICs.
  • A copy of the original request for information that was sent to MICs.
  • The reasons for your appeal.

The appeal must be accompanied by the appropriate fee. Fees vary according to the nature of the request being appealed as follows:

  • $25, if the person appealing has made a request for access to a general record under subsection 24 (1) of the Act.
  • $10, if the person appealing has made a request for access to personal information under subsection 48 (1) of the Act.

If you have any questions about the access or appeal process, please contact the MICs Freedom of Information and Privacy Office or the Information and Privacy Commissioner.

Records Directory

This directory provides a general overview of the information holdings at MICs. If you are seeking access to your own personal information, refer to the Index of Personal Information Banks. A more specific report on the record holdings of the Hospital is contained within the Directory of Records.

Category Description of General Records
Administration and Governance Records relating to the operations and management of the Hospital. General records include Plans, Strategies, Charts, Information on departments and programs, policies and procedures.
Board of Directors Records relating to the operations and management of the Board of Directors. General records include meeting summaries, agendas, and minutes.
Business Office Records relating to financial management functions, including accounting transactions, accounts payable, accounts receivable, reconciliations, financial reporting and policies, procedures, guidelines, and standards and accompanying documentation. General records may include requisitions, deposit control reports, direct payments and bank transfers, records relating to employee expenses and purchase orders.
Capital Projects Records relating to the planning, construction and commissioning of renovations at the hospital. General records include plans, news and other communications.
Clinical Programs Records relating to the quality, safety and accessibility of services offered by the hospital.
Corporate Communications Records relating to MICs communications, initiatives and services. General records relate to special events, public and media relations, publications, and presentations.
Facility Services Records related to the operation and management of the Hospital's facilities and property. General records relate to space planning, maintenance, and environmental control.
Finance Records relating to financial resources of the Hospital. General records may include documents relating to budget planning, income and expenditure, procurement development, vendor evaluations and contract management.
Human Resources Records relating to MICs employees. General records may include job classification, salary ranges and collective agreements.
Information Technology Records relating to the maintenance, development and management of MICs information holdings.
Information and Privacy Office Records relating to the Hospital's compliance with obligations and processes set out in PHIPA and FIPPA.
Meeting Minutes & Agendas Records related to the meetings of various councils, groups and areas to support Hospital operations, services and programs.
Occupational Health and Safety Records relating to occupational health and safety. General records may include statistical data, policies and procedures.
Organizational Quality and Safety Records relating to incident investigations and risk assessments.
Patient Relations Records relating to patient compliments and complaints including monthly and yearly statistics.
Patient Satisfaction Records of statistics collected for quality improvement purposes.

The MICs Directory of Records and the Index of Personal Information Banks are available here:

Directory of Records
Personal Information Banks