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UPDATED PRIVACY POLICIES & PROCEDURES

​As of September 2nd 2025, the following updates have been made to our privacy policies and procedures:

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Transfer of Medical Records ​

  • ALL requests for the release and transfer of medical records will require a signed consent form that will be available in-clinic (no exceptions). ​

  • Costs will apply for the preparation and transfer of your medical records based on the size of your file and method of transfer; final costs will be determined before release of records. 

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Acknowledgement of Receipt of Medical Records 

  • You will be required to show ID when picking up your requested medical records in-clinic. 

  • If you are sending someone to pick up records on your behalf, please ensure we have your written consent for that person on file (see below) 

  • You will be required to complete an acknowledgement of receipt form at pick-up. 

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Permission to Release Medical Information 

  • We will require written consent prior to the disclosure of any personal health information to family members or friends. 

  • If you are 16 years of age or older, this includes your parents and other family members. 

  • This consent form will be available to complete in-clinic. Please ensure your consent forms are up to date at your next in-clinic visit. 

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AI Scribe Consent Form 

  • We use an AI scribe, Nexus AI, during your appointment. You will be asked to complete an informed consent form at your next appointment in-clinic to document whether you accept or decline the use of an AI scribe in your care. 

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Emails 

  • Personal health information will be released to you via our secure patient messaging portal, Ocean, sent by a link to your email. 

  • Please ensure we have an up to date email on file and that you are using a password-protected and private email account with which to correspond with our clinic. 

  • Please do not send any urgent medical questions to our email address. ​​​​​​

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Patient Privacy &
Virtual Care Information

Your Privacy Matters to Us


At Aria Medical Centre, we take your privacy seriously. We protect your personal health information (PHI) in accordance with Ontario’s Personal Health Information Protection Act (PHIPA).

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We only collect, use, and share your information when it is necessary for your care or required by law.

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You have the right to:

  • Know how your health information is used

  • See your records and ask for corrections

  • Change or withdraw your consent at any time (unless required by law)

 

Virtual Care at Our Clinic
We offer care by telephone or secure messaging.


Before starting, we will explain:

  • What virtual care is and how it works

  • The privacy and security risks (e.g., technical issues, possible interception of data)

  • That you can stop or switch to in-person care at any time

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Important Notes for Your Virtual Visit:

  • We use Ontario Health–verified secure platforms

  • Use a private internet connection (not public Wi-Fi)

  • Use your own device (not work or shared computers)

  • We do not record visits without your consent

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Virtual Care Consent
By agreeing to virtual care, you understand that virtual care may have some privacy and security risks. We take every reasonable step to protect your information, but no system can guarantee complete security. You can choose to stop virtual care at any time.

Use of Artificial Intelligence (AI) in Your Care

What Are AI Scribes?


We may use AI-powered tools—called AI scribes—to help with clinical documentation. These tools listen to appointments (with your consent), summarize key details, and assist in creating accurate and efficient clinical notes.

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This helps your healthcare provider spend more time focused on you and less on paperwork. These tools are being explored and supported for use in Ontario primary care by organizations like OntarioMD and the Ontario Medical Association (OMA).

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As of July 2025, we are using Nexus AI - developed in Canada and supported by federally-funded programs, it assists in transcribing and summarizing patient encounters. This vendor is PHIPA compliant and data is fully encrypted, stored for only 28 hours, then deleted. For more on information on Nexus AI please visit: 

​https://nexusai.wellhealth.ai/faq/

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Consent and Transparency


We will always ask for your express consent before using AI during an appointment—even if it’s just in a pilot or trial capacity.

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You will be informed how your information will be used, who may access it, how long it will be stored, and what your rights are—such as opting out without affecting your care.

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Your Safety and Privacy Are Our Top Priorities


We comply with the Personal Health Information Protection Act (PHIPA), just like with all other tools we use. AI vendors we choose must demonstrate PHIPA compliance, data security, limited data retention, and transparency about data handling.

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You have the right to withdraw from AI-assisted documentation at any time.

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Physician Oversight Remains Paramount


Your healthcare provider reviews and approves all documentation generated by AI before it is added to your medical record—they remain fully accountable (CPSO).

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AI is a support tool, not a replacement for clinical judgment or personalized care.

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Potential Benefits and Limitations


Early studies in Ontario show AI scribes can reduce administrative time by 70–90%, giving providers more time for patient interaction  (cps.sk.ca, OntarioMD).

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That said, these tools may not always capture nuances perfectly, which is why we ensure provider review and accuracy.

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What This Means for You


If AI scribes are used in your care:

  • You’ll be clearly informed and must give consent.

  • You may choose not to participate—and that won’t affect your care.

  • We will continue to safeguard your privacy and treat all information with the same confidentiality standards you expect.

  • Your provider will personally ensure the accuracy and completeness of the records.

 

In Summary


AI tools may help make your care more efficient—but you remain in control. We are committed to using technology responsibly, ethically, and always with your permission and best interests at heart.

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