Policies

Our clinic policies are designed to protect our patients, physicians and staff. Please ensure you have a look at all of our policies prior to your first visit.

 

PHYSICIAN SCHEDULING

Most physicians use 15 minute appointment slots for routine visits, and 30 minute visits for longer appointments such as complete physical exams, Driver’s License exams, complex care planning sessions, and individual counselling visits. These longer visits have to be requested ahead of time or will not be possible due to scheduling.

 

NO SHOW POLICY

We have a ‘No-Show’ policy regarding patients who fail to show up for scheduled appointments without canceling ahead of time.  This policy is an unfortunate necessity, as last year hundreds of appointments were not attended by patients who were booked into our clinic. This prevents other patients from getting more timely access to medical care.  Therefore, we will be sending out a letter to patients who miss two appointments as a gentle warning, but after that we will have to send out bills for $25 for further missed appointments. Missing longer appointments such as complete physical exams, complex care plans, and counselling visits may result in larger ‘No-Show’ bills.

 

COUGH AND MASK POLICY

We strive to protect the health of our patients.  That is why we request that all our patients who have a cough, fever, active sneezing or could be contagious for any reason need to disinfect their hands and wear a mask upon arrival to our office before checking in at the front desk.  We have hand sanitizer and masks at the entrance to our clinic for this purpose.

 

FRAGRANCE FREE ZONE

Our clinic is a fragrance free zone. This includes perfumes and scents as well as wafts such as marijuana and tobacco. Patients who smoke heavily, especially in enclosed spaces or in the car before their visit create an unpleasant atmosphere in the waiting and exam rooms. It can trigger lung symptoms in other patients and our staff. 

 

ILLNESS IN UNVACCINATED CHILDREN AND ADULTS

We care for many patients who are elderly and/or immune compromised here on Denman Island. Exposure to an illness such as measles, COVID and whooping cough could be deadly for them. Our office should be a safe zone for all patients. You 100 % have the right to make decisions for yourself and your family.  We value your personal autonomy to make decisions about your own body. And above all we want all patients to feel supported at our clinic (including those who may not wish to be vaccinated).  We however do have a duty to protect everyone in our clinic as they rely on us to keep them safe. 

If you or your child is unvaccinated (standard childhood vaccination schedule) and are ill, we will see you at the end of our clinic day to avoid potential exposure of serious illness in the waiting room.

 

ABUSE OR VIOLENT BEHAVIOUR

Denman Island Medical Clinic has a ZERO TOLERANCE policy towards abusive, threatening, or violent behavior. Anyone displaying such behavior will be asked to leave the premises immediately.

Behaviors that will not be tolerated include (but are not limited to):

  • Intimidating, harassing, or verbally abusing staff or other patients

  • Possessing firearms, weapons, or items intended to cause harm

  • Making threats of violence by phone, email, letter, voicemail, or any other form of communication

  • Physical assault or threats of bodily harm

  • Verbal threats to harm another person or damage property

  • Damaging clinic equipment or property

  • Menacing, aggressive, or derogatory gestures

  • Racial, cultural, or other discriminatory remarks

If you are unsure what constitutes abusive or violent behavior, don’t worry—we will let you know.

 

CELLPHONES

We welcome you to use your cell phone in silent mode in the waiting room. Please take calls outside. Please do not answer calls while in the exam room.

 

OPIOIDS PRESCRIBING

The College of Physicians and Surgeons has a very clear policy regarding prescribing opioids (aka narcotics).  More information

 

LOCUMS

At times, our regular physician will need to be away from the office for educational training, for the occasional sick day, or just for some rest and relaxation.  During these times we will strive to have other qualified doctors filling in.  We appreciate your willingness to be seen by a locum.  We also ask that if seeing a locum give them a warm Denman reception in effort to recruit permanent doctors.

 

Privacy Policy: Protecting Your Personal Information

At Denman Island Medical Clinic, we are committed to protecting your privacy and safeguarding your personal health information. Personal information includes any identifying details about you, such as your contact information, billing information, or physical and mental health records.

All staff and physicians working at our clinic are required to adhere to the privacy protections outlined in this policy.

This policy has been developed in compliance with the British Columbia Personal Information Protection Act (PIPA), which sets out the rules for how organizations such as ours may collect, use, disclose, store, and retain personal information.

If you have questions about our privacy practices, please contact your physician, one of our staff, or email complaints@denmanIslandmedicalclinic.ca.

Collection, Use, and Disclosure of Personal Information

What information do we collect?

We collect personal information that allows us to identify you and provide safe, effective medical care. This includes:

  • Identification and contact details (name, address, date of birth, phone number, emergency contact, etc.)

  • Billing information (provincial health plan and/or private insurance details)

  • Health information (medical history, symptoms, test results, diagnoses, treatment plans, prescriptions, allergies, and other relevant health records)

Why do we collect this information?

We collect only the information needed to:

  • Confirm your identity

  • Provide you with medical care

  • Administer services and manage your health record

  • Communicate with you about your care

We do not collect or use your information for any other purpose without your consent, except where authorized by law.

When and to whom do we disclose your information?

  • Implied consent for care: By seeking care at our clinic, you provide implied consent for your information to be used by our team to provide medical services.

  • Other health care providers: We may share your information with other providers involved in your care (e.g., specialists, pharmacists, lab technicians, physiotherapists).

  • Disclosures required by law: In certain circumstances, we are legally required to disclose information (e.g., billing to MSP, reporting communicable diseases, fitness-to-drive assessments, or by court order).

  • Other disclosures: Any disclosure outside of direct care or legal obligation requires your express consent (e.g., insurance requests, medical exams for employment, participation in research).

Withdrawal of consent

You may withdraw your consent to share personal information at any time, except where disclosure is required by law. Please discuss this with your physician so we can explain the potential impact on your care.

Patient Rights

Access to your records

You have the right to access your medical records in a timely manner. You may request a copy of your records (a minimal fee may apply). Viewing the original file in-office must be supervised by staff to preserve record integrity.

Accuracy of records

We strive to keep your information accurate and up to date. If you identify an error, you may request a correction, which will be noted in your chart.

Limitations on access

In very limited circumstances, access may be denied if releasing information would pose a significant risk to you or another person.

Safeguards

We use physical, technical, and administrative safeguards to protect your personal information against loss, theft, or unauthorized access, use, or disclosure.

Communication practices

We apply privacy protections to all communication methods, including phone, email, fax, and mail.

Record retention and disposal

We retain patient records for at least 16 years, or longer if required by law. When records are no longer required, they are destroyed securely and irreversibly in compliance with the College of Physicians and Surgeons of BC requirements.

Contact & Complaints

If you have questions, concerns, or complaints about how your personal information is handled, please contact us:

Denman Island Medical Clinic
Email: complaints@denmanIslandmedicalclinic.ca

If you are not satisfied with how your concern is addressed, you may escalate your complaint to the:

  • College of Physicians and Surgeons of British Columbia

  • Office of the Information and Privacy Commissioner for British Columbia