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Privacy Policy

Read through our Privacy Policy. If you have any questions please reach out to us on our contact page.

Privacy Policy

CT CTC collects and uses personal health information about child ren and their families/caregivers to provide the best care possible to our clients. This Centre is committed to ensuring that the privacy of clients and families/caregivers is protected through practices and policies relating to collecting, using, sharing, and storing your child’s and family’s information.

CT CTC collects personal health information about you directly from you or from other sources if we have obtained your consent to do so. Your consent is also obtained to release information to other service providers. At any time, you can withhold or withdraw consent.

Protecting Your Privacy

Privacy practices are guided by principles derived from the Canadian Standards Association (CSA) Model Code for the Protection of Personal Information and are consistent with the Personal Health Information Protection Act (PHIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA).

Uses and Disclosure of Personal Health Information

We use and share personal health information to:

  • Treat and care for your child
  • Conduct quality improvement activities
  • Conduct client satisfaction surveys
  • Comply with legal and regulatory requirements

 

Information is stored in an electronic health record to enhance coordination and timely access to information among therapists involved with your child (Circle of Care).

For More information

If you would like to access or make corrections to your or your child’s personal information, please notify your child’s therapist. If you have questions or concerns regarding our policies and practices concerning confidentiality, please contact the Centre’s Privacy Officer:

Marie Rouleau (705)264-4700 ext.245 or toll free 1-800-575-3210 ext.245

If the Centre is unable to resolve your concerns, you may make a complaint to the Information and Privacy Commissioner of Ontario:

Information and Privacy Commissioner/ Ontario

2 Bloor Street East, Suite 1400 Toronto  ON  M4W  1A8

Telephone  (416)  326-3333   or   1-800-387-3333  Fax  (416)  325-9195

Our Website

CT CTC is also committed to protecting the privacy of those who use our website.

Cochrane Temiskaming children’s Treatment Centre does not systematically collect any information about the identity of individuals searching our website. However, we   anonymously collect information through a report which indicates which pages were visited and how frequently. This information is analyzed to help us develop content that responds to the interests of our website visitors.

We invite you to write us, or from time to time we may ask you to complete a survey about the services we offer online. If you identify yourself in these communications with us, we will never use your words in testimonials that identify you without your explicit prior permission.

Information provided by visitors to our website is only used as needed to fulfill the stated purpose of their requests. We do not disclose, give or sell any personal information about visitors to our website.

Any changes to CT CTC website privacy statement will be posted and explained as soon as they go into effect.

Personal Information

We are not responsible for the content or the privacy policies of the websites to which we link.

CT CTC collects personal information when you donate or request information about making a gift to the Centre.  This information is only used internally for fundraising and communication purposes, as we do not share our information with other organizations.

The Cochrane Temiskaming Children’s Treatment Centre is a bilingual, not-for-profit organization, funded by the Ministry of Children, Community and Social Services.

Phone Number

(705) 264-4700 or TF: (800) 575-3210

Email

info@ctctc.org

Address

733 Ross Avenue East, Suite 1
Timmins ON, P4N 8S8

Proud Member of Empowered Kids Ontario

The external resource links are provided for informational purposes only.  Cochrane Temiskaming Children’s Treatment Centre is not responsible for the content, privacy policies and terms of use of websites to which we link. The websites listed are not a substitute for professional advice, diagnosis or treatment, provided by a qualified health-care provider.

© All Rights Reserved 2022 – Designed & Devloped By Bailey Whissel Agency

© All Rights Reserved 2022
Designed & Devloped By Bailey Whissel Agency

Referral Form

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Attendance Policy

Attendance

You have a big impact on your child’s development. We value family centered care and equity of service; we also believe that by working together and consistent attendance for all appointments is vital to the success of any service we provide to you and your child. Here is what to expect:

  • Clients and families are expected to attend all scheduled appointments and to arrive on time.
  • If you are running late to an appointment, please make effort to attempt contacting the Centre to inform us of how late you will be. If you are more than 15 minutes late, the appointment may be cancelled and rescheduled for a later date.
  • If you are not able to attend a scheduled appointment for any reason, contact us as soon as possible.
  • If an appointment has been cancelled by you , we will contact you to re-schedule. If the attempt to re-schedule does not receive a response following 2 attempts, a letter will be sent and a discharge from the specified service may occur.
  • Missed appointments without cancellation or notice will not be re-scheduled by us; you will need to contact us to reschedule.
  • If you miss scheduled appointments without notice, services to your child may change and may be discontinued. A notice of missed appointment will be sent for the first two missed appointments, followed by a notice of discharge after the 3rd missed appointment. Following a discharge from service for 3 missed appointments, your child may be re-referred for services and will placed back on the waitlist for services.
  • If we have to cancel or reschedule an appointment, we will contact you and re-schedule within a two (2) week period
  • Clients and caregivers attend, remain on site, and participate in services and programs your child is receiving except if determined otherwise with your child's clinician.

Your Child’s Health and Safety

Safety and wellness is a team effort! You are an important member of the team! Think Safe…Communicate – Ask if you don’t understand. Make sure CT CTC staff involved in your child’s services have important health information. If you don’t understand some part of your child’s condition or treatment, ask your therapist to explain why things are being done the way they are. If you still have concerns, don’t hesitate to ask again.

Know your CT CTC Team

  • If you are not sure who one of your service providers is, or what their role is, please ask.
  • CT CTC staff are trained in First Aid and CPR and there are First Aid Stations in the building.
  • Fire and emergency preparedness drills occur regularly.

Help Keep us All Safe

  • Call your service provider if you or your child is ill.
  • Always remember to wash or sanitize your hands.
  • Cough and sneeze in your shoulder or sleeve – not into your hands.
  • Do not smoke on Centre property/Do not smoke while CT CTC staff are in your home.
  • Keep animals under control while CT CTC staff are in your home.
  • Make sure that there is a clean and safe area in your home when CT CTC staff visit.

Staff and other families/caregivers or children at the CT CTC may be sensitive to perfumes and strong scents. Please refrain from wearing these when you attend your child’s appointments.

Allergies

Directly inform each staff member that you are involved with about any allergies that your child may have. If your child requires an EpiPen, please ensure that you have one with you when attending appointments. Please avoid bringing any food items containing nuts or latex to the CT CTC.

Medication Safety

Ensure CT CTC staff are aware of the name and any possible side effects of any medication your child is taking. If medication is to be given to teachers or daycare staff, please ensure medication is in its original, child -proof, labeled containers. Please follow any medication policy the CT CTC may have.

Know your child's Equipment

  • Make sure your child's equipment is kept clean and in good working order.
  • Ask your child's occupational therapist or physiotherapist to check that your equipment is safe.
  • Use equipment only as directed.

Help prevent falls

  • Help keep hallways free of clutter and obstacles.
  • Report any tripping hazards both inside and outside the building.
  • Always watch your children in our waiting room or therapy areas.
  • Make sure your children are wearing appropriate footwear, and be cautious of slippery floors during poor weather.
  • Encourage all children to walk, not run in our building.

Stop and clean your hands

  • Keeping your hands clean is the best way of preventing the spread of germs.
  • Use the hand sanitizers in the front entrance upon entering the building.
  • Wash your hands after handling any type of soiled material or using the bathroom.
  • CT CTC staff are committed to sanitizing their hands prior to and after working with your child.
  • Therapy equipment and surfaces used are cleaned and maintained to ensure everyone’s wellness/safety.

Help prevent the spread of infections

If you or your child is sick, please contact us to cancel your child’s appointment. Please let us know if your child has contracted a communicable illness (e.g., chicken pox, influenza, strep throat). Getting the flu shot is a good way of reducing the risk of illness due to the influenza virus. Ask your doctor.

When to keep your child or yourself home

Your child does not receive any benefit from their therapeutic program when they do not feel well. There is also the risk of spreading germs/infections to staff members and other children. Some children that come to the CT CTC are medically fragile and when exposed to common ailments may become very ill and require hospitalization. Please use caution when deciding when to bring your child in for appointments and when to keep them at home. The same applies for siblings and yourself.

If you are not sure when to bring your child in for therapy or when to keep them home, here is a list of things to check:

  • They had any vomiting in the past 24 hours
  • They had any diarrhea in the past 24 hours
  • Any fever (temperature above 37.0 C or 98.6 F)
  • Eye irritations, particularly with yellow discharge or redness (e.g., pink eye)
  • A runny nose with thick colored mucous, or accompanied by other symptoms
  • Untreated head lice
  • Rashes (e.g., impetigo, chicken pox)
  • Stomach aches or headaches
  • Sore throat
  • Continuous cough or night coughs
  • Toothache

Back Health & Safe Lifting

Reduce the risk of back injury when caring for children with these tips:

  • Consult with your child's therapist about specific instructions related to your child.
  • Store heavy items at waist level in an easily accessible area.
  • Squat or knee to interact with children instead of bending at the waist.
  • Use appropriate postures when seated on the floor. If sitting for long periods, use a wall or piece of furniture to support your back.
  • Avoid holding toddlers on one hip.
  • Allow child to participate in the lift when possible.
  • When lifting from the floor, break activity into steps.

1 - Alignment

Correct posture allows our body to act as efficiently as possible.

2 - Base Of Support

A good base of support allows you to be more stable. Place feet shoulder width apart with feet in the direction of the lift.

3 - Centre Of Gravity

Try to match your centre of gravity with the centre of gravity of what you are carrying.

Do:

  • Plan it out.
  • Keep your back in a neutral position during lifting activities.
  • Hold load in the centre of your body.
  • Use your leg, upper arm and abdominal muscles to lift.
  • Take your time and lift smoothly.
  • Use lifting equipment if you have it available.
  • When possible, slide instead of lifting.

Don't:

  • Twist your back or neck.
  • Bend at the waist with legs straight to reach children or objects on the ground.
  • Reach and lift (keeping the load away from your body).
  • Lift more than 30 lbs by yourself.
  • Lift too high.

Privacy

In accordance with the Personal Health Information Privacy Act (PHIPA), the CT CTC collects personal health information about your child and your family. The personal health information we collect may include, for example, name, date of birth, address, health history, records of visits to CT CTC and the care received during such visits.

Occasionally, we also collect personal health information about children and families/caregivers from other sources if we have obtained consent to do so, or if the law permits.

Your personal health information will be contained within an electronic record. Please note that we limit collection of information to what is required to provide care to you and your child.

At the CT CTC, we use and disclose information to:

  • Treat and care for children and families/caregivers
  • Plan, administer and manage our internal operations
  • Conduct risk management activities
  • Conduct quality improvement activities
  • Teach and conduct research
  • Compile statistics
  • Comply with legal and regulatory requirements
  • Fulfill other purposes permitted or required by law

Parents/caregivers may access and make corrections to their child’s personal health records or withdraw consent for some of the above uses and disclosures by contacting us. Please note that there are legal exceptions

Important Information

We take steps to protect your personal health information from theft, loss and unauthorized access, copying, modification, use, disclosure, and disposal.

We conduct audits and complete investigations to monitor and manage our privacy compliance.

We take steps to ensure that everyone who performs services for us protect your privacy and only use your personal health information for the purposes you have consented to.

Should you have any questions, our Privacy Officer can be reached at 705-264-4700, ext. 245. OR TF: (800) 575-3210

Reporting Abuse

Duty To Report

Within Our Catchment Areas, The Agencies, including members of the public and professionals who work closely with children is required by law to report suspected cases of child  abuse or neglect. Anyone with reasonable grounds to suspect that a child  is or may be in need of protection must report it to a Children’s Aid Society.

As a parent/caregiver/guardian, it is also your responsibility to report any concerns regarding caregivers who may be involved with your child. Child  abuse happens when a child’s parent or other person in charge harms or neglects a child.

What is physical abuse?

Physical abuse may consist of beating, slapping, hitting, pushing, throwing, shaking, burning.

What is sexual abuse?

Sexual abuse happens when a parent or other person in charge sexually molests or uses a child  for a sexual purpose or knowingly fails to protect a child  from sexual abuse.

What is emotional abuse?

Emotional abuse may consist of yelling at, screaming at, threatening, frightening, humiliating, or bullying a child , name-calling or saying harmful comments, showing little to no physical attention or affection.

What is neglect?

Not providing proper food and clothing, supervision, medical care.

Within our catchment areas, the agencies to contact are:

North Eastern Ontario family/caregiver and children’s Services:
1-705-360-7100

Payukotayno James & Hudson Bay family/caregiver Services:
1-888-298-2916

Kunuwanimano child and family/caregiver Services:
1-800-461-1293

Discharge Policy

Discharging

Discharging and/or transitioning a client is an essential component of effective and collaborative clinical practice management. It aims to fully involve clients, families/caregivers in the process to ensure that they receive adequate information. In all cases, you will be kept informed of any plans to discharge or transition your child’s services. In many cases, children may be re-referred for services as their needs or circumstances change. If your child has been discharged from a particular service due to attendance or cancellation policies, they will be placed on the regular waitlist for that service if a re-referral is made.

A decision to discharge and/or transition a client will be based upon any of the following reasons:

  • Client/substitute decision maker declines assessment and/or treatment
  • Client requests discharge and/or transition;
  • Client achieves all goals established by client, family, caregiver and/or therapist;
  • Client displays skills that are within normal limits;
  • Therapy services no longer produce a functional/measurable outcome for the client;
  • Client is unable to progress towards anticipated goals and/or expected outcomes because of medical/psychosocial complications;
  • Client is being transferred to another agency (transition of services);
  • Client reaches the age limit for services;
  • Client receives private services that do not meet the concurrent intervention policies;
  • Client fails to progress or retain acquired skills due to failure to uphold attendance regulations;
  • Client is unable to be reached despite continued efforts (i.e., phone calls, letter);
  • Client moves out of the catchment area;
  • Client passes away.

Resources and Handouts

How to search for information:

Families/caregivers often use the Internet as a key tool to keep them informed about their child’s condition, treatments and services that might be available for their child  and family/caregiver and/or their legal rights. Parents often seek advice and support from online networking groups and forums and these can help shape your plans for ensuring your child  and family/caregiver get the support they need. You should always remember that while the Internet is a great source of information, there is a lot of information that is out of date, unreliable or incorrect.

To make the best use of this time with the therapist(s), here are some suggestions:

  • If possible, ask your doctor or one of your child's therapists for a list of reliable and relevant websites to visit.
  • Always use more than one website to get balanced information and to check information.
  • Check the source of the information.
  • Rather than googling a topic, start with websites set up by the government or recognized institutions (e.g., universities, hospitals).
  • Check the privacy policy of the website – what information about you do they collect and if you give any personal information, what do they do with this?
  • Be careful not to believe claims or promises of miraculous cures, wonder drugs and other extreme statements, unless there is reliable proof of these claims.
  • Never treat information found on the Internet, in a book or anywhere else as medical advice.

Only a medical professional can give you medical advice after consulting with you and getting details about your child’s condition.

Some good places to start

canchild.ca
autismontario.com
empoweredkidsontario

Rights & Responsibilities

As a client of the CT CTC, you have the right to:

  • Be treated in a courteous and respectful manner by all CT CTC's Staff.
  • To have the CT CTC respond to yours and your child’s preferences, e.g. language, cultural, etc. to the best of their abilities.
  • Information about other community services.
  • To refuse consent at any time during the referral, assessment or treatment process.
  • To raise concerns with regards to the services you/your child is receiving, without the fear of interference, coercion, discrimination or reprisal.
  • To be informed of the procedure for initiating complaints about the CT CTC’s policies, procedures or about a Staff Member.
  • To have your child’s records kept confidential in accordance with the law.
  • To review all material in your child’s file at the CT CTC.

As a client of the CT CTC, you have the responsibility to:

  • Active participation in the assessment process.
  • Active participation in the goal setting process with the CT CTC therapist(s).
  • To follow through on agreed upon actions e.g. external referrals, appointments with other service providers.
  • Informing the CT CTC/Therapist if the child to be seen has been exposed to any communicable disease e.g. chickenpox, scabies, lice, etc.
  • Being on time for appointments and following the CT CTC’s attendance policy.

First Appointment

What To Expect:

Your child’s first appointment at the CT CTC may be approaching. You may find yourself starting to get slightly nervous about what will happen during the assessment, and what you should ask or talk about with the therapists.

Your First appointment is an opportunity for you;

  • To meet the therapist(s) who will be involved with your child.
  • For your therapist(s) to do a preliminary assessment of your child’s strengths and needs

You will be encouraged and welcomed to:

  • Ask questions and provide information regarding your child.
  • To invite other family members, caregivers or professionals involved with your child to attend the assessment

At the end of the assessment, the therapist(s) will summarize their findings, provide you with recommendations and discuss next steps.

To make the best use of this time with the therapist(s), here are some suggestions:

  • Write down any questions, or concerns you have, and bring them along to the assessment
  • Bring some paper to jot things down.
  • If you are not clear about a comment or suggestion, or terminology used, you are encouraged to ask for clarification. Sometimes, we use acronyms and medical terms out of habit and need to remember to explain them.
  • Make sure you are clear about what the next steps will be with each of the therapists that may be involved (e.g., recheck appointment, group sessions, etc.)
  • If you have any concerns or questions about the assessment process, please share them with us.

There are different approaches to services at the CT CTC and all are based on:

  • Best available evidence as to what is the most effective approach to your child’s particular needs
  • The goals you have for your child
  • The results of your child’s assessment

Therapy interventions may include:

  • Parent/caregiver training
  • Direct one to one work with your child in individual or group sessions
  • Consultations to daycare centres, schools or community agencies

We will discuss with you the approach most suitable for your child and develop a therapy plan.

Privacy and Social Media

  • The CT CTC takes great care to protect the privacy of clients, visitors and our staff
  • If you wish to photograph or video your child while they are is involved in services at the CT CTC, we ask that you first discuss this with your therapist to ensure that this does not interfere with therapy, and that the privacy of others is protected. Unless other consent has been provided, the images may only include your child/youth and you/your family. You must also have permission from your therapist to take any images of them.

CT CTC Emergency Procedures

  • Familiarize yourself with the CT CTC emergency procedures
  • The CT CTC is obligated to practice emergency procedures on a regular basis
  • We apologize for any inconvenience this may cause while you are attending an appointment.

CT CTC OFFICE Closures

  • In case of inclement weather, your safety and the safety of your child are important.
  • Closures are posted on the CT CTC social media and announced on our phone system.
  • If the CT CTC is open during inclement weather, please check local travel conditions before coming to your child's appointment. Please call to cancel your appointment if you do not feel it is safe to travel.

Personal Property

  • The CT CTC does not take responsibility for the loss of personal items while you are on CT CTC property. Please ensure that you keep your valuables with you at all times.

Accessibility & Customer Service Standards

Accessible Customer Service Plan

CT CTC is committed to excellence in serving all clients including individuals with disabilities.

Assistive devices

We will ensure that our staff are trained and familiar with various assistive devices that may be used by clients with disabilities while accessing our goods or services.

Communication

We will communicate with individuals with disabilities in ways that take into account their disability.

Service animals

We welcome individuals with disabilities and their service animals. Service animals are allowed on the parts of our premises that are open to the public.

Support persons

A person with a disability who is accompanied by a support person will be allowed to have that person accompany them on our premises. Fees will not be charged for support persons.

Feedback process

Clients who wish to provide feedback on the way CT CTC provides goods and services to individuals with disabilities can do so verbally, in writing or by email. All feedback will be directed to Jason Hachez Finance And Proprety, Manager responsible for Accessible Customer Service – jason.hachez@ctctc.org  or call (705) 264-4700 ext.246 OR TF: (800) 575-3210

Clients can expect to hear back in 3 working days from receipt of message. Complaints will be addressed according to our organization’s regular complaint management procedures.

Notice of temporary disruption

In the event of a planned or unexpected disruption to services or facilities for clients with disabilities, CT CTC will notify clients promptly. This clearly posted notice will include information about the reason for the disruption, its anticipated length of time, and a description of alternative facilities or services, if available. The notice will be placed on our social media and at main entrances to Ross Avenue site as well as any satellite locations.

Training for staff

CT CTC will provide training to all staff, volunteers and others who deal with the public or other third parties on their behalf.

Training will include:

  • An overview of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the customer service standard.
  • The Centre’s plan related to the customer service standard.
  • How to interact and communicate with people with various types of disabilities.
  • How to interact with individuals with disabilities who use an assistive device or require the assistance of a service animal or a support person.
  • How to use personal communication and mobility devices or other assistive devices available on-site or otherwise that may help with providing goods or services to individuals with disabilities.
  • What to do if a person with a disability is having difficulty in accessing CT CTC goods and services.
  • Staff will also be trained when changes are made to our plan.

Modifications to this or other policies

Any policy of CT CTC that does not respect and promote the dignity and independence of individuals with disabilities will be modified or removed.

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