10 results

HSS Infolinx

Privacy Impact Assessment #: HSS-PIA-2022-07
Public Body Name : Health and Social Services
Date of Approval: Wednesday, August 10, 2022

Infolinx is a records and information management software that enables the Yukon Government (“YG”) to track, manage, and audit the complete lifecycle of physical records. The software was initially implemented within YG in 2018 to replace an older file-level physical records management system. The Department of Health and Social Services (“HSS”) initiated use of the Infolinx software in February, 2022. Pervious privacy work has been conducted on the Infolinx system, including an HPW Privacy Impact Assessment (“PIA”) which was completed in March 2021.

This HSS PIA will serve as a companion to the original HPW Infolinx PIA (2021) and highlight any differences or changes in the use of the Infolinx software within HSS, specifically to reference HIPMA as the legislative authority for the collection, use, and disclosure of Personal Health Information (“PHI”), and update the legal authority table for collection, use, and disclosure of Personal Information (PI) so it aligns with recent changes to the ATIPP Act.

Yukon Panorama

Privacy Impact Assessment #: HSS-PIA-2022-06
Public Body Name : Health and Social Services
Date of Approval: Friday, July 29, 2022

This Privacy Impact Assessment (“PIA”) was conducted on behalf of the Yukon Department of Health and Social Services (“HSS”) on the current standing of the Panorama system. Panorama is a web-based public health information management tool that provides authorized public health users with the ability to collect, share and analyze a wide range of public health information that is critical for addressing public health problems. Panorama supports public health programs such as immunization, and communicable disease, outbreak management, inventory and family health. Panorama is a point-of-service system accessed by the service providers who deliver these services, conduct health surveillance activities, such as the monitoring of infectious diseases, and perform program evaluation within British Columbia (BC) and Yukon.

Panorama is organized as seven major functional components:
• Communicable disease investigation management,
• Outbreak management,
• Immunization management,
• Materials / Vaccine Inventory management,
• Notifications management,
• Work management, and
• Family Health management.

Homeless Individuals and Families Information System "HIFIS"

Privacy Impact Assessment #: HSS-PIA-2022-02
Public Body Name : Health and Social Services
Date of Approval: Tuesday, June 7, 2022

The Homeless Individuals and Families Information System (“HIFIS”) is a case management system designed to better understand the needs, resources, and required supports for the community. HIFIS is provided and developed by the Canadian Federal Government, Employment and Social Development Canada (“ESDC”), for use by governments and non-profits within Canada to aid in their support of the homeless and precariously housed populations.
The Yukon has determined that use of the HIFIS system by the Whitehorse Emergency Shelter (“WES”), would be beneficial to both case workers and individuals. As such, The Government of Yukon has entered into an agreement with ESDC and has been granted a license for use of the HIFIS system. The Agreement can be found at Appendix 6. At this time, HIFIS will be used exclusively by the WES, as managed and run by the Government of Yukon, Department of Health and Social Services (“HSS”).
HSS will host its own instance of the HIFIS system on the YG Servers, located in Whitehorse. Currently, WES uses the HIFIS system exclusively for registration and bed allocation. It is the intention of the WES to gradually increase their use of the other client and information management functionalities of HIFIS for case management and to enhance to provision of care provided to clients.

Sexualized Assault Response Team (SART)

Privacy Impact Assessment #: HSS-PIA-2022-04
Public Body Name : Health and Social Services
Date of Approval: Tuesday, May 31, 2022

In 2020, the Yukon Government, in collaboration with several community agencies who provide services to victims of sexualized assault, launched the Sexualized Assault Response Team (“SART”). The Department of Health and Social Services (“HSS”) is one of seven SART agencies committed to providing a coordinated and collaborative response for all individuals victimized by sexualized violence and to
support them moving forward along whichever path of services they choose.

While the community agencies are involved in the governance and management of SART through a number of committees including the SART Implementation Committee, the SART Oversight Committee, and the SART Protocol and Training Management Committee, these committees are not involved in the day-to-day operations, data collection, or working with the individual unless that individual has consented to be referred to that agency or they choose to access those agencies on their own. The key agencies that make up SART are: Department of Health and Social Services (“HSS”); Department of Justice; the Women and Gender Equity Directorate; the Women’s Transition Home; RCMP – M Division; Yukon Hospital Corporation; and the Public Prosecution Service of Canada.

Within HSS, the launch of the Yukon SART in 2020 saw the formation of a specific SART program unit within the broader Community Health Programs branch. This included the establishment of an individual’s forensic record associated with a sexualized assault being kept independent from their personal medical/health record for the protection of the individual’s privacy. The SART Clinical Coordinator role within HSS Community Health Programs includes retaining the individual's forensic record separate from their health record at Whitehorse General Hospital, providing system navigation services to individuals, facilitating collection and disclosure of the individual's forensic record across participating organizations based on the individual's consent (e.g., to the RCMP), and responsible for the overall clinical operations of the SART.

Coordinated Access

Privacy Impact Assessment #: HSS-PIA-2022-03
Public Body Name : Health and Social Services
Date of Approval: Tuesday, May 31, 2022

In response to the growing need for supports for Clients experiencing homelessness, the Yukon Government (“YG”) Department of Health and Social Services (“HSS”) is participating in the Coordinated Access program (“CA”). CA is a standardized approach to assessing a homeless Client or family’s needs and providing the services and supports they may require to achieve housing stability. The CA program is
funded in part by the Canadian Federal Government through the Reaching Home program. All organizations, non-profits, governments, and societies that receive funding through the Reaching Home program are required to participate in the CA program and are required to be a member of the Coordinated Housing Access Team (“CHAT”) and participate in the CHAT Table. The CA program streamlines access to housing and supports for homeless Clients and families, through a “no wrong door” model of care. Clients in need of housing can present at any CA Partner Agency and can begin the intake process to receive services or supports. In most cases, the Client will be a client of the CA Partner Agency with whom they completed their consent for the By-Name-List (“BNL”).

The CA program in Yukon is overseen by Safe at Home (“SAH”), a Society under the Yukon Societies Act. YG HSS does not oversee or manage the CA program but is a participant. SAH manages the BNL, which is a key component of the CA Program. The BNL is a centralized list of Clients in need of housing within the Yukon. Clients who have consented to being placed on the BNL will have their cases discussed at the CHAT Table, with the goal of finding the best housing option for their specific situation. Placement on the BNL is contingent on the Client completing the Vulnerability Index - Service Prioritization Decision Assistance Tool (“VI-SPDAT”). The VI-SPDAT is a triage tool that helps identify who should be recommended for each housing and support intervention, and the urgency of their needs.

Participating HSS program areas conduct the VI-SPDAT with their clients only and communicates the result (the VI-SPDAT number) to Safe at Home for placement on the BNL. HSS areas can be referral sites, which includes the completion of the VI-SPDAT. HSS does not share the responses provided by the Client or a copy of the VI-SPDAT questionnaire outside of the Department. If the other Partner Agencies want their Client to complete a VI-SPDAT assessment they will forward the request to Safe At Home to complete with the Client.

Currently, there is no electronic information system related to the CA Program, however, SAH is planning to utilize the Homeless Individuals and Families Information System (HIFIS). HIFIS is a federally provided client information management system. It should be noted that though the program is funded by the federal government, and they have provided guidance and obligations to the receiving organization, there is no transfer of personally identifiable data to the federal government for the purposes of the Coordinated Access program. SAH will have to meet the management information system’s stringent privacy and security protections. Data sharing is contingent upon written client consent, and must comply with local, provincial, and federal legal requirements.

Eligibility Process for Seniors Supportive Social Housing

Privacy Impact Assessment #: HSS-PIA-2022-01
Public Body Name : Health and Social Services
Date of Approval: Tuesday, May 17, 2022

Yukon Housing Corporation and Health and Social Services (HSS) are working together to implement a new housing service program for
seniors who are eligible for social housing and who would benefit from non-professional supportive services to remain living independently
in the community.

COVID-19 Dashboard ArcGIS

Privacy Impact Assessment #: HSS-PIA-2022-05
Public Body Name : Health and Social Services
Date of Approval: Friday, February 11, 2022

In effort to continue to prevent and reduce serious harm to the health and safety of Yukoners, enable individuals and organizations to assess whether such risks exists and mitigate them effectively, and ensure open access to records held by the Department of Health and Social Services (HSS) that is in the public interest, the department will be implementing a public-facing COVID-19 dashboard. This dashboard will ensure consistency in data availability, accuracy, and provide the public with clearly defined COVID-19 data that is relevant to the current pandemic and public health needs. The dashboard will leverage an existing information system, ArcGIS. No significant changes to the ArcGIS system will occur.

The COVID-19 dashboard contains both unidentifiable information and possibly identifiable personal health information. The department head is satisfied that open access of the COVID-19 data through the dashboard is in the public interest to make the information available without requiring an access request in accordance with the Access to Information and Privacy Protection Act s.39(c). The decision for unidentifiable information considered:
• Public interest, which is confirmed by the continued and increased volume requests for COVID-19 data by First Nation governments, community leaders, general public, media, and Yukon Government departments.
This decision to include possibly identifiable personal health information considered:
• Prevention or reduction of a risk of serious harm to the health and safety of individuals (Health Information Privacy and Management Act (HIPMA) s.58(h));
• Enabling the assessment of whether a risk of serious harm to the health and safety of individuals (HIPMA s.58(h));
• Potential privacy implications of disclosing information that could possible be re-identified in combination with another information resources (HIPMA s.2 ‘identifying information’, s.14, s.15, and s.16); and

This decision was documented in the Issue Note titled, ‘Updating external data sharing using a COVID-19 dashboard’ and approved by the Deputy Minister of HSS and signed-off by the Minister of HSS on January 5, 2022.

Supervised Consumption Site

Privacy Impact Assessment #: HSS-PIA-2021-03
Public Body Name : Health and Social Services
Date of Approval: Tuesday, September 21, 2021

Nationally, opioid and other substance use rates have increased steadily over the past decade. The increase in use rates, coupled with other factors such as unsafe illegal supply and the Covid-19 pandemic, has led to an increase in injury and overdoses. The rate of the injury and overdose resulting from substance use has led many jurisdictions throughout Canada to open Supervised Consumption Sites (“SCS”) as a way of reducing harm directly and indirectly resulting from substance use.

SCS are medically supervised facilities that provide a safer, hygienic environment in which individuals can consume drugs under the supervision of a health care professional without the risk of arrest for drug possession. Individuals consume their substances under the supervision of a staff member who is trained to spot the signs of, and reverse, overdose. SCS do not provide the substances. SCS operate based on an approved temporary or permanent exemption issued by Health Canada.

SCS have seen success in lowering overdose, hospitalization, and death rates, as well as providing support services (such as counselling, medical treatment, and detox) to populations that have been historically hard to reach with government sponsored programs. Yukon has not been immune to this increase in user rates and, to quote Yukon’s then Chief Medical Officer Dr. Brendan Hanley on April 22, 2021 "The pace of opioid deaths [in Yukon] is continuing at a terrifying rate". In 2020 the Department of Health and Social Services (“HSS”), Mental Wellness and Substance Use Services (“MWSU”) Branch was mandated to create a SCS program for the health and safety of individuals. The opening of the SCS is supported by Dr. Hanley who stated on April 22, 2021: “This may seem like it's endorsing or supporting drug use, but in fact what happens is that overdoses are prevented and people do get connected to supports, medical care counselling, access to treatment".

Yukon’s SCS will operate under a temporary exemption from the Controlled Substances Directorate, Health Canada that provides the necessary authority to operate a supervised consumption site. The exemption expires September 30, 2022. YG will work to secure a permanent exemption under 56(1) of the Controlled Drugs and Substances Act.

Canadian Red Cross Emergency Services

Privacy Impact Assessment #: HSS-PIA-2021-02
Public Body Name : Health and Social Services
Date of Approval: Wednesday, July 7, 2021

The Department of Health and Social Services "HSS", has identified an immediate need, as resulted from extreme weather event concerns across Yukon communities, for support to register and provide access to services to potential evacuees. Historically, HSS has provided these services through in-person service interactions. With the current COVID-19 outbreak and current lack of sufficient emergency response staffing resources, HSS will not be able to provide the in-person service.

To address the immediate need, the Canadian Red Cross (CRC) and HSS will establish a service agreement that enables the CRC to provide relevant emergency services. These services include electronic, phone and in-person registration of potential evacuees and funding support service to evacuees. The CRC will not be an agent of HSS, but will share information with HSS, with the individuals consent, to ensure appropriate access to services.

Septic Disposal Permitting System

Privacy Impact Assessment #: HSS-PIA-2021-01
Public Body Name : Health and Social Services
Date of Approval: Tuesday, March 23, 2021

The purpose of this project is, to enable the public, the ability to apply on-line for septic permits as well as the ability to view septic permit information. Environmental Health Services (EHS) is responsible for the regulatory process for the issuances of Permits to Install Sewage Disposal Systems in Yukon Territory. An approved Sewage Disposal System is required for all decentralized waste disposal systems, these systems serve all buildings that are not connected to community waste collection infrastructure.

EHS is implementing a new electronic information system, the “Sewage Disposal Permitting System (SDPS)”, which includes functionalities such as receiving applications, managing files, conducting assessments, managing correspondence, issuing permits, collecting fees, recording decision outcomes and monitoring. The system will replace an existing MS Excel and paper based system. Once implemented the system will allow installers and homeowners to submit applications for sewage disposal permits online (the name “portal” will be used to describe this online interface) and will be able to receive the required documentation and payments from applicants. The system will also allow EHS staff to manage the application, assessment, correspondence, and authorization information for the applicants. The contract for development of the SDPS has been awarded, and the software application is named Amanda, the vendor being Calytera. Meraki IT Group is a software company which is working on the customization and implementation of Amanda.

There will be an internal EHS component of SDPS, for use by EHS employees, as well as a public-facing component (portal), for use by applicants and permit holders. Access to the System will be very limited within Yukon Government (YG). Only a handful of users will have access, including eight (8) EHOs (Environmental Health Officers), two (2) EHS Administrators and the EHS Manager. The vendor (Calytera and Meraki IT) and ICT (Information and Communications Technology) will also have system support access. EHOs, EHS Administrators and EHS Manager are all employees of Environmental Health Services and Health and Social Services. EHOs are called “Health Officers” in the legislation, the term EHO and Health officer are equivalent. SDPS will be housed entirely within the YG infrastructure at the data centre managed by ICT, Highway and Public Works (HPW). Public users will access the system through a secure portal located in the demilitarized zone (DMZ).