SHA notifies patients of possible incomplete ROI requests

The Saskatchewan Health Authority is advising patients that requested a copy of their personal health records between 2015 and early 2022 that their Release of Information (ROI) request may not have been complete.

Due to an access and security settings error in Sunrise Clinical Manager (SCM), an electronic patient health record, Health Information Services (HIS) staff in the former Saskatoon, Rural, and North health regions were unaware they were unable to print Nursing Flowsheets, resulting in incomplete ROI requests where these documents were attached to the electronic patient record.  There was no impact on ROIs in the former Regina Qu’Appelle Health Region.   

Nursing Flowsheets are documents used to record specific patient care information while in the hospital such as patients’ general progress, weight, height, blood pressure, heart rate, respiration (breathing), and temperature.  Not all patient health records contain electronic Nursing Flowsheets.  Patient care providers had full access to the entire patient record to ensure safe, quality care.

Note that this access and security error had no impact on the quality of care provided during the patients’ admissions. Patient care providers had full access to the entire patient health record to ensure safe, quality care. 

“The SHA takes its role as a trustee under The Health Information Protection Act (HIPA) very seriously and has a legal obligation to ensure personal health information is protected and accessible upon request,” said Pat Stuart, SHA ED Privacy and Health Information Management.  “The SHA sincerely apologizes for the error that has occurred and has taken action to prevent reoccurrence.”

Patients who have previously made requests for a copy of their personal health information between 2015 and February 28, 2022, where electronic Nursing Flowsheets exist and who are still interested in obtaining a copy may request these records at no charge by contacting the facility where the original request was made. ROI requests made after March 1, 2022, include all documents.  

The SHA has proactively notified the Office of the Saskatchewan Information and Privacy Commissioner (OIPC).  Health Information staff now have appropriate access for printing all electronic Nursing Flowsheets in all facilities where implementation of these electronic documents is in place. An audit plan exists to prevent future gaps as the rollout of additional electronic documents occurs.