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Subject/Title
Release of Information to the Media |
Reference Number: |
| Effective Date: | |
| Approving Authority: Executive Management |
Date Revised: |
| Classification: Information Security and Privacy |
Last Review: |
| Next Review: |
| Note: The Calgary Health Region is committed to ensuring the accuracy and consistency of the policies on its Regional Policy Website. As policies are reviewed and updated periodically, the information contained in this document is accurate only on the date that it is viewed/printed (2010/09/02). Before relying on the information after this date, please check the Regional Policy Website for any changes to the policy. If you have any questions regarding this notice or the information presented in this policy, please contact Regional Policy Services using the Feedback link below. |
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Reason For Policy • To establish standards for the Calgary Health Region’s (the “Region”) communication with the Media and to inform staff of the processes by which the Region responds to Media inquiries. • To protect the rights and privacy of patients/clients of the Region through compliance with legislation including the Health Information Act (HIA) and the Freedom of Information and Protection of Privacy Act (FOIPP). Policy Statement The Region strives to establish a proactive, responsive, trusted and effective working relationship with the Media in the interests of providing the community with accurate and timely information on matters of public interest. Communication through the Media shall follow established processes, and balance the amount of information necessary to inform the public while protecting and upholding individual privacy and confidentiality rights. The Region reserves the right to regulate or restrict Media access to Region staff or other individuals and locations, for reasons of health protection, privacy, and confidentiality. Applicability This policy applies to all staff (including employees, independent contracted providers, medical, dental, podiatry, and midwifery staff, and other health professionals), students, volunteers, and other persons acting on behalf of the Region. Process 1. DIRECTING MEDIA INQUIRIES 1.1. The Region’s Media Relations department shall manage all Media inquiries relating to the Region, its patients/clients, staff, or any broad health issue. All Media inquiries received by another individual or department shall be redirected to Media Relations. 1.2. Whenever possible, Media Relations shall forward Media inquiries to an administrator, specialist, or an individual qualified in the field of question, to act as the Region’s spokesperson. If a spokesperson is not readily available, the Executive Director, Media & Government Relations (or designate)shall respond to the inquiry. 1.3. All responses to the Media shall follow the Guidelines for Responding to Media Inquiries as posted on the internal Communications website (see References). 2. RESPONSE TO MEDIA INQUIRIES AND RELEASE OF INFORMATION 2.1. Media Relations shall acknowledge Media inquiries and initiate the Region’s response in a timely and efficient manner. Media Relations shall ensure that written permission to disclose identifiable patient/client information is obtained prior to its release. 2.2. Prior to releasing information to the Media, permission shall be received, as necessary, from the individual who is the subject of the information. Disclosure shall be in accordance with applicable legislation, and the Region’s Information Security and Privacy policies. 2.3. Spokespersons shall provide as much relevant information as can be disclosed, while protecting the rights and privacy of patients/clients, staff, physicians and volunteers. 2.4. The Region and any of its spokespersons shall not comment on any issue that is before the courts. 3. INITIATING COMMUNICATION WITH THE MEDIA 3.1. Communications shall be consulted to determine the most appropriate ways of disseminating information for matters of public interest, or for issues requiring a broad release of information. 3.2. Individuals who have news story suggestions (e.g., medical breakthroughs, human-interest stories, new programs, clinics or services) shall present their ideas to Communications for direction. 4. MEDIA ACCESS AND STORY PROMOTION 4.1. In matters of general news interest, all Media representatives shall have equal access to information from the Region. 4.2. The exclusivity of a story developed through the initiative of an individual Media outlet shall be upheld, unless Media Relations had previously planned to release the story widely to the Media in the interest of public disclosure of an important health related issue. 5. PERMISSION TO ENTER REGION SITES 5.1. Media representatives require permission from Media Relations to enter a Region-owned or operated site. Media Relations shall coordinate Media site visits with the relevant unit or area manager (or designate), and inform Protection Services or the Facility Designate and any other persons who may be affected. Media representatives shall be accompanied by a Communications or Media Relations staff member (or designate) while on the Region’s premises. 5.2. Communications or Media Relations shall obtain permission from a patient/client (or guardian) prior to granting Media access for conducting an interview. Communications or Media Relations shall ensure that the patient/client (or guardian) completes a Patient Media Consent Form or a Consent to Disclose Health or Personal Information Form. 5.3. Media interviews are permitted at the discretion of Media Relations or Communications, and are prohibited in locations, including waiting areas, where Media presence could compromise the health or safety of patients/clients. Definitions FOR THE PURPOSES OF THIS POLICY: MEDIA means journalists, individuals in the communications industry and profession, and others who communicate information to the general public through print, radio, television, Internet, or any other communication medium. FACILITY DESIGNATE means the individual or Department responsible for ensuring access controls are met at a Region facility. A Facility Designate shall be identified in facilities where Protection Services is not employed. Additional References Freedom of Information and Protection of Privacy Act (Alberta) Health Information Act (Alberta) Petty Trespass Act (Alberta) |