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PHIA Practice Notes and Guidelines
Practice notes and guidelines are prepared by Manitoba Ombudsman to assist persons using the legislation. They are intended as advice only and are not a substitute for the legislation.
*PLEASE NOTE* We are currently updating our practice note series to reflect PHIA amendments that came into effect on January 1, 2022. Updated practice notes below will contain a revision date of 2022. Please use older practice notes in conjunction with PHIA as some provisions may have changed.
Available in alternate formats upon request.
Duty to Assist
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The duty to assist under PHIA – 2010-08-01pn-duty-to-assist-under-phia-en-en.pdfDownload
171.41 KB
Legislative Amendments
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Overview of PHIA amendments –2010practicenote2-en-en.pdfDownload
43.96 KB
Distinguishing Between Access to Information Requests and Authorized Disclosures
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Distinguishing between access to information requests and authorized disclosures under FIPPA and PHIA – 2010-09-012010-pn11distinguishingbetweenaccesstoinformationandauthorizeddisclosure-en-1-en.pdfDownload
37.89 KB
Refusal of Access Considerations
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Considerations for applying exceptions when refusing access under PHIA – 2011-01-01pnconsiderationsrefusingaccessphia-en-2-en.pdfDownload
20.85 KB
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Severing information in records under FIPPA and PHIA – 2011-01-01pn-severing-information-in-records-fippa-phia-en-1-1-en.pdfDownload
231.70 KB
Complete Responses to Access Requests
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Checklist - contents of a complete response under PHIA – 2006-08-01pn-checklist---contents-for-phia-response-august-2006-en-2-en.pdfDownload
136.78 KB
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Providing reasons to an individual when refusing access under PHIA – 2006-08-01pn-supplying-reasons-when-not-providing-access-under-phia-august-2006-en-2-en.pdfDownload
90.71 KB
Requests for Correction
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Handling requests for correction under PHIA – – 2022-01-07pn-handling-requests-for-correction-under-phia-en-en.pdfDownload
148.99 KB
Collection and Notice
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Collection and providing notice of collection of personal health information under PHIA – 2010-08-012010-pn5collectionandprovidingnoticeofcollectionof-personalhealthinformationunderphia-en-en.pdfDownload
30.67 KB
Use
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Use under PHIA – 2010-08-01use-under-phia-august-2010-en-2-en.pdfDownload
26.95 KB
Disclosure
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Disclosure under PHIA – 2010-08-012010-pn6disclosurephia-en-3-en.pdfDownload
28.98 KB
What To Do When A Privacy Breach Occurs
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Privacy breach notification letter checklist – 2022-01-01pn-privacy-breach-notification-letter-checklist-en-1-en.pdfDownload
201.64 KB
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Key steps in responding to privacy breaches under FIPPA and PHIA – 2022-01-01pn-key-steps-in-responding-to-privacy-breaches-en-1-en.pdfDownload
366.37 KB
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PHIA privacy breach risk rating tool – 2022-01-01phia-privacy-breach-risk-rating-tool-en-3-en.pdfDownload
174.46 KB
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Reporting a privacy breach to Manitoba Ombudsman – 2007-03-01reporting-a-privacy-breach-to-manitoba-ombudsman-march-2007-en-1-en.pdfDownload
41.18 KB
Responding to Access Complaints to the Ombudsman
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Responding to a complaint about a refusal to correct personal health information under PHIA – 2022-01-07pn-responding-to-a-complaint-about-a-refusal-to-correct-personal-health-information-under-phia-en-en.pdfDownload
133.57 KB
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Changing the basis for a decision to refuse access – 2007-06-01pn-bbt14-changing-the-basis-for-a-decision-to-refuse-access-en-1-en.pdfDownload
26.44 KB
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Responding to a complaint about a failure to respond to an access request under PHIA – 2006-12-01pn-bbt9b-responding-to-a-complaint-about-a-failure-to-respond-to-an-access-request-under-phia-en-en.pdfDownload
60.57 KB
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Responding to a complaint about the transfer of an access request under PHIA – 2006-12-01pn-bbt9d-responding-to-a-complaint-about-the-transfer-of-an-access-request-under-phia-en-en.pdfDownload
60.52 KB
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Responding to a complaint about fees under PHIA – 2006-12-01pn-bbt9g-responding-to-a-complaint-about-fees-under-phia-en-en.pdfDownload
59.93 KB
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Responding to a complaint about a refusal of access under PHIA – 2006-12-01pn-bbt9k-responding-to-a-complaint-about-a-refusal-of-access-under-phia-en-en.pdfDownload
34.40 KB
Responding to Privacy Complaints to the Ombudsman
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Responding to a complaint about security of personal health information – 2007-01-01pn-bbt10g-responding-to-a-complaint-about-security-of-personal-health-information-under-phia-en-en.pdfDownload
61.97 KB
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Responding to a complaint about collection of personal health information under PHIA – 2007-01-01pn-bbt10b-responding-to-a-complaint-about-collection-of-personal-health-information-under-phia-en-en.pdfDownload
64.40 KB
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Responding to a complaint about disclosure of personal health information – 2007-01-01pn-bbt10f-responding-to-a-complaint-about-disclosure-of-personal-health-information-under-phia-en-en.pdfDownload
63.18 KB
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Responding to a complaint about use of personal health information under PHIA – 2007-01-01pn-bbt10d-responding-to-a-complaint-about-use-of-personal-health-information-under-phia-en-en.pdfDownload
61.79 KB
Ombudsman Recommendations
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Responding to recommendations made by the ombudsman under PHIA – 2022-01-07pn-responding-to-recommendations-made-by-the-ombudsman-under-phia-en-en.pdfDownload
150.79 KB
Protecting Personal Health Information
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5 minute privacy checkup: personal health information – 2019-12-19pn-5-minute-privacy-checkup-phia-en-en.pdfDownload
186.13 KB
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Privacy considerations when emailing personal and personal health information – 2008-02-01bbt-22-privacy-considerations-for-emailing-pi-and-phi-en-1-1-en.pdfDownload
93.96 KB
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Privacy considerations for faxing personal and personal health information – 2008-02-01bbt-22a-privacy-considerations-for-faxing-pi-and-phi-en-1-en.pdfDownload
94.52 KB
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Protecting the privacy of access requesters – 2007-05-01pn-bbt13-protecting-the-privacy-of-access-requesters-en-1-en.pdfDownload
30.04 KB
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Protecting personal and personal health information when working outside the office – 2007-04-01pn-bbt12-protecting-personal-and-personal-health-information-when-working-outside-the-office-en-1-1-en.pdfDownload
180.47 KB
Guidelines
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Guidelines for Implementing a Privacy Management Program for Privacy Accountability in Manitoba's Public Sector – 2017-07-13privacy-management-program-guidelines-en-1-1-en.pdfDownload
359.33 KB
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Privacy Guidelines for Administrative Tribunals on the Online Publication of Decisions – 2015-04-14admin-tribunal-guidelines-en-1-en.pdfDownload
483.18 KB
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Video Surveillance Guidelines – 2015-02-12video-surveillance-guidelines-en-1-en.pdfDownload
835.56 KB
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