Consents & Digital Communication Policy

This page outlines the consents required for receiving care at Villa Nova Medical Clinic and explains how we communicate with patients using secure and, when applicable, unsecured channels. These policies help ensure privacy, safety, and clarity in all interactions with our clinic.

Consent for Unsecured Communication (Optional)

Villa Nova Medical Clinic primarily uses secure communication channels. However, patients may choose to allow limited use of unsecured communication (e.g., standard email or SMS) for non-urgent, non-sensitive information.

What You Are Consenting To

By providing consent, you acknowledge that:

  • Unsecured communication channels (standard email/SMS) carry privacy and security risks.

  • The clinic may send non-urgent, non-critical information through these channels only if you initiate or request such communication.

  • Once PHI leaves our secure system via an unsecured channel, you assume responsibility for its protection.

What We Will Not Send via Unsecured Channels

  • Sensitive personal health information

  • Urgent or emergency medical advice

  • Results requiring clinical interpretation

  • Controlled substance-related information

Patients may revoke this consent at any time.

Consent for Use of AI Scribing During Clinical Encounters

Villa Nova Medical Clinic uses PHIA-compliant AI-assisted scribing tools to support documentation during appointments.

Purpose

AI scribing improves:

  • Efficiency during visits

  • Accuracy and clarity of documentation

  • Continuity of care between appointments

How the Technology Works

  • A microphone or device may capture audio of your visit.

  • Audio is processed securely in real time to generate a draft note.

  • Audio recordings are not stored by the AI vendor.

  • Physicians always review, edit, and approve all notes before they are added to your chart.

Important Privacy Information

  • AI tools comply with PHIA and Canadian privacy legislation.

  • Some vendors may process data outside Canada (e.g., the U.S.).

  • Your data is not used to train AI models.

  • Only authorized clinic staff can access your medical record.

Risks & Limitations

  • AI transcription, while highly accurate, may occasionally produce errors.

  • No digital system is 100% secure, though safeguards are in place.

Patients may decline AI scribing; care will not be affected.

Consent for Use of eForms (OceanMD)

The clinic uses secure electronic forms (eForms) to collect information that supports your care.

What eForms May Include

  • Symptom questionnaires

  • Intake forms

  • Follow-up tools

  • Screening assessments

  • Consent forms

Important Information You Need to Know

  • Not for emergencies — eForms are not monitored in real time.

  • eForms do not replace a medical assessment.

  • Forms are reviewed only at your appointment time.

  • You must answer questions truthfully to ensure safe care.

  • All submitted information is encrypted and stored securely in your EMR.

Consent for Automated Appointment Reminders

The clinic uses OceanMD to send automated reminders via email and/or text.

Purpose

Reminders help you:

  • Confirm or reschedule appointments

  • Complete required eForms

  • Receive important non-PHI administrative updates

What You Are Consenting To

  • You may receive multiple reminders leading up to your appointment.

  • Reminders do not contain personal health information.

  • OceanMD complies with PHIA and Canadian privacy standards.

  • You are responsible for updating your contact information if it changes.

Patients may opt out at any time but must track their appointments independently.

General Digital Communication Policy

Villa Nova Medical Clinic maintains strict standards to protect patient privacy and ensure safe communication.

Email Use

  • Email is for administrative purposes only (appointments, confirmations, forms).

  • We do not provide medical advice or respond to health-related questions by email.

Phone & Voicemail

  • Voicemails are reviewed during business hours.

  • We do not provide clinical advice by voicemail.

  • Physicians may call from a No Caller ID number.

Text Messages

  • Text messages may be used for reminders or administrative communication.

  • Messages may not be fully secure; optional consent is required.

Secure Systems

  • Your health information is stored in MedAccess TELUS EMR.

  • All digital communication follows PHIA requirements.

Patient Acknowledgment

By receiving care at Villa Nova Medical Clinic, patients acknowledge the following:

  • They understand the purpose and limitations of unsecured communication.

  • They understand the role of AI scribing and how their information is handled.

  • They understand that eForms support— but do not replace— medical assessment.

  • They understand that automated reminders contain no PHI.

  • They agree to use communication channels appropriately and update the clinic with any changes in contact information.

Formal consent is obtained during new-patient registration through OceanMD.