Privacy tips for using OTN's Webcast service

Here are some tips and friendly reminders when making use of OTN’s Webcasting service if you’re the Organizer, Presenter, and/or Participant:

1. Place a sign for use outside the door of the Telemedicine Studio or room when a videoconference session is under way. The sign might read "Session in progress, please do not disturb." You can also order up to five door hangers from OTN.
2. "Mic-off" setting should be enabled prior to and at the conclusion of your session.
3. Always confirm that you have the correct system number before dialing a participant site.
4. Practice good etiquette by doing roll-call and introducing everyone before you begin your session.
5. Webcast Organizers and Presenters are responsible for ensuring that all content delivered (whether verbal or recorded) complies with the requirements of the Personal Health Information Protection Act, 2004 and Ontario Regulation 329/04.
6. All identifying, Personal Health Information (Names, birth dates, address, health card number, etc.) must be removed from any recorded image or documentation shared during any educational session or presentation.
7. Personal Health Information in oral or recorded form, including the individual’s image, cannot be disclosed during or after the presentation (i.e. question and answer period) without the express written consent of the patient.
8. While every effort will be made to protect a participant’s identity in educational sessions on the network, the participants must understand that participation in an educational session will result in their voice being captured during the webcast. While voice is protected in a clinical consult under Personal Health Information legislation, participant voices in an educational event are not.
9. If there has been an unauthorized disclosure of Personal Health Information during the course of the webcast, and/or you are inadvertently connected with the wrong site and/or system please disconnect immediately and contact the OTN Privacy Officer at privacy@otn.ca and your own Privacy Officer to inform them of the incident.

For further Webcast information and resources please visit webcast.otn.ca.

Together we continue to learn how to make Telemedicine enabled care better. As always we encourage you to continue reaching out to our Privacy & Risk Team at privacy@otn.ca for any inquiries and to report incidents. Thank you!