Patients are encouraged to register their personal email address with the WCFHT for the purpose of:
Appointment acknowledgements, confirmations and changes
Notice of a new Patient Health Portal message
Consent is granted to the WCFHT for use of the patient’s email for health related notifications if an address is registered in our system. The patient may request that their email address be removed from the system at any time. An email is required in order to register for and have use of the Patient Health Portal. Emails are treated as confidential and part of the patient’s health care information.
Patients will also receive the following from time to time. They may unsubscribe from these notifications by informing our reception staff.
Monthly clinic newsletters
Special announcements E.g. Clinic hours for holiday periods
The patient agrees to notify WCFHT promptly of any changes to their email address or any other contact information. WCFHT strongly encourages patients to register a personal email address with us to minimize ‘out of office’ emails due to vacation or parental leave.
DO NOT SEND US ANY EMAIL MESSAGES REGARDING MEDICAL CONDITIONS, BOOKING OR RE-SCHEDULING OF MEDICAL APPOINTMENTS. We will only accept emails pertaining to changes of address, phone numbers or email addresses. Emails to reception will only be read when our staff has time available.
All emails from WCFHT originate from the @wcfht.ca domain. Automated notifications are sent from emails such as firstname.lastname@example.org. These are outgoing email accounts and are not monitored. All incoming emails to these accounts are automatically deleted. You may need to add such an email to your contact list to prevent these emails going to your SPAM folder.
Our Commitment The West Carleton Family Health Team (WCFHT) is committed to protecting the privacy of the personal information of its patients, employees and other stakeholders. We value the trust of those we deal with and of the public, and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the information that you choose to share with us. During the course of our various activities we frequently gather and use personal information. Anyone from whom we collect such information should expect that it will be carefully protected and that any use of or other dealing with this information is subject to consent. Our privacy practices are designed to achieve this.
Defining Personal Information Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual. Exceptions: business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information.
Privacy Practices Personal information gathered by our team is kept in confidence. WCFHT employees are authorized to access personal information only to the extent required to facilitate the functions for which that information was gathered. Safeguards are in place to ensure that the information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered. We take measures to ensure that the integrity of this information is maintained and to prevent it from being lost or destroyed. You may need a privacy delegate, please click here to read more.
Website and Electronic Capture of Information We use password protocols and encryption software to protect personal and other information we receive online. Our software is routinely updated to enhance the protection of such information.
Forms In order for us to discuss information about your health with another party (eg. spouse, caregiver, family member), written consent must be provided. This includes discussing test results or booking appointments on someone else’s behalf. We also require authorization to disclose or transfer medical records. To view a list of authorization forms, click here. Further information on privacy and your rights with respect to your personal information may be found on the website of the Information and Privacy Commissioner for Ontario, Canada.
The West Carleton Family Health Team takes pride in being able to serve our patients when they need it, therefore every appointment that we offer is a valuable resource to us. We make every effort to fill our appointments so that patients have the opportunity to be seen in a timely manner.
Late Arrival Your scheduled appointment is reserved just for you. Our staff and providers make an effort to be on time so you can be seen promptly upon arrival. In return, we ask that you notify us as early as possible if you need to cancel or reschedule an appointment. Patients more than 15 minutes late will be considered to have missed their appointment*. *Missed appointments (no-show) and appointments cancelled with less than 24 hours notice may be subject to a missed appointment fee equal to the value of the booked service.
Cancellations Patients are asked to provide at least 24 hours advance notice if you cannot keep your scheduled appointment to avoid missed appointment fees. If you are unable to attend your appointment for any reason, please call the office and speak directly with a receptionist. After hours, you may leave a message on our cancellation line at 613-839-3271 ext. 152.
Appointments cancelled the same day of the appointment are cancelled at the discretion of our staff. If we are unable to fill the appointment slot, the appointment will be considered a missed appointment. When given advance notice, we are usually able to accommodate other patients.
Please note, our staff does not automatically cancel an existing appointment on your behalf without your specific instruction. If you book another appointment or the issue is dealt with through another member of our team (such as a weekend urgent care clinic), it is your responsibility to ensure any outstanding appointments are cancelled.
Appointment Arrival Patients are encouraged to arrive 15 minutes before your scheduled appointment so that we have time to gather important health information or complete necessary forms or procedures prior to your appointment.
As a courtesy, the clinic sends patients appointment reminders and confirmations via email. Please follow the link in these messages to confirm your appointment. If you do not receive an appointment reminder or confirmation, you are still responsible for arriving on time to your scheduled appointment.
You can also verify the date of your appointment at any time on the Patient Health Portal. To register, visit: https://portal.wcfht.ca/