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Ministry of Health

Health Authority Agreements

The Information Management and Knowledge Services branch of the Ministry of Health is accountable for authorizing health information sharing and data access decisions and agreements. The ministry has general data sharing agreements with health authorities to provide a framework for information management.

An information sharing plan to the general data sharing agreement between the Ministry of Health and health authorities outlines the terms and conditions under which record-level data is exchanged between the ministry and the health authorities for the purposes of program planning and evaluation and surveillance activities. Please complete and submit the Health Data Request form (PDF 645K) to initiate the development of the agreement.

The Process

Submission to the Ministry

Health authority employee completes the Health Data Request form (PDF 645K) and submits to the ministry.

In-depth Review

Ministry staff reviews the application to ensure appropriate use of data according to legislation and policy. Part of the review process may include a teleconference with all stakeholders to discuss the application and clarify questions. Ministry staff develops the information sharing plan to the general agreement to document the terms and conditions.

Agreement Sign-off

The finalized information sharing plan to the general agreement is signed off by both the designated signing authority within the health authority and the ministry's chief data steward. The ministry staff will coordinate this effort.

Data Preparation and Delivery

After sign off, the health authority and the ministry begin data preparation according to terms and conditions set out in the information sharing plan to the general agreement. The approved dataset is then transferred securely to the appropriate party via the ministry's approved method.

Analysis Outputs

All written materials intended for public dissemination as an outcome of the data analysis must be submitted to the ministry for review and comment prior to release. The ministry is committed to providing feedback/comment within 45 business days of submission.

Project Closure

Upon completion of the analysis, health authorities must ensure data destruction compliance and ensure necessary project closure documents are completed and submitted to the ministry.