Access and Security
Managing your Professional Credentials
Health Care Providers using HCAI are accountable for ensuring their credentials are used appropriately by the Facilities for which they work. Here’s how you can ensure your professional credentials are accurately represented:
- Retain copies of all OCFs you have signed for a Facility. Check that your name, profession, and registration number are all documented correctly.
- Retain copies of all Affiliated Provider and Dependent Provider forms you have signed. You should have one form for each Facility that has registered you as an Associated Provider in HCAI.
- When you end your affiliation with a Facility, ask the Facility to verify that they have added an end date to your Provider profile in HCAI.
- If you are considering certifying an OCF-18 for a Facility you don’t work for, ask how this Facility plans to record your credentials in HCAI. If you prefer not to be added to their roster of Associated Providers, you have the right to request that they describe you as an external Provider instead. The Facility does not need to add you to their roster if you have certified a Plan but are not providing or supervising any services at that Facility.
- If you are a Dependent Provider at a Facility, you can ask the Facility for a printout of your Provider records. This will show the way your name, profession, and college registration number appears on Forms submitted via HCAI by the Facility.
- If you have, in the past, certified OCF-18 treatment plans for a Facility you don’t work for, you can determine whether the Facility added you as an in-house Provider or as an external Provider by looking at the Facility name and address associated with your name in Part 4 of the form. If you have been listed as working for the Facility, ask the Facility to add an end-date to your name in their Facility registry so that you are not represented as an employee on an ongoing basis.
- When in doubt, call the Facility to ask whether they have registered you in HCAI, and how they are using your professional credentials. You have both the right and the responsibility to check in with any Facility with whom you work to find out how your information is being used.
If you have any questions or concerns about how a Facility has used your credentials in HCAI, contact HCAI Processing’s Chief Privacy Officer via email (privacyofficer@hcaiprocessing.ca).
Click here to learn about the HCAI Anti-Fraud Working Group and its work investigating how the HCAI system can be used to detect and prevent fraud in Ontario’s auto insurance system.
Accessing your professional information in HCAI
HCAIP shares professional information only with the professional whose information it is, those who require it to process OCF submissions, or as required by law. As a Health Care Provider, you should investigate instances where you have reason to believe your professional credentials may have been used inappropriately.
Professional information includes your name, college ID number, profession, the Health Care Facilities that have listed you as a Provider, the date your services started with each Facility, and the end date where applicable. It can also include a list of OCFs submitted with your credentials.
If you have concerns, you may fill out a Request for Access to Professional Information by filling out this Provider Access Form. The form contains two possible reports. As a first step we recommend you request the list of Facilities that have you registered as a Provider. If after receiving the report you see that your name has not been removed or has been used where you have never worked, request a report of OCFs submitted by that Facility using your credentials.
Fax, mail, or email the form to HCAIP; we will not accept requests on the telephone or by a third party (employer, lawyer, etc). No information will be released without a signature and the reply address must be an address going directly to the professional requesting the information.
You will receive your information within 30 days of HCAIP receiving your signed request. If for some reason we cannot comply with your request, you will receive an explanation within the same time frame. You may supply an email address for the reply. We suggest using a secure site. Alternatively, you may supply a street address.