Privacy policy.

Who we are

Accelerated Back & Neck Rehab Centre is a chiropractic and rehabilitation clinic at 2358 McPhillips St #1 in Winnipeg, Manitoba. Our team includes our chiropractor, Dr. Raman Gill, massage therapists, an athletic therapist and treatment assistants.

As a provider of health care in Manitoba, we are a trustee of your personal health information under PHIA. That means we are responsible for collecting, using, sharing and protecting it only as the law allows. This policy applies to information we hold about you in any form: paper, electronic, images and test results.

What we collect

We collect only what we need to care for you and to run the clinic, and we collect it from you directly whenever we can.

• Contact details: your name, date of birth, address, phone number and email.
• Health history: your intake form, the reason for your visit, past injuries, surgeries, medications and other conditions that affect your care.
• Assessment and treatment records: examination findings, pain diagrams, treatment notes, your care plan and progress.
• Test results: VALD movement testing and GaitScan foot-pressure scans, along with the reports made from them.
• Insurance and claim details: your insurance company and plan numbers, and your Manitoba Public Insurance (MPI) or Workers Compensation Board (WCB) claim number if you have one.
• Billing records: visits, products, invoices and payments. Card payments are processed by the payment terminal; we do not keep your full card number.
• Product details: measurements and prescriptions for custom orthotics, braces and compression stockings.

Why we use it

We use your information for the purposes we tell you about when we collect it:

• to assess you, plan and provide your treatment, and track your progress;
• to book appointments and send you reminders;
• to bill you, your insurer, MPI or WCB;
• to prepare letters and requests for products such as orthotics, braces and compression stockings;
• to meet our legal and professional obligations, including record-keeping rules set by law and our regulatory colleges;
• to review and improve the quality of our care.

We use only the minimum amount of information needed for each purpose, and only staff who need it for their role can see it.

Who we share it with

We never sell your information. We share it only when you agree or when the law permits or requires it, and we share only what is needed.

• Insurance companies: when you ask us to bill your plan directly, we send the details your insurer needs to process the claim.
• MPI and WCB: if you are being treated under a claim, we share the reports, treatment details and billing those organizations need to manage it.
• Your doctor or other health providers: when you ask us to, when we need a prescription or referral for you, or when it is needed for your continuing care.
• Product suppliers: to make or order your orthotics, brace or compression stockings, we send the supplier your name, measurements and scan results.
• Service providers that help us run the clinic: for example our practice management and booking software, our testing equipment's software, and email. They handle information on our behalf under agreements that require them to protect it and use it only for the service they provide. Some of these providers may store information outside Manitoba.
• When the law requires it: for example a court order, or a report to a regulator or authority that the law requires us to make.

You can ask someone else, such as a family member, to receive information on your behalf. We will ask for your permission first.

Emails and reminders

We may email or text you about your appointments, and after some visits we may ask you to rate your experience or leave a review. These messages come from our clinic system and do not include details of your health.

You can ask us to stop any of these messages at any time by replying to the message, calling us, or telling our front desk.

Reviews and photos

If you leave a Google review, it is public, and Google's own privacy policy applies to it. When we reply to a review, we do not mention any health details you did not write yourself.

We only post photos or videos of patients on our website or social media with the patient's permission, and a parent's permission for children. If you change your mind, tell us and we will remove it from our website and accounts.

How we protect it

PHIA requires us to keep reasonable administrative, technical and physical safeguards. Ours include:

• records kept in secure, password-protected clinic software, with each staff member using their own login;
• access limited to staff who need the information for their role;
• paper forms scanned into your file and kept secured;
• confidential conversations kept out of public areas where possible.

If a privacy breach ever creates a real risk of significant harm to you, we will tell you and report it to the Manitoba Ombudsman as PHIA requires.

How long we keep it

We keep your records for as long as the law and our regulatory colleges require, so that your history is available for your care and for any claims. When records are no longer needed, we destroy them securely so they cannot be read or rebuilt.

Your rights

See and get a copy of your records

You can ask to see your personal health information or get a copy. Please ask in writing, by email or letter. Under PHIA we must respond within 30 days, or within 72 hours if the request is about care we are providing to you now. We will explain any terms or abbreviations you do not understand. A reasonable fee allowed under PHIA may apply for copies, and we will tell you the cost first.

In a few situations the law allows or requires us to hold back part of a record, for example to protect another person's information. If that happens, we will tell you why and give you the rest.

Ask for a correction

If you believe something in your record is wrong or incomplete, ask us in writing to correct it. We will respond within 30 days. If we do not agree, you can have a statement of disagreement added to your file.

Choose who acts for you

You can authorize another person to see your information or make requests for you.

Withdraw your consent

You can withdraw consent to some uses of your information, such as reminders or review requests. We will explain if withdrawing it would affect your care or billing.

This website

This website does not use cookies, advertising trackers or visitor analytics, and it does not ask you to submit health information.

• Online booking takes you to our booking system (Juvonno), where the information you enter goes into your clinic file.
• Fonts and page code load from Google Fonts and public code libraries. Like any web request, those services receive your device's IP address.
• Links to insurers, MPI, WCB, Google and social media take you to their sites, where their own privacy policies apply.

Questions and complaints

Please contact our privacy officer with any question, request or concern about your information. We will try to sort it out with you directly.

If you are not satisfied with our answer, you have the right to make a complaint to the Manitoba Ombudsman, which oversees PHIA. Complaints are made in writing, and the service is free.

Toll-free

1-800-665-0531

Website

ombudsman.mb.ca

Changes to this policy

We may update this policy when our services or the law change. The date at the top shows when it last changed.