PUBLIC HEALTH SECTION 6 - Prince Edward Island · Public Health Nursing has a hybrid record. In 2004, Public Health Nursing switched to an electronic health record using ISM (Integrated

2014-HEALTHPEI-01 SECTION 6 PUBLIC HEALTH Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

PUBLIC HEALTH SECTION 6

2014-HEALTHPEI-01

SECTION 1) HEALTH PEI - GENERAL SECTION 2) COMMUNITY BASED PROGRAMS AND SERVICES SECTION 3) HOSPITAL SERVICES SECTION 4) MEDICARE AND MEDICAL PROGRAMS SECTION 5) PHARMACARE SECTION 6) PUBLIC HEALTH

2014-HEALTHPEI-01 SECTION 6 .1 PUBLIC HEALTH SERVICES Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

TABLE OF CONTENTS

Primary Series Title Page

SECTION 6: Public Health

6.1 PUBLIC HEALTH SERVICES - GENERAL 6.2 DENTAL PUBLIC HEALTH 6.3 NUTRITION SERVICES 6.4 PUBLIC HEALTH NURSING 6.5 SPEECH LANGUAGE PATHOLOGY/AUDIOLOGY

2014-HEALTHPEI-01 SECTION 6 .1 PUBLIC HEALTH SERVICES Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

6.1. PUBLIC HEALTH SERVICES - GENERAL

A

SA FD

2014-HEALTHPEI-01 SECTION 6.2 Dental Public Health Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

DENTAL PUBLIC HEALTH

SECTION 6.2

2014-HEALTHPEI-01 SECTION 6.2 Dental Public Health Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

6.2 DENTAL PUBLIC HEALTH

Dental Public Health Programs are delivered / administered by Health PEI. Records date from the early 1990's to present. Dental Health offers a number of programs that help Islanders achieve and maintain healthy teeth and gums. Programs focus on preventing disease and reducing barriers to oral health care services, especially among children and youth, but also provide preventative services to long term care facilities.

Dental Programs:

A) Children’s Dental Care Program - Diagnostic and Treatment Services (3-17 years)

The Children’s Dental Care Program has been in existence since 1971 and has been a very popular and successful program. Dental health outcomes of Island children have improved considerably over the years. Although demographics have changed, disease rates have declined and the number of providers has increased significantly. Basic dental treatment services are provided in the Public Health dental clinics.

B) Children’s Dental Care Program - Preventive. Commonly called the Dental Public Health School-based Preventive Program, service is provided in all schools across Prince Edward Island.

C) Preventive Orthodontic Clinic

Limited orthodontic services using removable appliances are provided by Dental Public Health Staff.

D) Cleft Palate Orthodontic Treatment Funding Program

Children who require orthodontic treatment as a result of a congenital cleft palate (or an equivalent congenital malformation) are partially covered for the cost of treatment under this program.

E) Pediatric Specialist Services Dental Program

This program covers services for children who, for medical reasons, would best be treated by a specialist Pediatric Dentist. To be eligible, children must meet certain medical criteria. Medical criteria include cardiac conditions requiring prophylactic antibiotic coverage for treatment, children referred from the IWK, oncology patients, etc. Also, children who for behavioral reasons need to be treated under a general anaesthetic are included. Parents must sign a declaration that the cost of treatment would create a financial hardship.

F) Long Term Care Facilities Dental Program

Residents of public and private manors and Hillsborough Hospital are provided an oral health screening by Dental Public Health.

2014-HEALTHPEI-01 SECTION 6.2 Dental Public Health Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

Dental Programs (A-F)

A

SA FD

-HA Health Records (Adult) *

AP+3y 7y D

-HC Health Records (Child) *

AOM 10y D

-HD Health Record (Deceased) Adult & Child

Cy+1y 6y D

-60 Dental Consent/Declaration Forms Cy+1y 0y D

-65 Electronic Data Record (*stripped information - Currently uses Epi-Info program)

50y 0y D

-75 Application for Exemption Cy+1y 6y D

-85 Dental X-Rays AOM 10y D

-95 Dental Study and Work Models AOM 10y D

AP until date of last activity AOM - Age of Majority -60 Dental Consent /Declaration Forms

Consent Form - A document signed and dated by an individual, parent or guardian which grants permission to allow service(s) to be provided. Declaration Form – Children who do not have private dental insurance or are covered under the Interim Federal Health Program (IFHP) to receive supplemental dental treatment are eligible to receive treatment under the Children’s Dental Care Program. Parents or Guardians must sign a declaration stating a) they are not covered by private dental insurance or b) they are covered by IFHP. The parent/guardian will be given a card to allow service at any dental clinic for one calendar year (the cost for service would be reduced to 20% parental contribution). This declaration expires at the end of each calendar year and must be resubmitted each year service is provided.

-65 Electronic Data Record

Client information is entered into a database on an annual basis. After the retention period of the paper records has passed, personal identifiers will be stripped and the information will be retained for statistical purposes only.

-75 Application for Exemption

The Children’s Dental Care Program provides dental services to children ages 3-17 who are not covered by a private dental insurance plan. Parents may be eligible for exemption from the 20 percent parental contribution if the net family income for the last year is below $30, 000. Proof of your net family income must be provided for this application to be approved.

-85 Dental Xrays

Dental x-rays are a form of electromagnetic radiation used to take picture(s) of the teeth and mouth which provide information for detecting, diagnosing, and treating conditions that can threaten oral and general health.

2014-HEALTHPEI-01 SECTION 6.2 Dental Public Health Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

-95 Dental Study/Working Molds Molds form a physical outline of patient’s teeth and mouth structure for diagnostic purposes, and are commonly referred to as dental casts; which are used as models for further casting of dental prosthetics such as bridges, crowns, implants, or orthodontic appliances. These are usually made from plaster and/or dental stone.

2014-HEALTHPEI-01 SECTION 6.3 Nutrition Services Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

NUTRITION SERVICES SECTION 6.3

2014-HEALTHPEI-01 SECTION 6.3 Nutrition Services Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

6.3 NUTRITION SERVICES

Nutrition Services offers Community Dietitian Services to Islanders across the province. Community Dietitians can help improve nutritional knowledge and practices, particularly of high-risk pregnant women, infants, children, and low income families. Through assessment and intervention, Community Dietitians can enhance quality of life and assist individuals to achieve optimal nutritional health.

-HA Health Records (Adult) *

AP+3y 7y D

-HC Health Records (Child) *

AOM 10y D

-HD Health Record (Deceased) Adult & Child

Cy+1y 6y D

*AP until date of last activity AOM until person is Age of Majority

20 Health Record (Adult)

Nutrition Services health record is defined as any written, printed, photographic, or electronic record pertaining to a patient and may contain records in support of diagnosis, assessment, and treatment.

The health record may include personal identifiers, screening/assessments, doctor/medical reports, nursing notes, and diagnosis, letters of referral (requesting services be provided and/or requesting service be provided by another program area or physician, etc).

40 Health Record (Child)

The health record may include personal identifiers, screening/assessments, doctor/medical reports, nursing notes, and diagnosis, letters of referral (requesting services be provided and/or requesting service be provided by another program area or physician, etc).

2014-HEALTHPEI-01 SECTION 6.4 PUBLIC HEALTH NURSING Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

PUBLIC HEALTH NURSING SECTION 6.4

2014-HEALTHPEI-01 SECTION 6.4 PUBLIC HEALTH NURSING Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

6.4 PUBLIC HEALTH NURSING

The role of the Public Health Nurse includes the following:

1 Providing services to clients across their life span in areas related to illness prevention, health promotion, and disease detection and treatment.

2 Participating and cooperating with other divisions and government departments, as well as, voluntary agencies in health promotion activities in accordance with health education programs;

3 Implementing immunization programs;

4 Providing education in all program areas to groups and individuals.

Public Health Nursing has a hybrid record. In 2004, Public Health Nursing switched to an electronic health record using ISM (Integrated Services Management). ISM is a case management electronic program which stores patient information for all programs offered in Public Health Nursing. Data was imported into this system dating back to 1997.

Public Health Nursing offer programs such as:

A) Prenatal Education This program provides prenatal assessments, prenatal classes, and individual prenatal teaching.

B) Maternal Newborn Health This program provides home visits for assessment and support for the new mother and baby. Public Health Nurses provide family support, and lactation support.

C) Infant and Preschool Health This program provides screening, assessment, and immunizations at the following ages: 2 months, 4 months, 6 months, 12 months, 18 months, and 4 years.

D) School Health

This program provides immunizations for specific grades: Grade 6 and Grade 9. Public Health Nurses also conduct vision and hearing screening.

E) Immunization Program This program provides immunization clinics for adults based on the PEI Adult Immunization Schedule and for anyone new to PEI, regardless of age, based on the PEI Immunization Schedule.

F) Community Health Education This program provides educational presentations to various groups upon request.

G) Communicable Disease Management

This follow up for Communicable Disease (i.e., Tuberculosis, Sexually Transmitted Diseases, Enteric Illnesses), is provided by Public Health Nursing in close consultation with the Chief Public Health Office.

2014-HEALTHPEI-01 SECTION 6.4 PUBLIC HEALTH NURSING Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

H) Communicable Disease and Immunization Programs

The Office of the Chief Public Health Officer has the responsibility for monitoring the reportable communicable diseases under the Public Health Act of Prince Edward Island. The Office provides direction for contact tracing, investigation, control measures, and surveillance. In addition, the Chief Public Health Office directs immunization programs in the Province and provides guidelines for those who administer vaccines. Public Health Nursing provides the immunizations to the public for communicable diseases as directed by the Chief Public Health Officer The authority to conduct these duties is taken from the Public Health Act and Regulations of Prince Edward Island.

Public Health Nursing Programs A-H

A

SA FD

-HA Health Record (Adult) AP+3y 7y D

-HC Health Record (Child) AOM 10y D

-HD Health Record (Deceased) Adult & Child ** 3y 7y D

-22 Health Record - Best Start AP+5y 5y D

-24 Immunization Records - Adult AP+10y 40y D

-25 Immunization Records - Child AOM+10y 40y D

-26 Community Immunization Registration Form 1m* 10y D

-35 Communicable & Non Communicable Disease Follow-up Form 10y 0y D

AP = means active until Date of Last Service AOM = means until the child turns 18 years of age 1m*=One month after completion of the current Influenza Immunization season Rationale: Public Health Act Cap P-30-1 Immunization Regulations

-HA Health Record (Adult)

A Public Health Nursing health record is defined as any written, printed, photographic or electronic record pertaining to a client and may contain records in support of diagnosis, assessment, and treatment. The health record may include personal identifiers, screening/assessments, reports, nursing notes, and letters of referral requesting service within Public Health Nursing or by another program area or care provider.

-HC Health Record (Child) A Public Health Nursing health record is defined as any written, printed, photographic or electronic record pertaining to a client. The health record may include personal identifiers, screening/assessments, reports, nursing notes, and letters of referral requesting service within Public Health Nursing or by another program area or care provider.

-HD Health Record (Deceased) Adult & Child ** (Note retention is longer than common secondary)

Upon notification from Vital Statistics of the death of an individual, the health record and immunization record can be pulled from the active stage and be classified as a deceased health record. This event supercedes the retention period in the common secondary for HD.

2014-HEALTHPEI-01 SECTION 6.4 PUBLIC HEALTH NURSING Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

. -22 Health Record – Best Start

The Best Start program is a home visiting program offered in partnership between Public Health Nursing and CHANCES Inc. It is offered to parents with children from birth to 36 months. Best start is a voluntary program which provides parents with information and support to promote the healthy development of children. Public Health Nurses offer all families the Best Start Program by providing screening, and if appropriate, families who meet the criteria are offered the program. The record may include personal identifiers, screening and/or assessments, and letters of referrals.

-24/25 Immunization Record

This is a record documenting the immunization of any individual. This record includes personal identifiers and vaccination administration details.

-26 Community Immunization Registration Form

This form is completed for each person receiving an immunization (e.g. Influenza) in a community clinic. The form contains personal identifiers and vaccination administration details. For individuals less than 18 years of age the information is transcribed into the client’s electronic Immunization Record (ISM). If the form is not entered into an electronic record and for clients 18 years of age and older, this form must be kept for the required time.

-35 Communicable and Non-Communicable Disease Case/Contact Report Forms These forms are completed by Public Health Nursing at the request of the Chief Public Health Office when there is follow up on a reportable illness. The original is sent to the Chief Public Health Office and a copy is scanned and saved in the clients Public Health Nursing electronic record. (ISM)

-

2014-HEALTHPEI-01 SECTION 6.5 SPEECH LANGUAGE PATHOLOGY/AUDIOLOGY Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

SPEECH LANGUAGE PATHOLOGY/AUDIOLOGY

SECTION 6.5

2014-HEALTHPEI-01 SECTION 6.5 SPEECH LANGUAGE PATHOLOGY/AUDIOLOGY Approved July 2017

A = Active (in office) SA = Semi-Active (in Storage) FD = Final Disposition

AP = Active Period m=month y = year Fy = Fiscal year Cy = Current year AOM = Age of Majority SR = for Selective Retention at Provincial Archives D = Destroy

NOTE: AP for policy means as long as policy is in effect.

6.5 SPEECH LANGUAGE PATHOLOGY/AUDIOLOGY

This program provides assessment, consultation, and intervention services for individuals who have communication difficulties. These may include speech sound articulation problems, language difficulties, stuttering (dysfluency), voice problems, speech nasality, etc. Efforts are made to provide parent/caregiver information sessions to support families and caregivers working with their children at home/day care. Topics covered include facilitation of language development, improving speech clarity, and reducing speech dysfluency, i.e., stuttering.

Speech Language Pathology/Audiology

A

SA FD

-HA Health Records (Adult) *

AP+3y 7y D

-HC Health Records (Child) *

AOM 10y D

-HD Health Record (Deceased) Adult & Child

Cy+1y 6y D