A GOOD PRIVACY POLICY Will Go a Long Way!

YOU WILL NEED:

 2 HOURS -- You can use administrative staff to fill out most of the information, but you will need to take time to research Privacy Policies as they relate specifically to your clinic.  A GOOD PRIVACY POLICY will go a long way!  APPROPRIATE DOCUMENTATION:  Business license  WCB assessment registration number  List of associates (if submitting as a clinic)  Copy of professional liability insurance and commercial general liability insurance – part of your PABC insurance See each header for description for the task at hand.

Title Page:

2.0 SECTION REQUIREMENTS

2.1 TITLE PAGE Should include identification of the following:  Identify the Request for Qualifications # and description of Services requested. (RFQ# and description of service is found on page 6 of the RFQ document)  Identify your company name, address, telephone & fax number and email address.  State the name(s) of the company representative(s) responsible for your response.  Date of your response submission. (see sample title page on the next page) Request for Qualifications #011-2014 Physiotherapy Services

Insert Company Name

Proposed Service Region: Vancouver (2 facilities) {optional if proposing more than one location}

Proposed Facilities Information:

1) Location #1 2) Location #2 1234 ACME Way 5678 ACME Way, Vancouver, B.C. Vancouver, B.C. V1X 1X1 V1X 2G2 Telephone: 604-111-1111 Telephone: 604-333-3333 Fax: 604-222-2222 Fax: 604-444-4444

Company Information: Head Office: Location #1 1234 ACME Way Vancouver, B.C. V1X 1X1 Telephone: 604-111-1111 Fax: 604-222-2222

Contact Person: John Doe Email Address: [email protected]

Proposal Prepared By: John Doe

Date: 01/01/2014 Table of Content (follow RFQ requirement)

2.2TABLE OF CONTENTS List of all topics and associated page numbers.

This requires administrative skills in formatting in Word. Make sure associated page numbers are consistent with your content and are accurate for the readers. PART A – CORPORATE PROFILE

3.0 CORPORATE INFORMATION: Contact Name and Title: Insert Company contact name and title.

Legal and/or Business name of your company:

Other Business Names under which your company operates (if applicable):

Affiliated Association/Firms (if applicable):

State the name and title of the representative(s) authorized to execute contracts on behalf of the company: Clinic Submission: Insert the name of the clinic owner or signing authority. OR Independent Consultant Submission: Insert the name of independent consultant submitting the proposal.

3.1 CORPORATE ADDRESS INFORMATION: Street Address:

City: Province: Country: Postal Code:

Telephone: ( ) Cell Phone: ( )

Fax: ( ) Email:

3.2 Is the corporate address also serving as a proposed service location? Yes No

3.3 Indicate how long your company has been in operation. # years: ______3.4 PRIOR TO AND AS A CONDITION OF CONTRACT AWARD:

3.4.1 WorkSafeBC Assessment Registration: State if you are or will be Yes No registered with the WorkSafeBC Assessment department for the service location(s) proposed. Assessment Registration If yes, provide your WorkSafeBC Account Registration number(s) and include a copy of the Clearance Letter from WorkSafeBC. #______If no: To determine your eligibility and for registration information to www.worksafebc.com and select ‘Register for Coverage’ or if you have any questions, please contact Employer Service Centre toll free 1 (888) 922-2768.

OR If registration is not required under the Workers Compensation Act but you are eligible to purchase Personal Optional Protection (POP) under the Act and your business is awarded a contract by WorkSafeBC, you will be required to purchase POP as a condition of contract award. Do you agree to purchase POP prior to and as a condition of Contract Yes No N/A award? OR Where you are not required to register, nor eligible to purchase POP (are exempt from registration), WorkSafeBC will issue a letter to that effect. If applicable, have you included a copy of the letter from WorkSafeBC? Yes No N/A A copy will be required prior to any contract award.

3.4.2 General Comprehensive Liability Insurance: State if your organization is or will be in compliance with the GCL insurance requirements in the minimum amount of $2 million dollars that covers each of the service Yes No locations proposed. 3.4.3 Professional Liability Insurance: State if your organization is or will be in compliance with the professional liability insurance requirements in Yes No the minimum amount of $1 million dollars that covers all personnel proposed to deliver the Services.

3.4.4 Business License: State if your company has or will have a current Yes No business license for each of the service locations proposed.

If no, state if this is because a business license is not a requirement by Yes No your municipalities’ bylaws. 3.5 MANDATORY BUSINESS QUALIFICATIONS: Indicate ‘Yes’ or ‘No’ to whether your company meets the following mandatory requirements:

3.5.1 Absence of Conflict of Interest: The proposed service location(s) must not possess a conflict of interest with the provision of the Services to WorkSafeBC. Are there any potential areas of conflict of interest that may exist with Yes No the provision of these Services to WorkSafeBC? If there is a potential conflict, provide a description and nature of such, If Yes: as an attachment to your submission. Have you included this information with your WorkSafeBC reserves the right to reject submissions from submission? Respondents who in the opinion of WorkSafeBC are in conflict in Yes No relation to the services provided in this RFQ.

3.5.2 Protection of Information and Personal Privacy: The proposed service location(s) must currently possess an established system for the storage, access and disclosure of personal information obtained from WorkSafeBC that is compliant with the Freedom of Information and Privacy Act R.S.B.C. 1996c.165 (FIPPA) and if Yes No successful, the Contractor agrees to a contract that includes Attachment 1 – Confidentiality Agreement Form and Schedule D – Privacy Protection in Appendix A - Sample Contract. Additional information regarding FIPPA may be obtained through the WorkSafeBC website www.WorkSafeBC.com by accessing "Health Care Providers" under Customer Centres, then choose the quick link for "Freedom of Information and Protection of Privacy”. 3.5.2.1 For each service location you are proposing, state if you Yes No currently possess an established system for the storage, access and disclosure of personal information obtained from WorkSafeBC that is compliant with the Freedom of Information and Privacy Act R.S.B.C 1996c.165 (FIPPA). Yes No 3.5.2.2 State if you will agree to a contract that includes Attachment 1 – Confidentiality Agreement Form and Schedule D – Privacy Protection in the sample contract, if successful. 3.6 PROTECTION OF INFORMATION AND PERSONAL PRIVACY: 3.6.1 Protection of Information and Personal Privacy: The Freedom of Information and Protection of Privacy Act (FIPPA) requires that WorkSafeBC, and any Service Provider to it, to ensure personal information in its custody or under its control is stored or accessed only in Canada except in limited circumstances. Further information is available regarding this requirement at: http://www.cio.gov.bc.ca/cio/priv_leg/foippa/index.page. Additional information regarding FIPPA may be obtained through the WorkSafeBC website www.worksafebc.com by accessing "Health Care Providers" under “Customer Centres,” then choosing the quick link for "Freedom of Information and Protection of Privacy". Submit the following information as an attachment to your submission:

3.6.2 State if your company is a subsidiary and/or has any affiliation of any Have you included this information with your type with any entity outside of Canada. If yes, state their names and submission? relationships. Yes No

Insert the answer that is appropriate to your company. 3.6.3 State the legal status of the business. E.g. Sole proprietor, partnership Have you included this or limited company. information with your submission? 3.6.3.1 If the business is a partnership, state the countries where the Yes No partners reside; 3.6.3.2 If the business is a limited company, state the countries where the directors reside. Insert the answer that is appropriate to your company. 3.6.4 State if your company is wholly owned by a Canadian entity or not, if Have you included this not, state the nature of the foreign ownership. information with your submission? Insert the answer that is appropriate to your company. Yes No 3.6.5 State if your company is controlled and operated by a Canadian entity Have you included this or not, if not, state the nature of the foreign control and operations. information with your submission? Insert the answer that is appropriate to your company. Yes No 3.6.6 Provide a description of current employee procedures and rules Have you included this relating to disclosure, access and control of personal information (e.g. information with your submission? levels of access, circumstances, frequency, and familiarity with FIPPA, security clearance requirements). Yes No 3.6.7 Provide a description of an existing operational privacy plan in the Have you included this event of a security or privacy breach relating to personal information information with your (e.g. email breach, home invasion, theft). submission? Yes No 3.6.8 Subcontracting: If you propose to subcontract any portion or all of the Have you included this work under the contract, in the event you are awarded a contract, state information with your submission? where and to whom you intend to subcontract with, and answer 3.6.1 to 3.6.7 in relation to the proposed subcontractor. Yes No

Note: Questions 3.6.1 to 3.6.7 must be completed whether you are subcontracting or not.

3.7 CONTRACT TERMS AND CONDITIONS:

Terms and Conditions: Do you agree to execute a contract containing Yes No all the terms and conditions as stated in Appendix A, Sample Contract: Physiotherapy Services? If No: If no, describe the stated exception(s) and applicable clause number. WorkSafeBC reserves the right to determine the materiality of any Have you included this stated exception to the contract terms and conditions. The information with your Respondent’s willingness to agree to the general terms and conditions submission? is an evaluation criterion upon which the Provider may be evaluated. Yes No PART B – SERVICE LOCATION & QUALIFICATIONS

4.0 LOCATION OF EXISTING AND OPERATIONAL SERVICE LOCATION (CLINIC / FACILITY)

Street Address:

City: Province: Postal Code:

Telephone: ( ) Cell Phone: ( )

Fax: ( ) Email:

Contact Name and Title:

4.1 State the number of years this Clinic has been in operation. # of Years:______

4.2 Do you currently deliver any WorkSafeBC services from this Service Is this information included Location? If so, please list the program name(s) as an attachment to with your submission? this submission. Yes No

5.0 PROTECTION OF INFORMATION AND PERSONAL PRIVACY (site specific):

5.1 For this Clinic, state the location* where personal information (both Have you included this hard and soft copies) is currently stored, by whom and who would have information with your submission? access to this information. Yes No

5.2 For this Clinic, state the location* and how you propose to store and Have you included this access personal information (both hard and soft copies) you obtain from information with your submission? WorkSafeBC and the Injured Worker, in the event you are awarded a contract. Yes No

5.3 For this Clinic, state who provides systems & equipment maintenance Have you included this and data recovery services for your data systems and state their information with your submission? location*. If it is not an employee, answer 5.1 to 5.2 in relation to the proposed subcontractor. Yes No * ‘Location’ means the exact physical location including an address. NOTE: Questions 5.1 to 5.3 must be completed whether you are subcontracting or not. 6.0 MANDATORY SERVICE LOCATION QUALIFICATION REQUIREMENTS: Indicate ‘Yes’ or ‘No’ to whether this Clinic/Service Location meets the following mandatory requirements:

6.1 Successful Contractors must invoice WorkSafeBC electronically MSP Billing No#: through the Medical Services Plan (MSP) Teleplan system. ______State your active MSP billing number.

6.2 Absence of Conflict of Interest: The proposed Clinic(s) must not possess a conflict of interest with the provision of the Services to WorkSafeBC. Yes No State that there are no potential areas of conflict of interest that may exist with the provision of these Services to WorkSafeBC. If No, have you included If there is a conflict, provide a description and nature of such, as an this information with your attachment to your submission. submission? WorkSafeBC reserves the right to reject submissions from Respondents Yes No who in the opinion of WorkSafeBC are in conflict in relation to the services provided in this RFQ.

6.3 Protection of Information and Personal Privacy: The proposed Clinic(s) must currently possess an established system for the storage, access and disclosure of personal information obtained from WorkSafeBC that is compliant with the Freedom of Information and Privacy Act R.S.B.C. 1996c.165 (FIPPA) and if successful, the Contractor agrees to a contract that includes Attachment 1 – Confidentiality Agreement Form and Schedule D – Privacy Protection in Appendix A - Sample Contract. Additional information regarding FIPPA may be obtained through the WorkSafeBC website www.worksafebc.com by accessing "Health Care Providers" under Customer Centres, then choose the quick link for "Freedom of Information and Protection of Privacy”. 6.3.1 For each Clinic you are proposing, state if you currently Yes No possess an established system for the storage, access and disclosure of personal information obtained from WorkSafeBC that is compliant with the Freedom of Information and Privacy Act R.S.B.C 1996c.165 (FIPPA). Yes No 6.3.2 State if you will agree to a contract that includes Attachment 1 – Confidentiality Agreement Form and Schedule D – Privacy Protection in the sample contract, if successful. 7.0 MANDATORY PHYSICAL THERAPIST QUALIFICATION REQUIREMENTS: Indicate ‘Yes’ or ‘No’ to whether you possess the following mandatory Physical Therapist qualifications at this Clinic/Service Location:

7.1 Do you possess a minimum of one (1) Physical Yes No Therapist that is a full (not interim or student) registrant and in good standing with the College of Physical Therapists of British Columbia?

Name:

CPTBC Registration Number:

7.2 Are there any current restrictions or limitations on the Yes No practice for the Physical Therapist named above?

7.3 If yes, please state the restrictions or limitations and the expected end date:

8.0 ADDITIONAL PERSONNEL REQUIRMENTS:

8.1 Identify a designated key contact person who is responsible for the day-to-day delivery of services (e.g. clinic manager).

Name:

8.2 Name(s) of other additional proposed Registered Physical Therapist and their College of Physical Therapists of British Columbia registration number, if applicable: If insufficient space, please attach additional pages with your response.

NAME: Registration Number #::

(1)

(2)

(3)

(4) 9.0 SUBMISSION OF INFORMATION:

State if the information contained in your submission is accurate and Yes No true to the best of your knowledge.

Authorization of Information

I/We wish to present this submission as a potential qualified Provider of Physiotherapy Services for WorkSafeBC Injured Workers and certify that the information contained in this document is accurate and true to the best of our knowledge.

Respondent’s and/or Business Name:

Authorized Signature: Title:

Print Name: Date: ATTACHMENT 1 CONFIDENTIALITY AGREEMENT

CONFIDENTIALITY AGREEMENT WITH RESPECT TO THE AGREEMENT BETWEEN

THE WORKERS’ COMPENSATION BOARD OF BC (WORKSAFEBC) and

______(Name of Contractor)

I, ______;______, (print name) (position title) am an authorized signatory of the above noted Contractor.

I understand that the BC Freedom of Information and Protection of Privacy Act (the “FIPPA”) applies to WorkSafeBC and as a result of an Agreement between WorkSafeBC and the Contractor (the “Agreement”), the FIPPA also applies to a Contractor of WorkSafeBC and all employees and/or subcontractors of the Contractor regarding information received from WorkSafeBC under the Agreement. As a result, I agree to ensure all our employees and/or subcontractors:  Involved in the performance of this Agreement understand their obligations under the FIPPA;  Attend an annual Freedom of Information Training seminar and/or meet with employees annually to review the FIPP Fact sheet for WorkSafeBC Service Providers which may be provided upon request and are available for viewing or downloading at: http://www.worksafebc.com/regulation_and_policy/legislation_and_regulation/fipp/default.asp;  Sign an annual confidentiality agreement prior to undertaking any obligations under the Agreement which includes the following provisions: - To keep confidential all information provided by WorkSafeBC pursuant to the Agreement; - To only share the information with the other employees and/or subcontractors involved in the performance of the Agreement; - To ensure any of the information provided by WorkSafeBC or which comes to my attention as a result of the Agreement is not used or disclosed for any purpose, unless specifically provided for in the Agreement or as required by law.

I understand as the Contractor that we are not to access, use or disclose any of the information provided by WorkSafeBC or which comes to our attention as a result of the Agreement, for any purpose that is not specifically covered in the Agreement.

ACKNOWLEDGED AND AGREED TO THIS ______DAY OF ______201_

Per: ______(Signature of Principle of Contractor) Witness: ______(Print name and sign) Attachment 2 – Privacy Policy Insert privacy policy as it pertains to your clinic location. If you have multiple locations with different privacy policies, make sure to include them and refer to them in PartB.