Directories

Common records

Many types of records are commonly held in most departments of Baycrest. These records contain general information that helps to support the operations and administration of each department.

  • Policies
  • Payroll/timesheet information
  • Budgets
  • Human Resources (employee) files
  • Client health records
  • Accreditation records
  • Letters of thanks and recognition
  • Letters of concerns/complaints
  • Incident reports
  • Committee, team, and workgroup meeting records
  • Contracts
  • Workplace inspection reports
  • Workplace safety inspection sheets
  • Emergency staff contact lists
  • Shift change clinical reports

Corporate services

Culture, Arts & Innovation

  • Patient and resident entertainment records
  • Art collection records
  • Therapeutic recreation records
  • Music therapy records
  • Baycrest museum records
  • OCAD partnership records
  • Art administration

Education

  • Education Planning Committee
  • Quarterly reports
  • Office of Academic Education records
  • Conference administration records
  • College/university affiliation agreements
  • Library services records
  • Education seminars and lectures

Executive administration

  • Annual general meeting records
  • Board meeting records
  • Board committee records
    • Academic Advisory
    • Clinical Strategy, Quality and Safety
    • Finance and Audit
    • Fiscal Advisory
    • Governance
    • Government Relations
    • Investment
    • Management Resources and Compensation
    • Medical Advisory
    • Strategic Planning
  • Annual reports
  • Executive team records
  • Corporate and medical staff bylaws
  • Letters patent
  • Board policies
  • Insurance and claims records
  • Legal opinions
  • Government funding agreements
  • Contracts
  • Operating licences
  • Deeds

Finance

  • Budgets
  • Payroll information
  • Expense reports
  • Annual financial statements
  • General ledger
  • Books of account and accounting records
  • Billing invoices
  • Budget analysis records
  • Accounts payable reports
  • Invoices
  • Receipts
  • Retail sales tax records

Human Resources and Organization Effectiveness:

  • Employee orientation materials
  • Special event records
  • Workplace Safety and Inspection Board (WSIB) case management reports
  • Febrile respiratory illness screening, tracking and communication
  • Ministry of Labour and Public Health correspondence and orders
  • Safety group plans and supporting materials
  • Occupational Health and Safety project and program files
  • Job classification compensation files
  • Vacancy recruitment/selection material
  • Employee issues/relations files

eHealth

  • Equipment and software licenses, contracts
  • Customer support tracking
  • Vendor contact information
  • Freedom of information and privacy records

Materials management

  • Purchasing and procurement records
  • Receiving records
  • Competitive bidding records
  • Purchasing contracts
  • Product evaluation and trials
  • Courier records
  • Inventories

Ombudsperson

  • Ombudsperson case files
  • Terms of reference
  • Evaluation guidelines
  • “Speak Your Mind” concerns, compliments, suggestions

Public Affairs

  • eNewsletter database
  • Baycrest publications
  • Corporate photo archives
  • Communication plans
  • Press releases
  • Grievance/arbitration files
  • Workplace investigation files
  • Organizational change files
  • Pay equity plan and supporting materials
  • Labour relations issues/policy files
  • HR project and program files
  • Employee benefit and insurance documentation
  • Annual financial audit documentation
  • Job postings
  • Tuition assistance records
  • Strategic planning documentation
  • Training records

Support services

  • Food and Nutrition Services records
  • Retail food reports
  • Toronto Public Health reports
  • Menus
  • Surveillance videos
  • Redevelopment and emergency management records
  • Facilities and environmental services records
  • Construction and renovation records
  • Mail and receiving records
  • Gift Shop and Terraces of Baycrest convenience store records
  • Paging activity records

Stakeholder development and corporate planning

  • Operating plan processes
  • Research institute account records
  • Government funding submissions

Volunteer Services

  • Volunteer Youth Council minutes
  • Volunteer Department reports
  • Jewish Home for the Aged interprofessional committee
  • Volunteer engagement surveys

Research

  • Training centre records
  • Administration records
  • Research Ethics Board administration files
  • Clinical trial record

Clinical and Residential

  • Client health records
  • Medical staff credentialing records
  • Medical administration records
  • Infection Control meeting records
  • Patient safety indicators reports
  • Outbreak audits and control measures
  • Hand hygiene audits
  • Safety event reporting system records
  • Patient appointment schedule
  • Staff scheduling
  • Quality indicator reports
  • Census reports
  • Safety walkabout reports
  • Patient registration information
  • Nursing assignment sheets
  • Patient transfer/discharge records
  • Communication books
  • Patient satisfaction survey information
  • Clinical ethics records
  • Clinic records
  • Program administrative records
    • Risk monitoring
    • Psychiatry records
    • Project records

Health disciplines

  • Pastoral services records
  • Baycrest drug formulary
  • Hazardous medication training records
  • Summary of drug inventory
  • Narcotic and controlled drug records
  • Pharmacy administration records
  • Diagnostic Imaging quality assurance reports
  • Radiologist registration
  • Physiotherapy quality documentation
  • Staff education requisition
  • Documentation audits
  • Social Work administrative records
  • Audiology administrative records
  • Speech language pathology administrative records and assessments

Apotex Centre, Jewish Home for the Aged (long-term care home)

  • Investigations
  • Reports and audits
  • 24-hour monitoring reports
  • Care plans
  • Apotex meeting records
  • Residents’ Advisory Council records
  • Family Advisory Council records
  • Ministry of Health and Long-Term Care inspection reports

Terraces of Baycrest and Joseph E. and Minnie Wagman Centre

  • Fitness procedures records
  • Occupancy records
  • Grant applications
  • Toronto Housing allowances
  • Client apartment safety inspection records
  • Client satisfaction information
  • Therapeutic recreation program records
  • Toronto Public Health inspections and audits
  • Parking assignments
  • Monthly newspapers