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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

  • 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