OTNhub OTNinvite Privacy Tips

For the Event Organizer

Computer Management

• Be mindful of the prevalence of malware and malicious apps. Ensure your mobile or computing device is secure with anti-virus, firewall, and auto-lock screensaver.
• Enable basic mobile device physical and logical security controls such as PIN locking, auto-locking features, not allowing auto-complete of password fields, and the like.
• Do not remain logged-in to your computer if you expect to be away from your desk for a long period of time (for example, 20 minutes). Lock your computer by pressing <ctrl><alt><del>and click “Lock this computer.”

Password/PIN Management

• Do not share your computer username and password with anyone.
• Each time you invite a new guest, ensure you create a new unique link.
• Ensure your new guest does not leave the name blank to prevent private conversations from being heard by anonymous guests.
• Always use a PIN to secure access to the event and communicate this confidentially to the guest.
• Send the PIN in a separate email than the unique guest link.
• Use a different PIN number for each event.

General Guidelines and Privacy Considerations

• Share and/or provide information contained in this Privacy Fact Sheet with the guest.
• Always ensure you have patient consent to proceed with videoconference events on their behalf.
• Ontario Health does not record or store OTNinvite events between patient and provider.
• Be aware of your surroundings. Never use personal and/or portable videoconferencing technology in a public or unsecure environment (for example, airport, internet café or open area).
• Observe appropriate security and privacy policies and procedures in scheduling the meeting (that is, follow the same scheduling practices that you would normally follow when scheduling events).
• After all attendees have joined, confirm their attendance and lock the meeting room before starting the conference.
• When an event is over, please ensure you manually disconnect and close your browser.
• When using ONTinvite with non-health care providers for example, patients, families, and the like), ensure their system meets the minimum hardware and technical requirements and that they are the only participant in the event (that is, they haven’t forwarded the OTNinvite to additional individuals).
• If you inadvertently connect with the wrong guest, contact your local privacy officer, and Ontario Health’s privacy team (1-866-250-1554 or email: servicedesk@ontariohealth.ca).

For the Guest

• Be aware of your surroundings. Never participate in an event using OTNinvite and/or use personal videoconferencing technology in a public or unsecure environment (for example, airport, internet café or open area).
• Be mindful of the prevalence of malware and malicious applications.
• Ensure your computing or mobile device is secure with anti-spyware, anti-virus protection, and auto-lock screensaver.
• Do not share your computer username, password, or the event PIN, with anyone.
• Do not leave the guest name blank, so that the Event Organizer is aware you have joined the videoconferencing event session.

If you suspect a privacy incident has occurred, or is about to occur, contact the Ontario Health Service Desk to report it:

• Phone: 1-866-250-1554
• Email: servicedesk@ontariohealth.ca

Together, we continue to learn how to make virtual care better. We encourage you to continue reaching out to our Privacy Team. You can submit an inquiry on our webpage Privacy: Contact Us.