Office Policies

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A valid Ontario health card must be presented for each person to be seen by a physician or nurse. If you have a new photo card, please check the expiry date. It is the patient’s responsibility to renew coverage 4 to 6 weeks prior to expiry.

Patients who have doctor or nurse visits with expired OHIP may be billed for the visit or required to reschedule.

OHIP card renewal options can be found at:
1-866-532-3161
TTY 1-800-387-5559

Health Card Renewal

You will be given sufficient repeats of medication until the doctor or nurse practitioner want to follow up with you to determine the success of your care. You need to book an appointment with one of them to follow up. Your best options to ensure you do not run out of medication include:

1. While at the office, book your next follow-up appointment before you will need medication refills.

2. Call the office for a follow-up appointment with your doctor. or nurse practitioner. For best appointment availability, please call a minimum of 2 weeks prior to needing medication refills.

3. When seeing your doctor or nurse practitioner for another reason, ASK for your medication repeats.

IF you run out of medication or will run out of medication prior to a scheduled appointment and have no repeats, your options in order of BEST medical care:

1. Ask your pharmacist to fax our office with the medication(s) needing refill. The request will go to the doctor or nurse practitioner, please allow 3-4 business days for a response. If you need medication before 3-4 business days, have the pharmacist record URGENT on the fax request. We will do our best but there are no guarantees, please plan in advance. 

2. If the medication(s) you require are NOT NARCOTICS OR CONTROLLED SUBSTANCES, you may visit our Walk-in clinic on the Ground level of our building and see the scheduled doctor. IF you visit this specific Walk-in clinic, your medical records may be accessible by the scheduled doctor. 

Family Health Organization Walk-in Clinic Hours:

Monday-Friday 9 am - 8 pm 

(Note: Exclusive access for our patients between 9 am and 1 pm on weekdays)

Weekends & Holidays 10 am - 4 pm

Please register in the clinic 30 minutes prior to closing time

Note: In the event that the clinic has reached capacity, they will close registration early.  

3. Ask your pharmacist to extend your chronic medication. However, note this option may only be available at the discretion of your pharmacy. 

Pharmacy or patient requests to renew medication(s) by fax or without an appointment with your physician or nurse practitioner is an uninsured service and subject to $20 fee.

Appointments that are cancelled by the patient without 24 hours’ notice are subject to a charge of $50. Please see list of charges. For your convenience, you may email us at info@oakvillefamilyclinic.com to cancel within that notice. Or by responding accordingly to your email reminders. 

We only collect information that is necessary for your care and treatment. We only disclose information to those labs, clinics, hospitals, physicians and others involved in your care and treatment. We require your permission before disclosing any of your information for purposes not directly related to your care and treatment unless otherwise authorized by law. We recognize your right of access to your own health information and can provide you copies for a nominal fee. Please see list of uninsured services for copy fees. Questions or concerns regarding the privacy of your personal health information should be addressed to the clinic manager at 905-844-0311.

If you authorize our office to release your appointment information to another person, please call our office at 905-844-0311 and indicate your name and the name(s) of the person(s) you authorize us to release appointment information.

We require written notice to release your health information to another person. Please direct written authorization to the office indicating the person you authorize our office to release your health information and any restrictions as to the type of health information you authorize released.

Your consent to release will remain on your record until such time you withdraw.

Withdrawal of consent is validated when the office confirms receipt of your direction.

If we are unable to contact you, we will leave a message for you to call our office back. 

It is our policy to call patients with results requiring follow-up. If the doctor or nurse practitioner has asked you to book an appointment to follow-up on results, please book prior to leaving the office. You will be asked the test, date and location of the test so we can ensure we have the result for your follow-up appointment.

Blood work, X-Ray, ultrasound, MRI and CT are usually available within 7 business days.

Stool test and cardiac test results and specialist visit notes can take up to 30 calendar days.

No news is not necessarily good news, sometimes it means your test has not been reported. If you have had an investigation, are concerned with the result and have not heard from our office, use the time estimates above and call our office to follow-up on the status of your test result(s). 

Our staff can tell you if the result has been received but no medical information can be given as staff can only release information authorized by the doctor. If you wish to discuss test results, you need to book an appointment with the doctor or nurse practitioner.

If you are being urgently referred, the doctor or nurse practitioner will advise when you should follow up with our office if you have not heard back with an appointment.

If your doctor is referring you to a specialist for a non-urgent reason:

• The specialist will update you and/or your family doctor with your scheduled appointment.
• If you have not been advised with either an update or an appointment 30 days after the non-urgent referral was initiated, please call our office.

Test requisitions are important documents that contain your personal health information and MUST be brought to your test(s). Misplaced or forgotten requisitions may result in your test being cancelled or a $10 administrative charge (if we can provide a duplicate requisition).