Requisition Pick-Up & TAP Forms
Important Policy Updates: Requisition Pick-Up & TAP Forms
To protect patient privacy, ensure confidentiality, and streamline administrative processes, our office has updated several key policies. Please review the details below.
Verification for Medical Document Pick-Up Applies to all pre-printed requisitions (e.g., blood work, X-rays)
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Photo ID Required: All patients retrieving medical documents at the front desk must present valid photo ID to verify their identity.
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Third-Party Pick-Up: If you wish to authorize someone else to collect medical documents on your behalf, you must send us written consent via email prior to their arrival, specifying the name of your designated person.
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2-Month Pick-Up Window: Printed requisitions will not be stored indefinitely. Please collect your documents within 2 months of their print date. Uncollected documents will be confidentially shredded.
Requests to Fax Medical Records & Requisitions
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Facility-to-Facility Only: We will only fax medical documentation (such as blood work or X-ray requisitions) directly upon the formal request of the receiving medical clinic or Island Health facility.
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No Direct Patient Phone Requests: To protect patient privacy and prevent errors, we cannot accept verbal requests over the phone from patients or third parties asking us to fax documents to unverified numbers.
Travel Assistance Program (TAP) Forms
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Clinic-Generated Orders Only: TAP forms can only be issued for visits or testing ordered directly by our clinic. If a specialist or external provider ordered the travel-requiring care, they must issue the TAP form—our office cannot legally issue one for external orders.
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Screening Services: For requisitions received through the mail for self screening such as routine Mammograms from BCCA—they are not eligible for a TAP form through our office as they were created outside our clinic.
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Dr. Hughes Credentials Notice: TAP forms under Dr. Hughes’ credentials will only be issued for services ordered prior to September 29th. Proof of a valid appointment or requisition bearing his name and a pre-retirement date is required before issuance.
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Covering Physicians / Locums: For orders placed through our office by Pat Peterson, NP or covering Locums, TAP forms will be issued under their credentials, subject to the same appointment proof requirements.
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Required Proof of Appointment:
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Specialist Appointments / Surgeries: Patients must present an appointment card or confirmation email from a specialist’s office or hospital booking department.
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Specialty Services (Blood Work / X-Rays): Patients must present the physical requisition they intend to fulfill at the hospital.
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Thank You for Your Cooperation
We appreciate your understanding as we implement these measures to protect your personal health information. If you have any questions or concerns, please do not hesitate to reach out to us by email.
Click here to view the government of BC website: Travel Assistance Program.
CR Primary Care Access Clinic
Please Note that this Pamphlet was created and supplied by the CR Primary Care Access Clinic. This contains great suggestions for alternative care you can find from your own homes or across the 10 minuet ferry ride into Campbell River. This Pamphlet is not a direct representation of our office, Quadra Island Medical Clinic.
Medical Records
In accordance with the College of Physicians and Surgeons British Columbia (CPSBC) Practices and Guidelines, physicians’ patient records must be stored, and arrangements must be made for patients to have access to copies. As per CPSBC, “Medical records (the actual documents) are not owned by patients but by the physicians who created them.” MedRecords is legally bound to store all original documents and to distribute copies of behalf of your physician to prevent omission and alteration of medical records.
Medical Records are created for the sole use of physicians. For continuation of care these records need to be sent directly to your physician to avoid alterations. For this reason there are additional steps to ensure verification and security. Records are watermarked to reflect that the records were released to the patient and are also encrypted and sent through registered mail. You will be required to show government photo ID on pickup.
We highly encourage patients to find a new physician and have MedRecords transfer their medical records directly to the new physician. It is a lower-cost and the transfer process is quicker.
Please use this contact form to obtain copies of your medical records or to send them to a new practitioner
alternative if not able to use a computer - phone number is 1 604 800 7079
https://medrecords.ca/request-medical-records/patient/
Update from Quadra Island Health Society
An Update from Quadra Island Health Society August 01/26
Two months ago, Quadra residents turned their pockets inside out to help Quadra Island Health Society ensure continuity of care when Dr Steve Hughes retires. Our first goal was to find a doctor through a recruitment agency; if that failed, we were very clear that we were committed to trying to keep the clinic open other ways.
We did get to interview a couple of UK-based doctors but unfortunately neither worked out; one decided to go elsewhere in BC and the other was looking for aspects of life that Quadra could not cater to.
After working with the Victoria-based recruiter for a few months we mutually agreed to end the relationship. He did not believe he would find a match for us and returned our deposit. (We had examined other recruitment firms but chose not to work with them as they stated in initial conversations that they would not be able to find a doctor for Quadra.)
We are still absolutely committed to making sure there is continuity of care on the island and, since we ended the contract with the recruiter, have been working hard on other paths.
These include:
- Using locums. These are doctors who work in various locations, often to fill in when a doctor is on vacation. We have applications in with the rural locum programme. We are also working with Island Health on a group locum plan similar to the service on Cortes where a team of locums rotate into the clinic;
- Establishing a Nurse Practitioner clinic. To have a stand-alone NP clinic we need at least two nurse practitioners. We have been advertising in BC and Alberta for NPs and have been reaching out to NP colleges. Cumberland has a NP clinic and we have been discussing with it best approaches;
- Finding a GP. This is still a key goal and we are working through word of mouth and advertising. We’re trying to glean techniques from those communities who have been successful in finding doctors (and yes, we have been in touch with Tod Maffin who seems to have a golden touch).
People have commented about the fact that Harbourside Medical Clinic has been successful in attracting a foreign -trained doctor. This is through the government’s International Medical Graduate Program and requires a doctor in place to oversee their work.
We know time is short before Dr Hughes departure but we are working hard to keep that continuity of care. The money donated will be used, with the approval of the Quadra Island Foundation to do just that.
Thank you, Quadra!
Thank you, Quadra!
The Quadra Island Health Society surpassed its fundraising goal of $50,000 in just two weeks. That is a mighty achievement and everyone’s generosity should be recognized.
A professional recruiter costs $40,000 and we now have the cash to cover that in addition to overheads (payment to the Quadra Island Foundation), transition (while we hopefully move from one practitioner to another) and of course contingencies (the just in case fund).
We have interviewed some potential doctors and as soon as we have positive news, we will share that.
QIHS also has had interest from some potential nurse practitioners, but Island Health mandates that we need a doctor in the office for a NP to be able to work. This is just one more incentive to get someone in place soon.
While we love Quadra and cannot understand why doctors aren’t hammering on our doors, we are told by Island Health and recruitment firms that few doctors are attracted to rural family practice. New doctors are often looking for support and education with teaching hospitals. Others are looking for work life balance and don’t want to commit to a full-time practice.
And of course we all know the barrier of the cost of housing here. A big thank you to the people who do have properties that they have said they could rent to a doctor for a long or short time. Some municipalities have been able to provide subsidized rent or housing itself; others are recruiting doctors themselves. We are trying to fit in the patchwork.
The reality is that there is a Canada-wide shortage of doctors and Island Health alone has postings for more than 70 doctors.
QIHS is still optimistic we will be able to keep the clinic open after Dr Hughes leaves in September, and we know we have the support of our community behind us.
Physician Recruitment Fund Donations
E-transfer to: giving@quadraislandfoundation.ca
In person at Coastal Community Credit Union by directly depositing donations to QIF
Tax Receipts are issued for all donations of $50 or more.
Between May 23rd and 30th all donations will be doubled.
Update Re: Quadra Medical Clinic
The QIHS Board, operators of QI Medical Clinic and Dr Steve Hughes, would like to advise that at this point, after April 01/26. QIMC will remain open 5 days a week, and will be staffed by Dr Hughes and other physicians on a contracted basis for 3 to 5 of those days - details to be worked out.
Other positions at the clinic, the RSW, Eugene, the MH worker and the new RN, Ally, will continue to be scheduled as is normal for them.
The Lab will continue on Wed and Friday, and Foot Care on Mondays booked as usual .
UPDATE for Quadra Island Medical Clinic
January 23 - UPDATE for Quadra Island Medical Clinic
We are aware of how anxious people are about the future of Quadra Island Medical Clinic and wanted to share what we see as good news.
At a meeting with Island Health and Ministry program staff, the Quadra Island Health Society (QIHS) Board received verbal assurances for continued funding for the Quadra Island Medical Clinic (QIMC). This will help cover overhead costs until September 2026.
We are also excited to announce that Dr. Hughes will be continuing on Part time at the clinic. More details to come regarding his schedule.
There is still, of course, the need to recruit another doctor. Acknowledging how challenging this is, Island Health is providing the financial framework for us to hire doctors who can work part-time. This model is used in Cortes to ensure that a physician is available at their clinic at least 3 days a week.
As a result of these two decisions, the potential closure of QIMC has been deferred until the fall of 2026. This extension allows the clinic to remain open with physician coverage several days a week while we continue our recruitment efforts for a permanent full-time physician.
Sincerely,
Quadra Island Health Society for QI Medical Clinic
NEW Primary Care Access Clinic
