The Portals are proactive online wellness tools designed for First Responders and other trauma-exposed professionals to assess, track, and monitor their mental health and wellbeing. There are two portal options: the Care Manager Supported Portal and the Self-Directed Portal.

Each portal is secure, and features:

• a selection of clinical self-assessment tools;
• a library of uniquely curated mental health and wellness resources for First Responders and other trauma-exposed professionals; and,
• a personalized dashboard to track and monitor your mental health wellness journey.

The Care Manager Supported Portal offers the service and support of our Care Management Team 24/7/365 to accompany you on your confidential wellness journey, while the Self-Directed Portal offers totally independent and confidential access to program resources.

If you want to participate in the Encompas Program, you have the option to use the Care Manager Supported Portal and/or the Self-Directed Portal – you also don’t have to use either Portal.

You can also access the Self-Directed Portal without registering with the Encompas Program.

With the Care Manager Supported Portal, the Care Manager will send you an invitation and you will be prompted to complete a preliminary self-assessment with 5 simple questions which capture the impact of your mental health challenges on your ability to function in terms of work, home management, social leisure, private leisure and personal or family relationships. This will help your Care Manager ascertain which resources to recommend. On an ongoing basis, your therapist and the Care Management Team will be able to help make recommendations on appropriate self-assessments, and will be able to see the results in order to help you navigate your wellness journey. There is also the option within the Care Manager Supported Portal to securely share and store documents between you and your Encompas Care Manager.

With the Self-Directed Portal, you can access resources independently, and the system will make recommendations for specialized resources tailored to your needs. At any time, if you wish to connect with an Encompas Care Manager or decide you want to speak with a therapist, the contact information is available on the Portal.

A Care Manager is a Dalton Associates employee whose role it is to provide confidential, concierge, wrap-around access, support and navigation to mental health wellness resources to eligible members of the Encompas Program. Dalton Associates is the third-party mental health organization which powers the Encompas Program.

The Encompas Care Management team is available 24 hours a day, 7 days a week, 365 days a year via telephone or email. They can also invite you to the Care Manager Supported Portal and guide you through the available resources there. You can speak with one of our Care Managers by calling:  1 866 794-9117 or emailing them at Encompascare.ca.

The resources on the Encompas Portals have been curated for Members of the OPPA and their family, inclusive of any individual who is a member of the Ontario Provincial Police Association or Commissioned Officers Association or retiree, who is in receipt of insured benefits through Canada Life.

The Encompas Portals are powered by Greenspace Health. Greenspace is a trusted service provider for many large hospitals, health authorities, and clinics across Canada. They have completed numerous privacy and security reviews and have never failed to successfully pass a review.

Greenspace Health is compliant with all Canadian federal and provincial privacy legislation and Greenspace has implemented significant measures which exceed industry standards and best practices in order to safeguard users’ personal health information that.  Greenspace also has implemented many additional precautions to protect privacy including: requiring strong passwords, automatic logouts, automatic access logging, secured data backups, two factor authentication and restrictive data access procedures. All data and information is stored in Canada.

The Greenspace system also conforms to digital and physical security protocols (including PHIPA), with SSL-secured access, AES encryption at the file-system level, and firewalls protecting all data.  As part of Greenspace’s commitment to ensure best-in-class privacy and security standards, Greenspace has completed a SOC 2 Type II review by an independent AICPA auditing firm that has examined its control objectives and activities, and tested its controls to ensure operational excellence.

The Greenspace database runs in a private subnet (hidden from the outside internet) and access is restricted to Greenspace. Database traffic is encrypted both in transit and at rest using modern technology standards.

Greenspace Health, the organization which powers both the Care Manager Supported Portal and the Self-Directed Portal, stores all data and information in Canada with a secure cloud storage provider called Aptible.

Aptible is an industry leader in securely managing and storing confidential and highly sensitive healthcare information and they have been tested and passed audits by Kaiser Permanente, MD Anderson, UnitedHealth Group, Johns Hopkins, Stanford, and many others. In addition, Aptible is certified for compliance with ISO 27001, SOC 2, and HITRUST CSF.

In short, for the Care Manager Supported Portal – no. For the Self-Directed Portal – yes, but you will need to choose a name and email address that are not identifiable.

The Care Manager Supported Portal cannot be used anonymously, as you will need to share your information with the Care Manager in order to register for the Program.

Given that the Self-Directed Portal is designed to track your results over time, you must create an account and provide a name and email address. However, you can choose the name and email you wish to use – if you’d like to remain completely anonymous, we recommend using a name and email address that is not identifiable.

For both Portals, your information will remain confidential in accordance with the type of registration: in other words, with the Care Manager Supported Portal, those in your Care Team will have access to your results. None of a users’ personal health information will be shared with anyone without your consent – including the Association, employers, or colleagues.

For more information about how and where your information is stored on the Portal, please refer to the following FAQs: How secure is the Encompas Member Portal? Where is my information stored and is it secure? What is stored on the Encompas Member Portal? 

Each Encompas Portal stores the name and email address under which the account was created and the results of your self-assessments.

In addition, the Care Manager Supported Portal stores the name of your Encompas Care Manager (if working with a Care Manager), and some additional narrative information regarding your plan of care if a plan of care has been created and stored on the Portal.

If you have chosen the Care Manager Supported Portal, only you and the Encompas Care Management Team would have access to your information, as well as the Encompas Clinical Leadership team on an as-needed basis. You will always be informed by your Care Manager if a clinical consultation with the Clinical Leadership Team is recommended, and you have the right to decline at any time.

The Self-Directed Portal offers totally independent access to a standalone confidential Member Portal. With the Self-Directed Portal, your information cannot be accessed, used, or kept by Encompas program staff. Should you require any assistance from Greenspace to troubleshoot technical issues, website administration can do so without access to your personal information.

With both the Care Manager Supported Portal and the Self-Directed Portal, Greenspace website administrators will only have access to your personal information for only so long as to fulfil the purposes for which it was collected and for such periods of time as may be required to comply with applicable law. Greenspace operates under the principle of least privilege, meaning that only employees who require access to information for the purpose of completing their role’s function are granted access. As an illustration of this in practice, this means that Greenspace’s customer support would be able to access a user’s information if the user specifically requested assistance with their account from Greenspace’s customer support team. Note: you are able to create your account with a non-identifying name and email address.

A “privacy breach” occurs where information is stolen, lost, collected, used or disclosed in contravention of our Privacy Policy.

The Encompas program has privacy breach protocols that are specifically designed to effectively, and efficiently contain, manage, report on, and remediate the breach situation.

In the event of a breach, we will take immediate steps to contain the breach, and you will be notified at the first reasonable opportunity after we become aware of a breach of your confidential information. We will investigate the cause of the breach and the nature of the information that was breached, and will, if necessary, modify our policies and procedures to address any changes that should be made.

Additional information about Encompas’ privacy breach protocols is contained in the Encompas Privacy Policy, located here: www.encompascare.ca/privacy-policy.

In the event of a breach of your personal information, you have the right to file a complaint with the Information Privacy Commissioner of Ontario (IPC), by visiting their website: www.ipc.on.ca, or contacting them via telephone at: 1-800-387-0073.

For both the Care Manager Supported Portal and the Self-Directed Portal, your information is retained by Greenspace in accordance with their records retention policy, which means that Greenspace will store your personal information for only so long as is necessary to fulfill its original purpose. At any point, for any reason, you are entitled to delete your account. Once the request is received, Greenspace ensures that all electronic and hard copies of your information are securely destroyed and irreversibly deleted from Greenspace’s live systems within 7 days..

In addition, for the Care Manager Supported Portal, your information is kept for the duration of your involvement with Encompas, and for a period of 10 years after either the date of your last contact or your 18^th birthday, whichever comes later. This period of time is required by our regulating college. Destruction of paper files and electronic information is performed in accordance with PHIPA guidelines.

Both Encompas Portals include access to evidence-based self-assessments of mood, functioning, and well-being – though the Care Manager Supported Portal includes many more assessments which can be made available to you with the assistance of your Care Manager if you are registered with the Encompas Program.

 If registered with the Encompas program and accessing the Care Manager Supported Portal, your Care Manager can recommend self-assessments applicable to you and your situation however, you will automatically be prompted to complete The Work and Social Adjustment Scale (WSAS) – a simple five (5) question scale that captures the impact of a your mental health difficulties on your ability to function in terms of work, home management, social leisure, private leisure and personal or family relationships.

Should you choose to do so, the results of your self-assessments can be shared with your treating clinicians or primary care providers to guide treatment planning or evaluate the progress of your existing treatment over time.

If utilizing the Self-Directed Portal, your results will display on a personalized, confidential dashboard. This can help you monitor your mental wellness over time. The portal will recommend helpful resources within the portal for your wellness journey, based on the results of your self-assessments

If at any point you decide you want to speak to an Encompas Care Manager or connect with a therapist, it is easy to do so right from the portal.

Yes. Please visit the Encompas Portal Privacy Policy page to view the privacy policy for the Encompas Portal. The complete Encompas Mental Health Wellness Program privacy policy can be viewed on the Encompas Privacy Policy page.