The Care Manager Supported Portal offers the service and support of our Care Management Team to accompany you on your wellness journey. They will help you register for the Encompas program, sign up for the Portal, and navigate all program features and resources. It is a safe and secure place to share documents with your Care Manager and complete clinical self-assessments. When you sign-up for the Care Manager Supported Portal, you are automatically 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 person’s mental health difficulties on their ability to function in terms of work, home management, social leisure, private leisure and personal or family relationships.  Your Care Manager can also set you up to complete any other self-assessments from the full library of assessment tools available within this portal.   A personalized dashboard displays your results over time, helping you track and monitor your progress over time. If you choose, your assessment results can be shared with your treating clinician or primary care provider.  Also included is access to the Encompas Portal library of uniquely curated mental health and wellness resources for First Responders and other trauma-exposed professionals.

The Self-Directed Portal offers totally independent and anonymous access to program resources. It includes our curated library of wellness resources for First Responders and other trauma-exposed professionals, as well as evidence-based self-assessment tools to evaluate Mood, Well-being, and Functioning. A personalized dashboard displays your results over time, helping you track and monitor progress at your own pace. Based on your results, the Self-Directed Portal generates recommendations to match specialized resources tailored to your needs. If you ever wish to connect with an Encompas Care Manager or decide you want to speak with a therapist, it is easy to do right from this Portal.

The Encompas Member 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 Encompas Member Portal options: the Care Manager Supported Portal and the Self-Directed Portal. Both are confidential and secure. Each features a selection of clinical self-assessment tools as well as a library of self-directed wellness resources.

If you prefer a guided Portal experience with the help of an Encompas Care Manager, the Care Manager Supported Portal is your link to register with the program. In addition to assistance navigating Portal features relevant to you, you can choose to securely share confidential communications and self-assessment results with your Care Manager or your clinical team.

The resources on the Encompas Portal 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 Portal, powered by Greenspace Health, is compliant with all Canadian federal and provincial privacy legislation and Greenspace has implemented significant measures to safeguard users’ personal health information that exceed industry standards and best practices.  The Greenspace system 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. 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.

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 our controls to ensure operational excellence. In addition, Greenspace has passed privacy and security reviews at many major hospitals and health systems including Sunnybrook Hospital, Mount Sinai Hospital, Sick Kids Hospital, The Royal Ottawa Mental Health Centre, and Health Canada.

Greenspace 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. Aptible has 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.

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

There are two Encompas Member Portal options available: the Care Manager Supported Portal and the Self-Directed Portal. Both are confidential and secure.

If you prefer to register with the Encompas Program and have wrap-around, concierge assistance, your Encompas Care Manager will have access to your identifying information and plan of care. 

If you prefer not to register with the Encompas Program and to explore the Member Portal resources on your own, the Self-Directed Portal is a fully independent pathway.

Neither Encompas nor Greenspace staff have access to any of your personal or identifying information.

In both cases, none of your personal health information will be shared with anyone, including the Association, your employers, or your 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? 

The Encompas Portal stores each member’s name, their Encompas Care Manager (if working with a Care Manager), the status of file (e.g., open or closed), and some additional narrative information regarding the Encompas client’s 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 anonymous Member Portal. Should you require any assistance from Greenspace to troubleshoot technical issues, website administration can do so without access to your personal information. 

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

If a privacy breach occurs, the Encompas program has privacy breach protocols that are specifically designed to effectively and efficiently contain, manage, report on, and remediate the breach situation. Additional information about Encompas’ privacy breach protocols is contained in the Encompas Privacy Policy, located here: www.www.encompascare.ca/privacy-policy.

In summary, in the event of a breach, we will take immediate steps to contain the breach, and will notify you 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.

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.

If registered with the Encompas program via 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 regulated college. Destruction of paper files and electronic information is performed in accordance with PHIPA guidelines.

If registered through the Self-Directed Portal, your information cannot be accessed, used, or kept by Encompas program staff. Greenspace website administrators also have no access to your personal of identifiable information.

Both Encompas Portals include access to evidence-based self-assessments of mood, functioning, and well-being.

If registered with the Encompas program via the Care Manager Supported Portal, your Care Manager can recommend self-assessments applicable to you and your situation. In registering with the Care Manager Supported Portal, 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 person’s mental health difficulties on their ability to function in terms of work, home management, social leisure, private leisure and personal or family relationships. The results can be shared with your treating clinicians or primary care providers should you choose, to guide treatment planning or evaluate the progress of your existing treatment over time.

If you prefer to access self-assessment tools through our 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 for your wellness journey, tailored to 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.

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.