Designated Medical Practitioner Handbook
Chapter 5: Standards and Guidelines for DMP Performance
5.1 Service Standards
Continual improvement in the delivery of services to clients is an ongoing goal of CIC. Standards of service have been developed for the Canadian immigration medical program, and DMPs are responsible for meeting these standards. The standards are available to the public to provide applicants for immigration to Canada and their representatives with an understanding of what they may expect in terms of IME services. DMPs who find that they cannot meet these service standards should contact their regional medical office to explore solutions.
| Activity | Time |
|---|---|
| Interval between request or appointment and the performance of the IME | Within 14 days |
| Obtaining and compiling laboratory or radiological reports (urinalysis, chest x-ray, serological tests for syphilis and HIV, and additional required or requested investigations) | Investigations should be ordered or obtained within 7 days from the initial appointment. If local laboratory services require more time (i.e., HIV test reporting) the responsible RMO should be advised. |
| Interval between request for “special” or “expedient“ IME made by regional medical officer and the performance of the IME for these special cases, such as international students | Time will be specified by regional medical officer, depending on the case. See Section 11.3 for more information. |
| Completing forms and dispatching completed documents to RMO after receiving all reports | 10 days |
| Arranging review appointment following the furtherance of an applicant | Within 7 days |
| Responding to routine correspondence from the RMO | 14 days |
| Responding to urgent correspondence from the RMO | 48 hours |
| Forwarding to the RMO, immigration medical files for which there has been no activity or inquiry from the client following a request for information or further instructions | After 8 weeks. See Section 11.3 for more information. |
Evaluation and Program Support
As the interface between applicants and the Canadian IMA process, DMPs are well placed to comment on and provide CIC with recommendations, advice and counsel about the IME. The delivery of this advice is an important client service activity that assists the Department in continually improving its service delivery.
DMPs may provide such advice individually to the responsible RMO. From time to time, the Department will also undertake more organized evaluation activities where the DMP will be asked or required to participate in feedback or program evaluation processes.
5.2 Standards for Investigative and Referral Services
In some locations, DMPs will select clinical, investigative or radiological laboratories and services to be used as part of Canadian immigration medical examinations. In other locations, CIC medical officers will make decisions on clinical services, and laboratory and radiology use.
Clinical or Investigative Laboratories and Diagnostic Radiology Services
DMPs should ensure that the clinical or investigative laboratories used for Canadian IMEs hold current registration and licensing issued by local and/or national regulatory authorities. In addition, they must be in compliance with local, national and international standards as defined by the responsible RMO.
The DMP is also responsible for selecting appropriate laboratory clinics that:
- will comply with the administrative requirements to complete the form accurately and prevent fraudulent substitution; and
- are able
to provide high-quality and accurate results and reports.
In addition to the standards stated above, DMPs will ensure that the services:
Diagnostic Radiology Services
- will photographically inscribe or write in permanent ink the date of examination and the full name of the applicant on each x-ray;
- when submitting electronic digital images (namely, for DICOM viewers), will ensure that the applicant’s name, date of birth and gender, and the name of facility are recorded on the compact disc; and
- are able to provide high-quality x-rays, and accurate assessments and reports.
Consultant or Specialist Referrals
DMPs should ensure that, on the request of the RMO, or on the basis of previously issued instructions and guidelines, applicants are referred to consultants or specialist practitioners who are currently registered, certified or licensed in that role by national regulatory bodies. In locations where such specialists or consultants are not easily available, other less qualified individuals may be used with the advance approval of the responsible regional medical officer.
5.3 Guidelines for Records Management
DMPs should be aware that the forms, documents and results of investigations required for the completion of the IME are the property of CIC. DMPs may be required to maintain their own copies and records in accordance with local regulatory and licensing requirements. All documents and information related to the individual applicant’s IME should be forwarded to the responsible regional medical office. Immigration medical forms and information should be transmitted by post or commercial courier, and should never be given to the applicant or their representatives for delivery to the regional medical office. DMPs should never provide copies of immigration medical forms to applicants or their representatives.
When documents are sent by courier, the DMP should retain tracking numbers for the shipment for six months. These numbers can assist in the tracing of lost or misplaced records.
- Date Modified:
