Designated Medical Practitioner Handbook
Chapter 6: Communication
6.1 General Medical Issues
During the course of an immigration medical examination, DMPs may note or discover the presence of a serious disease or illness not known to the applicant. When such events occur, DMPs are to provide appropriate advice and counsel regarding the situation. In so doing, they are to uphold normal professional and ethical standards with respect to referral back to the applicant’s usual attending physician, or the applicable referral to an appropriate specialist, if the applicant so requests.
6.2 Immigration Medical Issues
Routine, regular contact will be maintained between DMPs and CIC medical officers on both medical and administrative issues related to the performance of immigration medical examinations. These officers represent the routine point of contact for DMPs for specific inquiries about individual immigration medical cases and examinations. Depending upon the situation, this contact may be by way of letter, electronic communication, telephone or personal visit. DMPs will also receive documents and instructions periodically which explain or announce major developments and amendments.
Questions, comments and communication from the DMP regarding the immigration medical program should be directed to the CIC regional medical officer responsible for the region. Case-specific information should always include identification details such as case file numbers.
Written communication such as letter, fax or e-mail is preferred, but telephone contact can be used for expediency if required. Addresses and contact information for the RMOs are located in Appendix I.
6.3 Issues Not Related to Immigration Medical Activities
From time to time, DMPs may be contacted by other Canadian immigration, embassy or high commission officials. These individuals may be seeking local medical advice or assistance for purposes unrelated to IMEs. Requests may relate to the state of local health conditions, personal medical reasons, or the search for medical or health services from consular services. These requests are not related to the practitioner’s role or function in the immigration medical program and are not part of the individual DMP’s responsibilities in this context. DMPs may deal with such requests at their own discretion. Fees or charges for such services or assistance, if and when provided, are also at the discretion of the DMP.
6.4 DMP Communication with the Media
Occasionally, the immigration medical examination of a particular individual may generate media or public interest. On these rare occasions, DMPs may be contacted by the media or journalists seeking information about an applicant or aspects of the IME.
DMPs should never release information about an immigration medical case and should not comment on or about the Canadian immigration program, the Department or the Government. All requests for comment or information should be forwarded to the responsible RMO or the relevant immigration or visa office.
6.5 Communication Issues Related to Applicants
Demands by Applicants to Contact the RMO or CIC
The complexities of immigration processing, including the medical examination, can be frustrating for some individuals. Requests for additional medical information or investigations can create situations where applicants or their representatives may inquire about the reasons for such requests. As it is CIC and not the DMP that has decided that more information is required, the DMP is not in a position to answer for or justify the management of individual cases.
If applicants have questions regarding the need for additional testing, investigations or specialist consultation, DMPs should advise applicants that such requests originate with or are based on CIC’s instructions, and that the DMP is simply the interface between the Department and the applicant.
Applicants or their agents may also question DMPs regarding the immigration medical examination process. Possible questions include the following:
- the time required to complete the medical assessment process;
- the time between completion of the IME and subsequent immigration activity or visa issuance;
- administrative or policy aspects of the program; and
- other immigration-related issues.
Applicants or their representatives should address questions about the IME and requests for additional information or clarification to the immigration or visa office responsible for the case. Applicants may be advised that a list of immigration and visa offices is available on the Department’s website at www.cic.gc.ca/english/information/offices/index.asp.
DMPs and their clinic staff should ensure that those applicants who ask to contact the Department regarding their IME are directed to the visa office dealing with their application or to the above-noted website. Applicants or their representatives should never be directed to the RMO. DMPs should ensure that their staff is aware of these instructions and that the contact information of the RMO and regional medical officer is for the use of the DMPs and their staff only.
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