No Show Charge: A fee of $40 applies for no-show appointments. Please provide a minimum 24-hour notice to cancel. The no-show charge must be paid before scheduling your next appointment.
Booking: Regular appointments may be booked in advance, either one business day before or on the day you wish to come in. Annual physicals, prenatal care, or extended appointments can be booked in advance at any time.
Reason for Visit: Reception will ask for the reason for your visit to ensure proper time allocation and room preparation.
Arrival Time: Patients are expected to arrive on time for appointments (10 minutes earlier for full physicals). Late arrivals may require rescheduling.
Cancellations: Notify the office at least 48 working hours in advance for full physical appointments and 24 hours for all other appointments. Insufficient notice will result in charges.
Billing: Missed appointments will be billed directly to the patient according to the Ontario Medical Association (OMA) updated uninsured services fee schedule.
Medical Issues per Visit: Due to high patient volume, we encourage you to discuss only 1-2 medical issues per visit. In case of emergencies, doctors may allow extra time to address urgent concerns. For non-emergencies, issues will be prioritized within the allotted time, and you may need to schedule follow-up visits for thorough discussion.
To help us stay on schedule and prevent excessive wait times, we may limit the length of visits or the number of items addressed in one visit. If you need more time, please inform us in advance.
Frequency: Patients can be seen as often as medically necessary.
Once assigned a family doctor, we will strive to book your appointments with them. If your doctor is unavailable on the day of an emergency, we will book you with another available doctor.
Ensure your phone number has voicemail capability. If not, provide a secondary contact number and email address. Update us promptly with any changes to your phone number or address to ensure we can contact you and that specialist offices or other medical facilities can reach you.
Supervision: Our physicians may supervise medical trainees, including medical students and residents. You might be seen by a medical trainee before your appointment with your family physician.
Lab reports and prescriptions will not be discussed or provided over the phone. Please book an appointment for these services.
Renewal Policy: We cannot renew prescription medications by phone or email. Pharmacies may fax prescription renewal requests to the office. Allow a 48-hour turnaround time for all requests. There is a $20 charge for renewal requests without an appointment.
Supervision: Prescription medication requires close medical supervision. We will provide longer prescriptions or repeats if medically appropriate. Ensure you have enough medication until your next visit.
Prescription Policy: We do not prescribe narcotics or benzodiazepines.
Supervision of Children: Please supervise your children in the waiting room and patient rooms. We are not responsible for their safety.
Punctuality and Patience: We aim to keep appointments on schedule. If delays occur, kindly wait and refrain from pressuring the front staff for timing. We understand your time is valuable.
Cell Phone Usage: Please do not use your cell phone in the reception area and patient rooms.
If you visit the hospital for an emergency, inform them of your doctor's name instead of the clinic’s name to ensure proper linkage of your files.
Following Doctors: If your doctor leaves our practice, you may follow them to their new office.
Non-Covered Services: Some services are not covered by the provincial Medical Services Plan. Please inquire about costs before booking appointments for services like transfers to other clinics, sick notes, printing costs, and forms.
We accept payment by cash and Interac e-Transfer to admin@baywestmedical.ca. Please note that payments made by credit or debit card will incur a 5% processing fee. All payments must be made at the time of your visit; we do not provide invoices for later payment.
Registration Requirement: After registering as a patient in our system, we only accept online booking. We assist with booking only for seniors, those with technical difficulties, or first-time patients.
Behavioral Expectations: Rude or abusive behavior, including verbal abuse, violence, threats, harassment, and property damage, is not tolerated. Such behavior may result in being asked to leave the clinic.
By adhering to these policies, we aim to maintain a safe, respectful, and efficient environment for all our patients and staff at BayWest Medical Centre.
Pets are not allowed in BayWest Medical Centre, including offices, waiting rooms, and clinical spaces. However, BayWest Medical Centre complies with the Accessibility for Ontarians with Disabilities Act (AODA):
"If a person with a disability is accompanied by a guide dog or other service animal, the provider of goods or services shall ensure that the person is permitted to enter the premises with the animal and to keep the animal with him or her unless the animal is otherwise excluded by law from the premises."
Clients, employees, or staff members with a disability who are accompanied by a guide dog or service animal will be allowed access to premises that are open to the public unless otherwise excluded by law. BayWest Medical Centre’s "No Pets" policy does not apply to guide dogs or service animals. BayWest Medical Centre complies with all Federal, Provincial, and Local regulations with respect to service animals.
Guide Dog: A working dog trained at one of the facilities listed in Ontario Regulation 58 under the Blind Persons’ Rights Act, to provide mobility, safety, and increased independence for people who are blind or visually disabled.
Service Animal: An animal is considered a service animal for a person with a disability if:
As per the Accessibility Standards for Customer Service, Ontario Regulation 429/07, subsection 9:
"For the purposes of this section, an animal is a service animal for a person with a disability:
The care and supervision of a service animal are the sole responsibility of the owner. The service animal must be leashed or harnessed and under the control of the owner at all times. All animal excrement must be picked up and discarded by the owner in a waste container.
No pet may be tied up outside buildings or left unattended. Protection services will be alerted for unattended animals. Any costs incurred in the removal or retrieval of a pet shall be the owner's responsibility.
If a guide dog or service animal growls, barks, or otherwise threatens to harm other patients in the clinic, the supervisor or manager should be called to address the situation.
The Medical Director, or their designate, may authorize exceptions to this policy upon written request. Such exceptions may be rescinded at any time without prior notice.
By following these guidelines, BayWest Medical Centre ensures compliance with the AODA while maintaining a safe and respectful environment for all patients, staff, and visitors.
With limited exceptions, you have the right to access your personal health information. BayWest Family Health Team is required under the Personal Health Information Privacy Act (PHIPA) to respond to access requests within 30 days. Below are the options for requesting a copy of all or part of your health record. Please note that this is an uninsured service and fees may apply.
During an appointment with a BayWest Medical Centre health care provider, you can request a copy of simple documentation from your health record. For example, you might need a list of your current medications, a copy of your or your child’s immunization record, or a specific test result. The health care provider can print a copy of the report for you before you leave the clinic. Please be aware that some documents, such as test results or consultation notes that have not yet been reviewed by the ordering provider, may not be released at that time.
For all other requests for access to your personal health information (PHI), you must submit a written request (as per section 53 of PHIPA).
Use the BayWest Medical Centre Consent to Release Personal Health Information form, available online or from a staff member or provider. While using this form is preferred as it outlines all required information, it is not mandatory.
Your request must include:
Fax requests to: 289 372 0202
Mail requests to:
BayWest Medical Centre
360 Bayly Street West,
Ajax, Ontario, L1S 1P1
Email requests to: admin@baywestmedical.ca
In some cases, you may be asked to make an appointment with your primary care provider or their designate (e.g., the Clinic Manager) to review the record so that the information can be explained.
You can also access your test results or other information through services such as DynacarePlus, AlphaLabs portal, LifeLabs portal, Lakeridge Health My Chart, etc.
By following these procedures, BayWest Medical Centre ensures compliance with PHIPA while facilitating your access to personal health information in a secure and efficient manner.
If you are visiting BayWest Medical Centre for the first time and wish to see a physician, you can streamline your visit by completing our registration forms in advance. To do so, you can visit our website www.baywestmedical.ca and book an appointment.
Please ensure that you complete both the New Patient Registration Form and the Clinic Policies Form.
Thank you for choosing BayWest Medical Centre. We’re excited to partner with you on your journey to better health!
Harassment or violence against any member of the BayWest Medical Centre staff or physicians will not be tolerated. We are committed to ensuring the safety of our team from workplace violence and harassment, including verbal abuse and harassment. We ask that all interactions with our team remain respectful, including over the phone.
This policy applies to all patients, their families, and visitors who interact with the clinic staff and use the clinic's facilities.
The clinic maintains a zero tolerance policy for any form of abusive, threatening, or violent behavior towards staff, patients, and visitors. This includes, but is not limited to, verbal abuse, threats, aggressiveness, physical violence, harassment, intimidation, and disruptive behavior—whether physical, verbal, or in writing—may result in the termination of your healthcare relationship with our clinic. Such actions disrupt the practice and pose a risk of harm to our physicians, staff, colleagues, and other patients.
We appreciate your cooperation and look forward to maintaining a respectful relationship and workplace.
By adhering to these policies, BayWest Medical Centre aims to provide a safe, respectful, and professional environment for everyone.
Any incident of abusive, threatening, or violent behavior must be reported immediately to the clinic's management or security personnel. Reports can be made verbally or in writing and should include details of the incident, individuals involved, and any witnesses.
The clinic will respond promptly to all reports of inappropriate behavior. Staff will ensure the immediate safety of all parties involved. The incident will be documented, and an investigation will be conducted if necessary.
Patients who engage in abusive, threatening, or violent behavior may be subject to:
The clinic will provide support to staff and patients affected by inappropriate behavior. Counseling and other support services will be offered as needed.
The zero tolerance policy will be clearly communicated to all patients, their families, and visitors through posters, clinic website, and during the registration process. Staff will be trained on how to handle incidents and support affected individuals.
This policy will be reviewed annually to ensure its effectiveness and relevance. Incidents and responses will be monitored, and the policy will be updated based on feedback and the clinic’s needs.
Failure to comply with this policy may result in the termination of services provided by the clinic. The clinic reserves the right to refuse treatment to individuals who violate this policy.
This policy has been approved by the clinic's management and is effective as of July 21, 2024. Any changes to this policy will be communicated to staff and patients promptly.
By adhering to this zero tolerance policy, the clinic aims to maintain a safe and respectful environment for everyone.
360 Bayly Street West, Units 4 & 5, Ajax, ON L1S 1P1, Canada
Email : admin@baywestmedical.ca
Phone : +1289-612-1234
Fax : +1289-372-0202
Email : baywestpharmacy@gmail.com
Phone : +1905-686-1400
Fax : +1905-686-1000
Mon - Fri 9 am - 8 pm
Saturday 9 am - 5 pm
Sunday Closed
Mon - Fri 10 am - 7 pm
Saturday 10 am - 4 pm
Sunday Closed
© BayWest Medical Centre. All Rights Reserved.