Using Generative AI at PHSA: What we need to know

Overview

PHSA has approved the use of Microsoft Copilot for generative AI (GenAI) tasks. You can access Copilot via https://m365.cloud.microsoft or directly within Microsoft Word, PowerPoint, and Outlook (look for the Copilot icon).

Important: Only use the PHSA-approved Copilot on the PHSA network. Do not use public versions of Copilot or other GenAI tools (e.g., ChatGPT, Bard) while signed into PHSA systems. When using Copilot, sign in with your health authority account. This activates Enterprise Data Protection (EDP). You will see a green shield icon in the top-right corner, confirming your session is secure.

Why PHSA-approved Copilot is safer

  • Data is not used to train AI models.
  • Information remains within PHSA’s secure environment.
  • Security tools are in place to protect sensitive data.

Human oversight is essential

GenAI tools can assist with brainstorming and summarizing, but they do not replace clinical judgment. Always critically evaluate AI-generated content before using it in any professional context.

Confidentiality and privacy

Do not input identifiable personal information into GenAI tools even if it’s de-identified. This includes:

  • Patient names
  • Medical records or health history
  • Education records or history
  • Diagnoses
  • Treatment plans

Multiple pieces of information, even if each by themselves are non-identifying, together might make the person identifiable. Therefore, PHSA recommends that you do not use GenAI to write or edit clinical reports or chart notes. Some physicians are using Heidi, an AI medical scribe for patient care, as approved by PHSA.

Tips for using Copilot effectively and responsibly

  • Upload reference files using the “Add content” feature. These files are stored in your OneDrive, allowing Copilot to reference them securely.
  • Review sources Copilot provides. Click the links to verify accuracy.
  • Start a new chat for each task to avoid confusion (use the “New chat” button).
  • Images generated by Copilot are copyright-free and can be used freely.
  • If clinicians use GenAI to assist with non-clinical work (e.g., presentations), they might consider adding a note like: “This content was generated with support from Microsoft Copilot and reviewed by a clinician.”

For lots of great tips, please see Dr. Liz Angoff’s AI Resources.

Examples of appropriate uses

  • Brainstorming ideas such as: “What are some evidence-based recommendations for a teenager with dyslexia?” or “How can I explain autism to a young child using a video game metaphor?”
  • Drafting educational materials for patients or families.
  • Summarizing recent research articles.
  • Creating outlines for presentations or workshops.

Trainees: please discuss use of GenAI with your supervisors.

Official guidance and more information

PHSA’s hub for AI information and interim guidance on GenAI support responsible adoption of AI in healthcare. PHSA also provides guidance on using GenAI in research. Guidance is expected to evolve with regulatory and technological changes.

Please also see interim guidance on AI from the College of Health and Care Professionals of BC and the College of Physicians and Surgeons of BC. Both highlight that patient consent is required to transfer patient data through AI and the CPSBC specifically notes that patient informed consent is required to use AI Scribe programs.

 

Disclosure: Copilot was used to edit this document for clarity

Intellectual Developmental Disorder (IDD) diagnosis when IQ > 70

CDBC/BCAAN Education Bite, Originally emailed October 2, 2205

The DSM-5 allows for the diagnosis of intellectual developmental disorder (IDD) under certain circumstances when an individual has substantial intellectual deficits but an IQ score above 70. These situations are uncommon and often complicated, so psychologists should rely on careful clinical judgment and review multiple sources of information before deciding whether a diagnosis of IDD is appropriate. 

Diagnosis of IDD requires standardized testing, with IQ at least approximately 2 standard deviations below the mean 

IDD requires deficits in “intellectual functions…confirmed by both clinical assessment and individualized, standardized intelligence testing” (p.33, Criteria A). In the Diagnostic Features section, the DSM goes on to clarify that individuals with IDD have scores of “approximately two standard deviations or more below the population mean, including a margin for measurement error (generally +/- 5 points, p.37).” 

IQ scores may not fully reflect an individual’s functioning
The DSM-5 states, “IQ scores are approximations of conceptual functioning but may be insufficient to assess reasoning in real-life situations and mastery of practical tasks. For example, a person with deficits in intellectual functioning whose IQ score is somewhat above 65-75 may nevertheless have such substantive adaptive behavior problems in social judgment or other areas of adaptive functioning that the person’s actual functioning is clinically comparable to that of individuals with a lower IQ score (p.42).” 

Substantial impairment in intellectual functioning is required 

The DSM-5-TR emphasizes that an IQ “somewhat” above the typical IDD range may still warrant consideration of a diagnosis of IDD, but only when significant evidence of intellectual impairment is present. 

By adding the word “somewhat,” the DSM-5-TR clarifies that this is not intended to bypass requiring the presence of substantial impairment in measured IQ. Low adaptive functioning is necessary but not sufficient for a diagnosis of IDD. 

Psychologists must use clinical judgment to consider the various factors that can explain low adaptive functioning 

Adaptive scores may be explained by factors other than intellectual functioning. Standardized measures of adaptive functioning provide valuable information about the level of support needed in daily living domains, but they do not identify the underlying reasons for the support needs. Clinicians must therefore carefully consider co-morbid conditions, cultural influences, learning opportunities, and contextual factors when interpreting results. 

When co-morbid conditions are present, it may be useful to focus on daily functioning tasks less directly impacted by the condition. Although disentangling the effects of a co-morbid condition can be difficult, clinicians should consider whether the individual demonstrates impairments beyond what would be expected for the co-morbid condition. 

Cultural and contextual factors also play a critical role. Adaptive functioning expectations are shaped by cultural norms and opportunities for independence. Clinicians should ask: 

  • Do socio-economic or cultural factors limit the validity of standardized assessment tools? 
  • Are adaptive deficits evident across multiple environments (home, school, work, community), or do they reflect situational influences? 

Psychologists must use clinical judgment in interpreting the results of IQ tests 

In addition to IQ scores, clinical judgment regarding intellectual functioning should be based on file review, interviews, and observations, and should consider quantitative and qualitative evidence, including:  

  1. Early developmental history (Criterion C requires onset within the developmental period) 
  2. Developmental trajectory, including score patterns across multiple assessments 
  3. Educational and vocational history 
  4. Underlying developmental, psychological, medical, or neurological conditions affecting development 
  5. Cultural and language bias in IQ testing and culturally appropriate developmental expectations 
  6. Motivation and performance validity 

 Summary 

Diagnosing IDD when IQ is above 70 (+/- 5) means moving beyond test scores and weighing the broader picture of an individual’s functioning. Psychologists should ask: Are the observed adaptive deficits consistent, pervasive, and greater than expected for co-morbidities or environmental factors? Do they reflect longstanding developmental limitations rather than acquired impairments? Grounding the decision in developmental history, cultural context, and multiple sources of evidence helps ensure that the diagnosis is applied accurately, allowing for access to appropriate supports and services. Clear documentation of the clinical reasoning process is essential so that stakeholders understand how the decision was made. 

Note

Community Living BC (CLBC) requires a registered psychologist (not a school psychologist) to make a diagnosis of IDD with FSIQ > 75 in order to access CLBC services.  

CDBC guidance document: Complex neurodevelopmental profile

“Complex neurodevelopmental profile” is a term CDBC recommends assessment professionals use to describe how multiple areas of functional impairment interact and lead to support needs.

The assessment evaluation must incorporate information (as available) from the child’s school, caregivers, and at least two specialists/clinicians. A complex neurodevelopmental profile should be identified when there is evidence for at least two non-overlapping areas of significant functional impairment in the following domains:

  1. Social-emotional functioning (including emotional regulation)
  2. Communication
  3. Physical functioning (gross or fine motor functioning)
  4. Self-determination/independence (adaptive functioning)
  5. Academic/intellectual functioning (cognition, academic achievement, memory, attention, executive functioning)

CDBC recognizes that not all assessing professionals will use the same terminology. When the above criteria are met, if different terminology is used (e.g., neurodevelopmental disorder, complex neurodevelopmental disorder), it should be considered equivalent. For more information, please see the document: CDBC recommendation – Complex Neurodevelopmental Profile

Seizure safety – brief overview

CDBC/BCAAN Education Bite, Originally emailed June 6, 2025

About seizures

Focal seizures occur when there is seizure activity in a specific part of the brain. Focal seizures can look many different ways including chewing movements, or random-seeming behaviour such as picking at clothes, walking aimlessly, or mumbling. The person may feel sensations, emotions, or involuntary jerking of certain parts of the body. In some focal seizures, the person may be unaware (focal dyscognitive seizures, previously called complex partial seizures). 

Generalized seizures occur due to widespread seizure activity throughout both hemispheres. Absence seizures are a type of generalized seizure that involve a period of unconsciousness with a blank stare and sometimes chewing movements, blinking, or tugging at clothing. During an absence seizure, a person will not remember what happened, and will typically resume right after where they left off. Tonic-clonic seizures (previously called “grand mal”) involve stiffening which causes a fall to the floor and rhythmic jerking/twitching. After this type of seizure, there is typically fatigue and confusion. Myoclonic seizures involve abrupt muscle jerks and consciousness is not impaired. There are also atonic (drop) seizures, tonic seizures, and clonic seizures.

 How to support someone during a seizure

Watch this 4-minute video on seizure first aid from Epilepsy Toronto.

If you have a patient with epilepsy, start by asking about what to look out for (what do their seizures look like, how long they last) and what kind of support you can provide during and after a seizure. Ask what kind of recovery time they need following a seizure. With some seizures, a person might typically feel “back to themselves” right away and ready to continue with what they were doing. For others, they will need a rest and time to recover.

During a seizure, remain calm and stay with the person. You may need to call for help unless the seizure plan does not require it. For example, for a person with absence seizures, they will pass quickly and the person should return to baseline.

During a seizure, ensure the person is safe by moving away objects that could harm them. Do not try to stop their activity or restrain them. Do not put anything in their mouth. For a generalized tonic-clonic seizure, help the person to the floor. Place something soft under their head to help prevent injury. After the seizure is over, turn them on their side in the recovery position in case they vomit (this prevents choking). Be calm and reassuring “You just had a seizure, you are OK.”

Time the seizure from the onset. If this is the person’s first seizure, or if the seizure is greater than 5 minutes, or if multiple seizures occur without coming back to baseline that lasts more than 5 minutes, they will likely need immediate medical assistance. Parents may have and administer special medication to stop the seizure.

Ensure you know how to activate the emergency protocol for your setting. At BC Children’s Hospital, Code Blue can be called only in coverage areas (ACB, BCCH, BCWH, HM, SHY, TACC). A code blue is for a medical emergency, for example, if a seizure does not stop after 5 minutes. If available, press the “Code Blue – Pediatric” button, or call the emergency line at x7111 State “Code Blue, [Pediatric/Adult], and [exact location – department/area, building, floor, room number]”

If the emergency occurs outside these areas including another building, or the parking lot/sidewalk, call 911 and also call campus security at 899. Tell security the location and that you have called 911.

CDBC’s FASD Handbook (2021)

Complex Developmental Behavioural Conditions Network Handbook for the Diagnosis of Fetal Alcohol Spectrum Disorder

The goal of this handbook is to provide an over-arching framework for FASD assessments within CDBC, and to address common questions which arise during assessments. This handbook is intended as a reference for clinicians conducting CDBC network assessments. In particular, it provides in depth description of the physicians’ and psychologists’ roles to ensure consistency across the province. The CDBC network uses the 2016 Canadian Guidelines and the Appendix for the diagnosis of FASD.