Medical Records

What is a health record?
A health record is comprised of:

Personal information including your name, gender, address, date of birth, and extended health insurance numbers.

Personal health information including your Health Card Number, information relating to previous health problems, diagnosis, the record of your visits to the hospital and what health care we provided to you during those visits.

The Role of Health Record Services
Health Record Services at Hôtel-Dieu Grace Hospital oversees the collection, storage, retention and access to your hospital health record chart. We respect and maintain the confidentiality of your personal health information, and inquiries and requests for a copy of your hospital health record chart will be handled by our “Release of Information” staff.

Your inquiries and requests are important to us, and every effort will be made to process your request in a timely manner. Response times may vary due to an increased volume of inquiries, and we appreciate your patience and understanding.

Accessing a Health Record
Collection, use, access and/or disclosure of personal health information is governed by Ontario law (Personal Health Information Protection Act 2004).

Accessing your own health record:
You have a right, by law, to access your own hospital health record either by viewing or requesting a copy:

Requesting a copy of your own health record:
You can obtain a copy of your own hospital health record by submitting a written request to Health Record Services.

Viewing your health record:
A person can review their own health record at the health care facility where they were treated by submitting a written request to Health Record Services.

Obtaining a copy of your health record or the health record of another individual:
Consent for the collection, use and/or disclosure of personal health information is obtained from the patient, regardless of age, if the patient is capable of understanding the information presented to them and the impact of consenting or declining. If the patient is not capable, consent is obtained from the Substitute Decision Maker.

The individual's (patient's) guardian of the person or guardian of property

The individual's attorney for personal care or attorney for property

The individual's representative appointed by the Consent and Capacity Board

The individual's spouse or partner

A child or parent of the individual

A parent of the individual with only a right of access

A brother, sister, or any other relative.

In the case of a conflict, the capable patient's decision prevails with respect to consent to collection, use and/or disclosure of their personal health information.

a copy of the deceased person's Will naming you as the Executor or,

in the absence of a Will, a letter notarized by a lawyer to confirm your legal signing authority

Written Requests
For your protection, a copy of a health record will not be released to third parties without your written authorization. Health information cannot be released over the telephone.

Please complete the Authorization for Release of Patient Information form. This form can be printed by clicking here or picked up in the Health Records Department located in the Jeanne Mance Building on the second floor. To avoid delay, please make sure that all information is completed on the form, and ensure that you have signed and dated it.

This form can be mailed or dropped off in person at the Health Records Department. To expedite your request, the form may be faxed to the Department at (519) 258-5120, however the original must be mailed or dropped off. For your protection, copies may not be released without the original, signed form.

This authorization is valid for 6 months and pertains to the release of information that is specific to treatment received on or before the date signed.