Collection, use, access and disclosure of personal health information is governed by an Ontario law, the Personal Health Information Protection Act 2004 (PHIPA).
This act allows health care providers to access and share personal health information in order to provide optimal care while at the same time
allowing the patient to withdraw consent in certain circumstances. For more detail follow the link to www.ipc.on.ca
Your request to withdraw consent for collection, use, access and disclosure must be provided in writing to the Privacy Office. Follow the Privacy Committment link to the left.
Obtaining a copy of a health record of another individual
Consent for the collection, use and/or disclosure of personal health information is obtained from the patient, 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;
- The individual's attorney for personal care;
- 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 or 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.
Viewing your own patient health record
According to legislation, a person may review their own patient health record by submitting a written Request for Access to the Patient Records Department at Hotel Dieu Hospital.
You will be contacted with an appointment that is mutually convenient. There is a fee attached to this service.
Requesting a copy of your own patient health record
You may obtain a copy of your own hospital record by submitting a written Request for Access to the Release of Information staff at Hotel Dieu Hospital. Hospitals are mandated to retain patient health records for 10 years only. When completing the form, specify the dates and location of where you were treated. This will help narrow the search. There is a minimum $35.00 fee payable at the time of receipt. When your request is completed, our Finance Department, will contact you with the total cost, payment options and will have the information ready for you to pick up there. Please bring photo identification with you to the Finance Department located in the Sydenham 2 wing of Hotel Dieu Hospital.
Obtaining a birth certificate
Please contact the Registrar General on the Ministry of Government Services web site.
The hospital does not have a copy of the birth certificate on our records.
We can provide a “Proof of Birth” confirmation. There is a fee of $35.00 for this service.
The search for Time of birth requests is often difficult and time consuming. Therefore, there is a fee of $150 that must be prepaid by cheque or money order. A request for birth information must include the mother’s name and date of birth as well as the baby’s date of birth.
We cannot tell you who your birth mother is.
Obtaining a copy of your record for other health care providers
When requested, copies of your health record may be released to health care providers outside of the hospital to ensure the best continuing care for you. Your attending physician may also share reports or summaries of your treatment at the hospital with other physicians and health care providers involved in your care, to ensure they are aware of treatments or medications that may affect your ongoing care.
You may print, complete and sign an Authorization to Release form and mail it to the Patient Records Department or sign one at the office of the other health care provider. There is no fee for this service.
Obtaining a record of immunizations
A record of an immunization is given to the parent whenever a dose is given-a yellow Public Health Unit card. This is your responsiblity to retain. The patient health record does not contain documentation of all immunizations given to a patient, only those administered at the hospitals. For a complete record of immunization, please contact the Public Health Unit or your family doctor.
Obtaining a copy of the patient health record of a deceased individual
If you are requesting a copy of the patient health record for a deceased individual, you must submit proof of your legal signing authority,
in addition to a Request for Access form to the Patient Records Dept.
You must provide either:
- proof of relationship to patient as substitute decision maker or,
- 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,
- consent signed by the above to release the information to you.
Obtaining a copy of your health record for a third party
You can request that a copy of your hospital health record be released to a lawyer, insurance company, or any other third party specified by you, by submitting a written Authorization to the Release of Information staff. There are fees attached to this service.
