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Health Records
Please Note
There is no fee to release patient information to other health care facilities or physicians, for continuity of patient care. The Ottawa Hospital is committed to respond to your request within 30 days, in accordance with PHIPA.
To request a copy of your personal health information, you must provide:
- Completed and signed Request Consent for Release Disclosure of Patient Health Information (CON 06). The consent must be directed to The Ottawa Hospital, dated within 1 year, witnessed by another person and must list in detail, the records you are requesting and the dates pertaining to the visit,
- A copy of a government-issued photo ID.
To submit your request, please contact us to receive a secure link through email to upload your completed consent form and government-issued photo ID. Once uploaded, one of our representatives will contact you at the number listed on the form to provide you with a free fee estimate.
The consent must be directed to The Ottawa Hospital, dated within 1 year, witnessed by another person and must list in detail, the records you are requesting and the dates pertaining to the visit.
Requests are processed when the required information is received in good order. Requests will only be processed with an authorization form and upon receipt of payment. Please note that typical wait times are between 8 to 15 business days but can vary depending on request or volumes.
Whether you want your records released to a relative, friend, family doctor or another institution, you must provide signed consent for the hospital to release your information. The consent must be dated and witnessed. It is valid for one (1) year.
Parental consent is required if you are under 16 years of age and not capable of consenting.
For more information, please visit the Information and Privacy Commissioner’s (IPC) website.
In order to make a correction to your record, please fill out the Request to Correct Personal Health Information form (HLT 28), clearly outlining what you are requesting to have changed and send it to the Health Records Dept for processing either in person, or by contacting us to receive a secure link.
Under the Personal Health Information Protection Act (PHIPA), the hospital is not required to make corrections to information that is not associated to your care or information that consists of a professional opinion or observation that a health care provider has made in good faith about you.
Under PHIPA, if your correction request is denied, you have the right to prepare a concise Statement of Disagreement that sets out the corrections that TOH has refused to make. TOH will attach this Statement as part of the record.
To release the personal health information of a deceased patient, consent is required from the estate’s executor (with proof, a copy of the first page where it names the executor and the last page where the patient/deceased signed the Will). If no Will exists, a Certificate of Appointment of Estate Trustee is required.
For more information, please contact Health Records.
To release health information to the substitute decision maker, a signed consent form is required, along with the power of attorney (POA) document for personal care.
A POA for personal care is only considered valid when the individual is deemed incapable of consenting. In some cases, Health Records may need to contact the patient’s family doctor or request that the POA complete a capacity assessment before releasing health information.`
If you are looking for your birth information (proof of birth), please complete the Proof of Birth or Time of Birth Request Form.
Please note that we do not issue birth certificates – these are issued by the Government of Ontario website.
There is an administrative fee for copies of your record based on the current fee schedule. An administrative fee of $30 dollars (+HST) shall apply to all patient requests. This includes pages 1 to 20. After the first 20 pages, any additional pages will cost .25 cents per page.
Your health record may be provided to you in CD format for an additional $10 dollars (upon request).
There is no additional fee to release your health records through secure online transfer.
Contact Us
General Campus
Main Building, First Floor, Room 1104
Civic Campus
Lab Medicine Building, Main Floor, Room QM15
Riverside Campus
Lower Level, Room B103
Last updated on: August 2nd, 2024