Under Ontario’s Personal Health Information Protection Act, 2004, you have the right of access to your own personal health information.
You access your records of personal health information by completing the following form:
- Consent for Release of Personal Health Information form
- Copies of Release of Diagnostic Images (including CDs)
Requests for Proof of Birth/Death/Admission
For birth, death and admission letters, please complete the Consent to Disclose Personal Health Information form. Fees also apply to obtaining letters, Fee Schedule.
The hospital does not issue birth certificates. After a birth, the hospital or midwife provides a Statement of Live Birth. This is a permanent identity record and it is needed to apply for a birth certificate from the Office of the Registrar General. To obtain a birth certificate, please contact the Office of the Registrar General at 1-800-461-2156 or through the Ministry of Health and Long-Term Care website.
The hospital does not issue death certificates. A Medical Certificate of Death is completed by the hospital and is sent to the funeral home with the deceased. A Statement of Death is completed at the funeral home and the death is registered with the Office of the Registrar General. To obtain a death certificate, please contact the Office of the Registrar General at 1-800-461-2156 or through the Ministry of Health and Long-Term Care website.
- The right of access applies to a record that is primarily about you.
- If the record is not primarily about you, access rights extend only to that portion that is about you.
- Access rights do not apply to quality of care or quality assurance records, research information or raw data from standardized tests.
- You will be given full access unless one of the following applies to part or all of the record:
- a legal privilege;
- another law prohibits disclosure;
- the information was collected or created for a proceeding, inspection or investigation that has not been concluded;
- access could result in serious harm to treatment or recovery or result in risk of serious bodily harm to the person or another person;
- access may identify a person who was required by law to provide information in confidence or who provided information in confidence
Frequently Asked Questions
- Is there a fee for requesting a copy of my own health record?
Yes. If a patient requires a copy of their personal health information, they pay an administrative fee of $30 for the first 20 pages and $0.25 per hard copy page or $0.50 per microfiche page thereafter.
- I need my records urgently. Is it possible to speed up the process?
Yes. We can fast track your request for personal health information for an additional STAT fee of $300 in addition to the routine administration fee. These requests can be ready for release within two business days.
- Why do you require my consent before releasing my personal health information?
Personal health information is highly confidential and cannot be released without proper consent by the patient. A written consent provides documented proof of the permission to release records.
- Where do I go to access my personal health information?
When you are a patient at MSH, you should ask your healthcare provider for information that you want to know. If your request is not covered by the information available to the attending healthcare provider, you will be referred to the Health Information Management Department.
After you have left MSH, you will need to contact the Health Information Management Department to obtain copies or to view your health record.
The Health Information Management Department will ask you to present the proper form of identification (photo ID) in order for you to access your record.
- My child’s birth was never registered and I need to provide proof to the Government, what can MSH do to help me?
The Health Information Management Department can prepare a Proof of Birth Letter for a $30.00 charge. We can also prepare Proof of Visit/Admission and Proof of Death letters for the same fee, if needed. These letters require a completed consent.
- Can my family physician access my personal health information?
Yes, providing your family physician is listed in your electronic health record, he/she will be provided copies of key reports, i.e. labs, DI and sometimes dictated notes.
- Will the hospital disclose my personal health information to companies or to my employer?
MSH requires your consent or a court order to disclose your personal health information to any organization or person not directly involved with the provision of patient care.
- Does the hospital share my information with anyone who asks?
MSH may share some of your information with:
Health care providers at other hospitals or long term care facilities who are actively involved in providing health care to you Agencies for the purposes of payment such as OHIP, extended health care insurance companies, WSIB and the Ministry of Health.
- Can all hospital staff access my electronic health record?
Only those health care professionals directly involved in providing care to you may access your personal health information. Other staff members in other areas of the hospital who are not involved in your health care may have access to your personal health information for the purposes of managing billing claims.
- What if some of the information in my electronic health record is incorrect?
If you believe your record of personal health information is not as accurate or complete as necessary, please submit a completed Request for Correction to Personal Health Information form to the Release of Information Department at Markham Stouffville Hospital. We have 30 days to respond.