The hospital's health information management department is responsible for the release of patient (past and present) health information. The office is open from Monday to Friday, 9:00 a.m. to 5:00 p.m. Below are some frequently asked questions (FAQs) about how to access your health information.
How do I get a copy of my health records?
If you were a patient of Grand River Hospital, you can receive a copy of your health records by submitting a written request to Grand River Hospital. You can download the 'Authorization for Disclosure of Health Record' form or obtain a copy of the authorization form by visiting our health information management department.
Please Note: Health information management requires the original signed authorization form in order to complete your request.
What should the request include?
Requests must include your name, date of birth and mailing address as well as the type of information you need. The request must be dated, witnessed and signed by one other person.
Will the hospital have all of my records on file?
Grand River Hospital retains and manages patient records according to government legislation and the corporation by-laws. This means the hospital may only maintain some of your records.
What happens if I want my records released to another individual?
Whether you want your records released to a relative, friend, family doctor or another institution, you must submit a signed consent giving the hospital authorization to release your information. The consent is valid for six months and it must be dated and witnessed.
Do I need parental consent if I am a youth?
Yes. If you want your health records released and you are not at least 16 years old, you must have a parent or legal guardian submit the request on your behalf.
What happens if I am inquiring about records for a deceased patient?
To obtain records for individuals who are deceased or incapable of signing a consent, proof of executorships or legal signing authority must be submitted with the request.
How do I go about requesting birth information?
If you are looking for your birth information (e.g., proof of birth, time of birth), please submit a written request that includes your mother's full name at the time of your birth.
My parent(s) or relative/friend would like his/her records to be sent to their family physician. How can I access their records?
Your parent(s) or relative/friend will have to request this in writing by completing the 'Authorization for Disclosure of Health Record' form. You can download the
'Authorization for Disclosure of Health Record' form or obtain a copy by visiting our health information management department.
Please Note: Health information management requires the original signed authorization form in order to complete your request.
My child was born at Grand River Hospital and will be travelling out of the country with me in the near future. The official birth certificate I applied for has not yet arrived. How do I go about getting one from your facility?
Grand River Hospital does not keep birth certificates. However, we can provide you with a letter stating that your child was born at Grand River Hospital. In order to get this letter; you must request this in writing by completing the 'Authorization for Disclosure of Health Record' form. You can download the 'Authorization for Disclosure of Health Record' form or obtain a copy by visiting our health information management department.
Please Note: Health information management requires the original signed authorization form in order to complete your request.
My relative (mother, grandmother, etc.) would like her/his records sent to a new doctor but is unable to sign a release form. How can I get access to these records?
An authorization must be issued by the patient's Power of Attorney for personal care or legal next of kin to request records. The request must be in writing, stating why the patient is unable to sign a consent form. You can download the 'Authorization for Disclosure of Health Record' form or obtain a copy by visiting our health information management department. The form must be signed by the patient's Power of Attorney for personal care or legal next of kin, dated, and witnessed.
Please Note: Health information management requires the original signed authorization form in order to complete your request.
My parent(s) are traveling and would like to have their records with them. How can they get access?
Your parents must request this in writing by completing the 'Authorization for Disclosure of Health Record' form. You can download the 'Authorization for Disclosure of Health Record' form or obtain a copy of the authorization form by visiting our health information management department.
Please Note: Health information management requires the original signed authorization form in order to complete your request.
My friend passed away and the family would like his/her records for insurance purposes. How can they access these records?
The executor/executrix of the Estate or a court appointed administrator (in cases where there is no will) must issue an authorization for the family to request the deceased' records. The family must than complete an 'Authorization for Disclosure of Health Record' form. You can download the 'Authorization for Disclosure of Health Record' form or obtain a copy by visiting our health information management department. The completed form must be signed by the executor/executrix of the Estate or a court appointed administrator (along with a copy of proof or "Executor of Estate), dated, and witnessed.
Please Note: Health information management requires the original signed authorization form in order to complete your request.
I was told to get a copy of the proof of "Executor of the Estate" in order to get my mother/father's records. He/she never made a will. How do I go about getting these records?
When someone dies without a will, a court appointed administrator will carry out the role of executor/executrix. You must check with the Surrogate Court for the document, letters probate.
Can I copy the records myself?
Charts cannot be removed from the hospital. Only health information management personnel can photocopy your records.
Does it cost me anything to request medical information?
There is an administrative cost for non-medical requests. A pre-payment fee must be submitted with your written request. Fees are collected for processing purposes (retrieval and photocopying).
PATIENT CONSENT IS NOT REQUIRED FOR RELEASE OF INFORMATION TO THE FOLLOWING:
- Administrator of a Hospital
- Coroner or his/her designate
- Family Physicians as documented on the record
- Subpoenas/Summons
- Warrants
- Cancer Care Ontario
The release of information office is open Monday to Friday, 9:00 am to 5:00 pm.
For more information on Grand River Hospital's release of information procedures and policies, contact health information management:
| Phone: |
(519) 749-4300 x2527 |
| Fax: |
(519) 749-4311 |
| Mail: |
Grand River Hospital
Attn: Health Information Management, 1D North
835 King St. West
Kitchener, ON N2G 1G3 |
|
