Health Records (Health Information Management)

How to Request Patient Records

If you would like to access a patient health record, please click here to download the ROI request form​. Once you have completed it, including with a handwritten signature, please send it to us along with a copy of government issued ID (i.e. Health Card, Driver’s License) via email at ReleaseOfInformation@thp.ca or fax at 905-848-7677. You can also send it via mail to:

Circle of Care Requests

What is a Health Record?

A health record is a confidential compilation of pertinent facts of an individual's health history, including all past and present medical conditions, illnesses and treatments, with emphasis on the specific events affecting the patient during the current episode of care. The information documented in the health record is created by all healthcare professionals providing care and is used for continuity of care. (Canadian Health Information Management Association)​

Health Records (Health Information Management Department)

Trillium Health Partners Health Information Management department supports our customers by maintaining and providing health information for patient care, research, planning and quality/risk management. We are committed to protecting patient confidentiality while providing health information access to authorized individuals. Each functional area supports and contributes to patient care.

The Health Information Management department consists of the following functional areas:

• Patient registration
• Record processing
• Medical transcription
  
• Release of patient information
• Coding and abstracting
  
• Research
• Records management centre

Keeping patient information confidential is of utmost importance at Trillium Health Partners. All personnel are bound by a signed pledge of confidentiality.

Reviewing or Obtaining YOUR Health Record

• Patients are entitled to access their health information. Some requests may be subject to approval by the health care provider.
• Records are processed according to medical priority sequencing and will be completed in a timely manner
• Information Management is unable to interpret or advice on personal health issues or care documented in the records. We recommend that health information be reviewed in conjunction with your health care provider, so that interpretation may be provided if necessary.
• We do not use our website email for specific requests or enquiries about patient information.
  

How do I request a copy of my health record?

Your results are available to view and print from the provincial website as per the link below, with a valid Ontario Health Card. If you do not have a health card, please contact us to determine alternate arrangements.​​

https://covid19results.ehealthontario.ca:4443/​

Do I need parental consent if I am a child?

• If a patient is 12 years of age and older, the authorization must be signed by the patient.
• Parental consent from custodial parent(s) is required if the patient is less than 12 years of age and not capable of consenting, otherwise the child can consent to disclosing their information
• If there is a conflict between the child and the parent, the capable child's decision prevails with respect to consent

How do I access picture images of my x-ray, MRI, CT?

• The Health Information Management department does not have access to the actual image taken during your x-ray, MRI or CT scan
• The Health Information Management department only has access to the interpretation reports
• Diagnostic Images can be accessed through Pocket Health. See Diagnostic Imaging Department - Image Library page.
• Alternatively, you can contact the Diagnostic Imaging department – Image Library to request a CD, which will be mailed to you:
  Mississauga Hospital (905)848-7296
  Credit Valley Hospital (905)-813-2685​
  

How do I request copies of records for a deceased patient?

• Consent is required from the executor of the estate (with proof, copy of first and last page of will)
• If no will exists, a Certificate of Appointment of Estate Trustee is required
  

Is there a fee for requesting personal health information?

• There is no fee for information given to other health care facilities or physicians for continuity of patient care
• For other purposes, an administrative charge may apply based on the current fee schedule
• Prepayment is required

In accordance with the “Personal Health Information Protection Act” PHIPA, hospitals have up to 30 days to process a request once the request process is complete. Fee schedule is in accordance with the Information and Privacy Commissioner of Ontario.

When can I expect my request to be completed?

In accordance with the "Personal Health Information Protection Act" PHIPA, Trillium Health Partners has up to 30 days to process a request once the request process is complete.

PHIPA Section 54(2)
Time for response

(2) Subject to subsection (3), the health information custodian shall give the response required by clause (1) (a), (b), (c) or (d) as soon as possible in the circumstances but no later than 30 days after receiving the request. 2004, c. 3, Sched. A, s. 54 (2).

How do I obtain a birth certificate or replacement?

• The hospital does not issue birth certificates
• Contact The Office of the Registrar General at 1-800-461-2156
• www.serviceontario.ca
• Replacement birth certificates do not require copies of health records
  

How do I obtain a death certificate?

• The Health Information Management department does not issue death certificates
• Contact The Office of the Registrar General at 1-800-461-2156
• www.serviceontario.ca
  

Where can I learn more about the Personal Health Information Protection Act?

• Personal Health Information Protection Act
  

Where can I obtain more information on privacy?

• PRIVACY / FIPPA
  

Other Acts

• Public Hospitals Act
• Vital Statistics Act
• Mental Health Act
• Coroner's Act
  
• Health Care Consent Act