Health Information Management

NHS Health Records Departments manage the collection, storage, retention and access to your personal health information record. We respect and maintain the confidentiality of your personal health information. Health Records Information Release Specialist located at our hospital sites are educated and trained to handle inquiries and process requests for access, corrections and/or release copies of your personal health information record, in accordance with current legislation.

Frequently Asked Questions 

Health Records Request For Access to Personal Health Information

How can I get a copy of my health record?

If you are a former patient of the Niagara Health System, you may request copies of your personal health information records by submitting a dated, written and signed request to Health Records at the hospital where you were a patient. A “Request for Access to Personal Health Information” form is provided below for your convenience. You can print, complete, and mail/fax this completed form to the appropriate hospital site’s Health Record Department (these fax numbers are provided below, under the heading “Release of Information, Hours of Operation”).

Does the hospital have all my health records on file?

The Niagara Health System retains and manages patient records according to current government legislation.

How do I request birth information?

If you want birth information for yourself or your child (i.e.: proof of birth, time of birth), please include mother’s name, mother’s date of birth and child’s date of birth. Health Records will issue you a “Proof of Birth” letter, stating a baby boy/girl was born at the hospital, date born, Mother’s name, and delivering Physician’s name. (This is not an official birth certificate) This information may be used to apply for your official birth certificate. Application can be made by calling the Office of the Registrar General, Thunder Bay, ON, toll free at 1-800-461-2156, or by applying on-line at www.servicecanada.gc.ca.

How can I obtain records for an expired patient?

For patients who are deceased, proof of trustee/executor of the estate, or legal signing authority, must be submitted along with your written/signed request.

Copies of a medical death certificate cannot be provided, in compliance with the ‘Vital Statistics Act’.

Health Records will issue you a “Proof of Death” letter, stating date of death, cause of death and hospital location. This information can be used to apply for a Medical Certificate of Death. Application can be made by calling the Office of the Registrar General, Thunder Bay, ON, toll free at 1-800-461-2156, or by applying on-line at www.servicecanada.gc.ca

How can I obtain records for an incapable/incompetent patient?

For patients who are incapable of signing a consent, a proof of legal signing authority must be provided to Health Records with the written/signed request for patient information. Proof of legal signing authority such as the Substitute Decision Maker (Public Trustee) may also include: the patient’s legal guardian, Power of Attorney for Personal Care, spouse or partner, parent, child, sibling or other relative.

What will it cost me to request medical record information?

A ‘fee for service’ is charged for non-medical requests. Call the Health Record Department at the hospital where you were treated, for more information using the phone listing below.

Can my family and friends reach me while I’m in hospital?

Your family and friends may call and request information on your location in hospital. If you do not want this information given out, please tell the registration staff at the time you are being registered for admission.

Release of Information Hours of Operation

Health Records Release of Information Office is open Monday to Friday (excluding stat holidays) for patient health information requests.

Note: Please call 905-378-4647 and dial the extension listed for Health Records at the hospital site you wish to contact.

For privacy/freedom of information questions or concerns, please contact:
Niagara Health System, Privacy/Freedom of Information (FOI) Office (905) 378-4647, ext. 44475