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Health Records

woman placing folder on shelves full of medical filesHealth Information Management (Health Records)

Our NH Health Information Management (HIM) Departments manage the collection, retention, disclosure and access to your personal health information (PHI) record.          We respect and maintain the confidentiality of your personal health information. HIM Release of Information Specialists located at our hospital sites are educated and trained to handle inquiries and process requests for access, corrections and/or provide you with copies of your personal health information record, in accordance with current legislation.

Frequently Asked Questions 

How can I get a copy of my health record?

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

Does the hospital have all my health records on file?

Niagara Health retains and manages patient personal health information records in accordance with current legislation.

What will it cost me to request medical record information?

A ‘fee for service’ is charged for non-medical requests.

The cost is $30 for the first 20 pages and .25 cents for each additional page. Call the Health Record Department at the hospital where you were treated, for more information using the phone listing below.

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. HIM Department 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 for an official birth certificate may 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, the trustee/executor of the estate, or estate administrator, must submit a written/signed request.

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

HIM Department can provide you with 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 the HIM Department with a written/signed request for patient information. Proof of legal signing authority for a Substitute Decision Maker (SDM) may also include: patient’s legal guardian, Power of Attorney for Personal Care, Public Guardian and Trustee, spouse or partner, parent, child, sibling or other relative in accordance with the Health Care Consent Act.

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 shared, please inform the Registration staff when you are being registered for admission.

HIM Release of Information Offices - Hours of Operation

HIM Release of Information Offices are open Monday to Friday (excluding stat holidays) for handling patient/SDM personal health information requests.

Note: Please call 905-378-4647 and dial the extension listed below, for the appropriate HIM Department hospital site you wish to contact.

 

NHS Hospital Site
‐ Health Records
Ext.FaxOffice Hours
St. Catharines Site 44470 905-684-1136 0800-1600 hrs
Niagara-on-the-Lake Site 44470 905-684-1136 0800-1600 hrs
Welland Site 33220 905-732-6725 0800-1600 hrs
Greater Niagara Site 52451 905-358-0829 0800-1600 hrs
Douglas Memorial Site 50206 905-871-9078 0700-1500 hrs
Port Colborne Site 33220 905-834-0016 0800-1500 hrs

If you have privacy/freedom of information questions or concerns, please contact:
NH Privacy/Freedom of Information (FOI) Office,  (905) 378-4647, ext. 44475.