Health Records
The NHS Health Records Department oversees the collection, storage, retention and access to your personal health record. We respect and maintain the confidentiality of your personal health information. The Health Records Information Release Specialists manage release-of-information inquiries and requests for copies of your personal health record.
Frequently Asked Questions
How can I get a copy of my health record?
If you are a former patient of the Niagara Health System, you can request your records by submitting a dated, written and signed request to the hospital where you were a patient (Ontario Street Site is the former Hotel Dieu Health Sciences Hospital, Niagara). We are providing a "Request for Access to Personal Health Information" form. You can print, complete, and mail/fax this form to the appropriate hospital’s health record department (see Health Records fax numbers below).
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 your 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. You will be issued 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 a birth certificate)
This information may be used to apply for your 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 with your written/signed request.
Copies of the medical death certificate cannot be provided, in compliance with the 'Vital Statistics Act'.
You will be issued a "Proof of Death" letter, stating date of death and cause of death. This information can be used to apply for a medical death certificate by calling the Office of the Registrar General, Thunder Bay, ON, toll free at 1-800-461-2156, or apply 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 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?
An administrative fee is charged for non-medical requests. A pre-paid fee must accompany your written/signed request. See our fee schedule for release of information, or call your nearest Health Record Department for more information.
Can my family and friends reach me while I’m in hospital?
Your family and friends may call and ask switchboard to provide 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 access requests.
Note: Please call NHS Regional switchboard at 905.378.4647 (to reach all hospital sites).
| Hospital Site | Ext. | Fax | Office Hours |
|---|---|---|---|
| St. Catharines General Site | 44470 | 905-684-1136 | 0830-1630 hrs |
| Welland Hospital 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 General Site | 34577 | 905-834-0016 | 0800-1600 hrs |
| Niagara-on-the-Lake Site | 47137 | 905-468-7690 | Call for appointment |
| Ontario Street Site | 63697 | 905-682-3326 | Call for appointment |