Health Information

How do I obtain my Health Records?
If you were a patient of Southlake Regional Health Centre, you can receive a copy of your health records for personal, legal or insurance use by submitting a signed Access to Personal Health Information and Disclosure Consent Form. This form allows us to release the records to you or another authorized individual of your choice.  Please note that you must provide photo I.D. to pick up your records.  Basic search charge will apply (refer to table below).

Health Record Services requires the original signed authorization form in order to complete your request.

Requests must be made with the Release of Information team Monday to Friday between the hours of 8:00 a.m. – 4:00 p.m. 

Will the hospital have all my records on file?
Health Information is responsible for the release of patient health information, including releasing copies of health records to authorized persons.  It also helps patients gain access to their hospital records once discharged from the hospital.

What happens if I want my records released to another individual?
Whether you want your records released to a relative, friend, or substitute decision maker, you must submit a signed consent giving the hospital authorization to release your information.  This can be hand written and brought to Health Information. The individual picking up the records on your behalf must show their photo I.D.

Do I need parental consent if I am a youth?
If the patient is 15 years of age or younger, parental consent is required.  If the patient is 16 years of age or older, they are capable of requesting their own records and can consent to disclosing their health information.

What happens if I am inquiring about records for a deceased patient?
To obtain records for individuals who are deceased or incapable of signing consent, proof of executorship or legal signing authority must be submitted with the request.

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How do I go about requesting birth/death/proof of hospitalization information?
If you are looking for your birth/death/proof of hospitalization information (e.g., proof of birth/death, time of birth/death), please submit a signed Access to Personal Health Records request form. This form allows us to release the records to you or another authorized individual of your choice. Please print and complete the form and bring it with you to request your records. Please note that you must provide photo I.D. to pick up your records.

I am an insurance company or lawyer requiring a patient’s records for a claim.
The Release of Information team requires an original request from the requestor stating what is needed. Included with the request must be an original signed consent of patient/client or substitute decision maker with the paperwork proving such.

Southlake also requires a prepayment of $150.00. This charge covers the first 10 pages. After those 10 pages the charge is $1.00 per page.

These requests should be forwarded to the Release of Information Team in the Health Information Department.

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What is the cost of obtaining my medical information?
There is an administrative cost for non-medical requests.  The charges are as follows:

About Us:
Health Information at Southlake oversees the collection, storage and retention of patient health records.  It respects and maintains the confidentiality of every patient’s personal health information and its custody according to government legislation and the corporations by-laws.  This means that the hospital may only maintain some of your records.

Contact Us:
Call: 905-895-4521 extension 2635
Fax: 905-830-5961

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