Privacy & Health Records

Markham Stouffville Hospital is one of the first health care facilities to have electronic patient records. An Electronic Health Record is easily accessible, and creates an efficient and expedient health care environment, which ultimately means better patient care.

Your Health Record contains documentation related to all health care services you have received. The institution that generates the record also owns the record. However, the information stored in your Health Record is accessible to you.

The policies regarding the release of Health Records are determined by various government legislation, such as the Public Hospitals Act and the Mental Health Act. All requests for Health Records need proper authorization and, in some instances, there is a fee. You can request diagnostic images, such as X-rays and MRI, which are placed on disc, through the Diagnostic Imaging Department.

Your Health Record is highly confidential, and we release copies only on your authorization. There is no charge for forwarding records to your family doctor, other physicians or hospitals, Children's Aid Society, Catholic Children's Aid, Social Service Agencies, School Boards, Police, Ministry of Health and Long-Term Care, Veteran's Affairs or a Coroner (with the authorization of next of kin).

Charges do apply if you require your Health Record for proof of visit/admission, birth or death, blood type, tetanus shot or time of birth. We also charge a fee if you need copies for your own records, your lawyer, insurance or rehabilitation agency or criminal injuries compensation board. In the case of Workmen's Safety and Insurance Board (WSIB), the cost is billed directly to the Worker Safety Insurance Board.

How to locate us

The Health Records Department is located on the main floor of Markham Stouffville Hospital, in the west hall, across from the public washrooms.

FAQs

Is there a charge for a copy of my own medical records?

Health records used for medical purposes and continuing care of a patient are released without a charge. Release of records for any other purpose attracts an administrative fee of $175 for the first 100 pages and a $0.50/page charge thereafter.

I need my records urgently. Is it possible to speed up the process?

We can fast-track fee-paying records for immediate release for an additional $175 charge. Fast-tracked records can be ready for release within two business days.

Why is a written authorization needed?

Health records are highly confidential and cannot be released without proper authorization by the patient. A written authorization provides documented proof of the consent to release records.

Why are special authorization forms needed for mental health records?

The Mental Health Act provides the regulations for release of Mental Health Records. Mental Health Records cannot be released without the use of these special forms, specifically FORM 14 and FORM 28.

How do I get proof of birth information?

The Health Records Department also prepares Proof of Birth, Proof of Death, Proof of Visit/Admission, Time of Birth, Blood Type and Tetanus Shot letters for a $50.00 charge. These letters require a completed authorization form.

Where can I find out more public information about release of medical records and other services?

Public Hospitals Act

Mental Health Act, Healthcare Consent Act, Substitute Decision Maker's Act, Birth Registration, Statement of Live Birth

Contact us

General Information:  (905) 472-7077

Release of Health Records (Release of Information Officer):  (905) 472-7373, ext. 6216

Please make sure you have your health care available for quick referencing.

Health Record Requests:  Please fax your authorization documents to:  (905) 472-7381