Freedom of Information Request
Halton Healthcare routinely provides both personal health records and business information.
A request for hospital business type information/records can also be made formally under the Freedom of Information and Protection of Privacy Act (FIPPA). However, it is not necessary to file an official request for information that is routinely released to the public.
Request Personal Health Records
Formal Process under Personal Health Information Protection Act (PHIPA)
For more information on how to request access to your personal health information (health records) please visit Health Records (Clinical Information Services).
Request Business Practice Records (FIPPA)
Formal Process under Freedom of Information & Protection of Privacy Act (FIPPA)
This Act encompasses access to information related to the general records and operations of publicly funded organizations, such as government, schools, and hospitals. As taxpayers, the individuals funding these organizations have a right to know how their tax dollars are being spent.
Requests for personal health information are governed by the Personal Health Information Protection Act (PHIPA) and should be submitted through the applicable health records request process.
A formal request for access must be made in writing, accompanied by a $5.00 application fee and should provide sufficient detail to enable the hospital to identify the records.
If an individual is seeking access to their own personal information, the request must also identify the location of the personal information being requested.
All written requests must also include the following contact information:
Any written request that makes reference to the Act and is accompanied by the required $5.00 application fee will be accepted as a formal request.
Upon receipt of a written request, an acknowledgement letter will be sent to the requester. If the request does not sufficiently describe the record sought, the Freedom of Information Coordinator will contact the requester for clarification of the request.
The hospital will process requests in accordance with the timelines established under FIPPA. In most cases, a decision will be issued within forty-five (45) business days of a receiving a complete request. FIPPA permits time extensions and other processes for complex, broad, or large-volume requests where permitted by legislation.
Fees
In processing a request, costs for time, materials and services may be incurred. Specific fees that may be charged are set out in the regulations to FIPPA. If it appears that the cost of processing the request will be over $100.00, the requester will be given a fee estimate and may be required to pay a deposit equal to 50 per cent of the estimate before taking further steps to respond to the request.
Requestors may also request a fee waiver in accordance with FIPPA.
Tips on Submitting a Formal FIPPA Request
Submit your completed request by mail, email or in-person to the Halton Healthcare Freedom of Information Access and Privacy Coordinator located in the Clinical Information Services Department. A $5.00 application fee is required for all formal FIPPA requests. Cheques should be made payable to Halton Healthcare Services Corporation.
Formal requests may be submitted by mail or email. However, a request is not considered complete until both the written request and the required $5.00 application fee have been received by the hospital. Processing of the request and the legislated response timeline will begin once a complete request has been received.
Be as specific as possible in describing the records you would like to access. The more specific your request the more quickly and accurately it can be responded to. Include information such as date ranges, department, location, and time period of the records, if known.
Large or complex requests may require additional processing steps. Where appropriate, the hospital may work with requesters to clarify, narrow or phase the processing of records in accordance with processes available under FIPPA.
If you are requesting records for another person, you will have to provide proof that you have the authority to act for that person
Formal requests for access to information can be made under the Freedom of Information and Protection of Privacy Act and should be submitted to:
Privacy Office c/o Sandy Vrban
Halton Healthcare
Oakville Trafalgar Memorial Hospital
Clinical Information Services
3001 Hospital Gate
Oakville ON, L6M 0L8
privacy@haltonhealthcare.com