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)
To request access to your personal health information (health records) please contact the Clinical Information Services Departments at the hospital where you were treated:
Tel: 905-873-0111 Ext. 8237
Milton District Hospital
Tel: 905-878-2383 Ext. 7020
Oakville Trafalgar Memorial Hospital
Tel: 905-845-2571 Ext. 6712
Your written direction/consent with signature is required outlining the records you wish to obtain i.e. specific visit/admission dates. If you are requesting records for another person, you will have to provide proof that you have the authority to act for that person.
There is a $30.00 fee for the first (20) twenty pages of records and 25 cents per page in addition to (20) twenty pages. Records will be forwarded at no charge to another health care provider for continuity of care, i.e. family physician, specialist or another hospital.
There is no automatic requirement to invoke the formal provisions of FIPPA in order to obtain information.
In keeping with existing practice, informal inquiries are welcomed and will continue to be dealt with by the appropriate department heads who continue to release general information and respond to routine inquiries, while respecting the need to protect privacy.
There is no informal process for access to personal health information (health records) under PHIPA.
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 business practices 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. This does not include personal health information.
A formal request for access must be 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 his/her own personal information, the request must also identify the location of the personal information being requested or the personal information bank.
All written requests must also include the following contact information:
- Day-time telephone number
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 make every reasonable effort to respond to a formal request within thirty (30) days after a complete request is received, unless specific exceptions in FIPPA apply that warrant an extension or exemption.
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 requestor 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.
Tips on Formal Process - under FIPPA
- Mail or deliver the completed request with original signature and the $5.00 application fee to Halton Healthcare Services Freedom of Information Coordinator, Clinical Information Services Department. Cheques should be made payable to Halton Healthcare Services
- As a formal request is not complete until the original is received and the $5.00 fee paid, emails and faxes are not acceptable for a formal request under FIPPA
- 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. In particular, location and time period of the records if known
- 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 Halton Healthcare's Freedom of Information Coordinator:
Information Access & Privacy Coordinator
Oakville Trafalgar Memorial Hospital
Clinical Information Services
3001 Hospital Gate
Oakville ON, L6M 0L8
Tel: 905-845-2571 Ext 4128