At Scarborough Health Network (SHN), getting your patient records is easier than ever. There are many ways for patients, family members, and substitute decision-makers to both request and receive patient records.
Please be aware:
• Under the Public Hospitals Act, patient health information for adults is retained for a minimum of 10 years after discharge or death.
• Health Information for patients who were less than 18 years is retained for minimum of 10 years after their 18th birthday for a total of 28 years.
How to request patient records
To make it easier to meet everyone’s needs and preferences, we offer several different ways for you to request patient records at SHN. In all cases, you will need to fill out and submit a “Personal Health Information Request form”, and provide a copy of the patient’s signed health card or government-issued ID (i.e. passport). Once your request has been received, it will be processed in the shortest time possible (within 30 days).
Requestors can reach out to firstname.lastname@example.org to request their records. The Health Records team will guide you through the process. You will be required to submit a Personal Health Information Request form.
Requestors can call us at 416-284-8131 ext. 4672 or 416-438-2911 ext. 6312 to request records. The Health Records team will guide you through the process.
Requestors can visit us onsite at the following locations to request their records from Monday to Friday, 8 a.m. to 4 p.m.:
- Centenary Hospital: Health Records Department (Ground floor, Room 1236)
- General Hospital: Health Records Department (West Wing)
Common questions about requesting patient records
A ‘non-refundable’ administration fee of $30.00 is required to start the processing of a request.
The processing fee includes copies of the first 20 pages and then $0.25 per page thereafter, with the exception of $0.50 per page for microfilm.
These charges are payable once the request is ready for pick up or mailing.
There is no fee for patient health information requests within the circle of care.
If you require birth information (eg. proof of birth, time of birth), submit a Personal Health Information Request form. Please note there is a ‘non-refundable’ administration fee of $30.00 to start the processing of a request.
If you need your birth certificate, you can apply for it online at vitalcertificates.ca.
If you require records for deceased patients, please submit a Personal Health Information Request form with proof of executor or legal signing authority.
Required proofs of Executorship:
- Power of attorney for personal care
- Copy of patient last will with the name of executor/executrix of the Estate and Next of Kin
- Funeral home letter with the name of executor/executrix of the Estate and Next of Kin
- Court appointed administrator (in cases where there is no will)
If you are looking to get a CD from Diagnostic Imaging or Cardiac Diagnostics at our Centenary Hospital, please use the following contact information:
- Diagnostic Imaging – 416-284-8131 ext. 7298
- Cardiac Diagnostics – 416-284-8131 ext. 4330
How to receive patient records
Once you have requested patient health information, we also try to make it easier for you to receive that information. There are many secure options, including the new MyChart online tool or mobile app. Learn more to choose the option that’s best for you.
You can view and access records through this online tool and mobile app. Requestors must have a MyChart (Central East Ontario) account, which you can sign up for at mychart.ourepic.ca.
For support, please call 1-833-789-3742.
Records will be provided via secure password.
Requestor must provide a secure fax number.
Requestors can pick up their records Monday to Friday from 8 a.m. to
4 p.m. at any of the following locations:
- Birchmount Emergency Department
Patient Registration Office (2nd floor)
Note: For pre-arranged pick-up of records only
- Centenary Hospital
Health Records Department (Ground floor, Room 1236)
- General Hospital
Health Records Department (West Wing)
Common questions about receiving patient records
You can sign up for MyChart by:
- Asking a member of your healthcare team to send you an email or text with the link to complete sign up, or
- Using the activation code included on the After Visit Summary provided by a member of your healthcare team, or
- Signing up on the log in page found at mychart.ourepic.ca
You can download the MyChart app for your Apple or Android device from the App Store or Google Play Store. The correct app is the one with the white heart on a red folder. Choose the hospital where you receive care.
The hospital partners that are part of MyChart Central East Ontario are committed to protecting the privacy of your health record against unauthorized access and use. You can help make sure your MyChart account stays secure by using two-step verification. Two-step verification requires you to enter a verification code to verify your identity before completing log-in to MyChart. You can choose to have the verification code sent to you by email or text. For more information, go to ‘menu’, scroll down to ‘accounts settings’, then click on ‘security settings. Change your password if you are concerned your account has been accessed without your permission.
If you want your records released to another person, complete the Personal Health Information Request form and forward it to the Health Records Department. The consent form must be signed, dated, and witnessed.
For questions or concerns, please contact the Health Records Department:
Phone: 416-284-8131 ext. 4672 or 416-438-2911 ext. 6312
Fax: 416-284-3155 or 416-438-9447