Information for Patients and their Families

Collection of Personal Health Information

Release of Information

Under Ontario's Personal Health Information Protection Act, you have a right of access to your own personal health information. Requests for access and/or correction to your medical records can be made to Mackenzie Health by following the instructions below. 

For requesting access to your medical record(s): 

If you were a patient of Mackenzie Health you can receive a copy of your medical records by submitting  Consent for Disclosure of Personal Health Information to the hospital.

Fax:      (905) 883-2141

Phone: (905) 883-2200      .

ATTENTION: Medical Records - Release of Information 
Mackenzie Health 
10 Trench Street 
Richmond Hill, Ontario 
L4C 4Z3 

For requesting a correction to your medical record(s):

If you were a patient of Mackenzie Health and you believe your record is incomplete or inaccurate and wish to initiate a formal request forthe correction of your personal health information (Medical Records), please fill out the attached form (Request for Correction Form) print, sign and send your completed form to the address below:

ATTENTION: The Office of Access & Privacy – Correction to Medical Records
Mackenzie Health 
10 Trench Street 
Richmond Hill, Ontario 
L4C 4Z3 

Below is a list of frequently asked questions about the release of information contained in your health/medical record(s):

What should the request include? 
The written request for medical records must include your name, date of birth and mailing address as well as the type of information you need. The request must be dated and signed as well as witnessed and signed by one other person. Photo ID is required when you pick up your Health Records.

Does it cost me anything to request medical information? 
There is an administrative cost for non-medical requests, such as for personal, legal or insurance purposes. A pre-payment fee of $30.00 must be submitted with your written request. The $ 30.00 prepayment covers the first 20 pages, then 0.25 cents per page thereafter. There may be additional administrative costs for your records depending on the amount of information   requested. There is no cost for transferring your health records to other health care providers for medical purposes.

Will the hospital have all of my records on file? 
Mackenzie Health retains and manages patient records according to government legislation and the Corporation By-laws. This means the hospital may only maintain some of your records. 

What happens if I want my records released to another individual? 
Whether you want your records released to a relative, friend, family doctor or another institution, you must submit a signed Consent for Disclosure of Personal Health Information giving the hospital authorization to release your information. The consent is valid for 3 months (90 days) and it must be dated and witnessed. 

Do I need parental consent if I am a youth? 
Yes. If you want your medical records released and you are not at least 16 years old, you must have a parent or legal guardian submit the request on your behalf.

What happens if I am inquiring about records for a deceased patient? 
In the case where the individual is deceased or incapable of signing consent, proof of executorships or legal signing authority must be submitted with the request.

How do I go about requesting proof of Birth/Death?

For birth and death letters, please complete the Consent for Disclosure of Personal Health Information and submit the form with a cheque for $ 30.00.

 How do I request Death Certificate?

The hospital does not issue death certificates. A Medical Certificate of Death is completed by the hospital and is sent to the funeral home with the deceased. A Statement of Death is completed at the funeral home and the death is registered with the Office of the Registrar General. To obtain a death certificate, please contact the Office of the Registrar General at 1-800-461-2156 or through the Ministry of Health and Long-Term Care website.

Contact Us
For more information on Mackenzie Health release of information procedures and policies; contact Health Information Services Release of Information: 

Phone: (905) 883-2200      
Fax: (905) 883-2141