Health Information Services

This page will provide you with information on all things pertaining to Health Information Services. 

Location Hours of Operation Phone Fax
Room 1926, 1st Floor "B Wing"
Mackenzie Health
10 Trench Street
Richmond Hill, Ontario
L4C 4Z3
Monday to Friday 
8:00am to 4:00pm
905-883-2200 905-883-2141

Mackenzie Health collects personal health information about you, directly from you or from the authorized person acting on your behalf. We are committed to our patients regarding the privacy of personal health information. For more information about our collection and privacy practices, please refer to our Privacy Statement.

Under Ontario's Personal Health Information Protection Act, 2004 (PHIPA), you have a right of access to your own personal health information. Requests for access or disclosure to your personal health information can be made to Mackenzie Health the following ways:

To request access or disclosure to personal health information

Attention:
Health Information Services
Release of Information
Mackenzie Health
10 Trench Street
Richmond Hill, Ontario
L4C 4Z3

In accordance with (PHIPA), Mackenzie Health has up to 30 days to process a request.

PHIPA Section 54.(2) Time for response

(2) Subject to subsection (3), the health information custodian shall give the response required by clause (1) (a), (b), (c) or (d) as soon as possible in the circumstances but no later than 30 days after receiving the request.  2004, c.3, Sched. A, s.54 (2).

Access to Mental Health information requires prior approval from the patient's treating psychiatrist or the Chief of Psychiatry.

Frequently Asked Questions

Release of personal health information for legal and insurance requests must be submitted via the legal or insurance representative.

The Release of Information team requires:

  • An original request letter from the legal or insurance representative stating what is needed
  • Original signed Consent for Disclosure of Personal Health Information form by the patient/client or substitute decision maker (if decision maker, please provide proof of authority to sign on behalf of patient)

We no longer require prepayment for legal or insurance requests.  Once a complete request is received, including the documentation noted above, the request is invoiced for the full amount.  The requested records are released when payment is received in full.

Yes.  For personal, legal and insurance requests there is an administrative fee of $30.00 and additional fees may apply depending on the request.  Please refer to the Fee Schedule below.

To request a CD of your Diagnostic Images:

Mackenzie Health retains and manages personal health information according to relevant legislation and hospital policy. Currently, we are responsible to keep patient records for 10 years. If the patient was a child, the records are kept for 10 years past the year the patient reaches their 18th birthday. Diagnostic images by law are kept for 5 years from the exam date. If the Diagnostic image was of the breast then we must retain it for 10 years. If the patient was a child the mentioned timelines apply once the patient has reached their 18th birthday.

Yes. We can fast track your request for personal health information for a STAT fee of $300.00 in addition to the routine administration fee.  These requests can be ready for release within two business days. 

Personal health information is strictly confidential and belongs to the patient.  We are not able to release personal health information unless we have obtained written consent from the patient.  Written consent provides documented proof of the permission to release personal health information.

If you want your personal health information released to a relative, friend, family physician, specialist or another institution, you must:

  • Submit a signed, dated and witnessed Consent for Disclosure of Personal Health Information form giving Mackenzie Health authorization to release your information.  The consent is valid for 3 months (90 days).
  • Also provide a written note, signed and dated, permitting the named individual to receive the requested information.  The individual receiving the information on your behalf must show valid, government issued photo ID.

Yes. Patients who are 11 years of age or younger must have both parents or legal guardians consent to the request on their behalf.  Patients who are 12 years of age or older are capable of requesting their own records and can consent to disclosing their health information.

To request Proof of Hospitalization:

  • Complete the Consent for Disclosure of Personal Health Information form
  • Submit the request to Health Information Services with payment of $30.00 (as per the Fee Schedule below)

To request Proof of Birth or Proof of Death letters:

  • Complete the Consent for Disclosure of Personal Health Information form
  • Submit the request to Health Information Services  with payment of $30.00 (as per the Fee Schedule below)

In the case where the individual is deceased or incapable of signing consent, proof of estate trustee executorships or legal signing authority must be submitted with the request. The Power of Attorney does not have the right to access personal health information of a deceased patient.

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.

Under PHIPA, if you believe your health information is incorrect, you have the right to request a correction to this information.

  • Complete and sign the appropriate Request for Correction to Personal Health Information form
  • Submit the request to Health Information Services for a full review.

You may withdraw consent for the release of personal health information or place conditions to any further use or disclosure of your personal health information.  The withdrawal of consent does not have retroactive effect nor does it affect the uses and disclosures of personal health information collected by Mackenzie Health where the use and disclosures are permitted or required by law without consent. Please see the Withdrawal of Consent form for more detail.

Fee Schedule

Item Request Description Administration Fee Additional Fee(s)
Medical Records on CD Providing a PDF copy of patient records on CD (encrypted) $30.00 $0.50 for each page
Medical Records paper copy For making and providing photocopies or computer printouts of a record. $30.00 $0.25 for each page after the first 20 pages
Microfilm/Microfiche for records older than 2006 For making and providing a paper copy of a record from microfilm or microfiche $30.00 $0.50 per page
Verification Letters: Birth, death, visit, blood type Flat fee for any type of letter $30.00 No additional fees
Record Review For supervising an individual examination of original records $30.00 $6.75 for every 15 minutes after the first 15 minutes
Record Review by a physician/clinician For the review by a health information custodian or an agent of the custodian of the contents of a record to determine if the record contains personal health information to which access may be refused $30.00 $45.00 for every 15 minutes after the first 15 minutes
Diagnostic Images on CD

 

For making and providing Diagnostic Imaging (i.e. X-ray, MRI, CT scan)   $10.00 per CD
Urgent Request Within two business days   $300.00, in addition to the standard applicable fee
WSIB (Workplace Safety and Insurance Board)     $48.15
CPSO (College of Physicians and Surgeons)     $0.25 per page
CNO ( College of Nurses of Ontario)     $0.25 per page
Off-Site Retrieval     $25.00
Clinical Trials: anonymous CD      $52.00 per CD
Research     2012-13 -$4.28/chart 
2013-14 $4.37/chart 
2014-15 - $4.46/chart 
2015-16 - $4.56/chart 
2016-17 - $4.69/chart