Skip Navigation LinksTrillium Health Partners > Patient Support > Health Records (Health Information Management)

 Health Records (Health Information Management)

What is a Health Record?

A health record is a confidential compilation of pertinent facts of an individual's health history, including all past and present medical conditions, illnesses and treatments, with emphasis on the specific events affecting the patient during the current episode of care. The information documented in the health record is created by all healthcare professionals providing care and is used for continuity of care. (Canadian Health Information Management Association)

Health Records (Health Information Management Department)

Trillium Health Partners Health Information Management department supports our customers by maintaining and providing health information for patient care, research, planning and quality/risk management. We are committed to protecting patient confidentiality while providing health information access to authorized individuals. Each functional area supports and contributes to patient care.

The Health Information Management department consists of the following functional areas:

  • Patient registration
  • Record processing
  • Medical transcription
  • Release of patient information
  • Coding and abstracting
  • Research
  • Records management centre

Keeping patient information confidential is of utmost importance at Trillium Health Partners. All personnel are bound by a signed pledge of confidentiality.

Reviewing or Obtaining YOUR Health Record

  • Patients are entitled to access their health information. Some requests may be subject to approval by the health care provider.
  • Records are processed according to medical priority sequencing and will be completed in a timely manner
  • Information Management is unable to interpret or advise on personal health issues or care documented in the records. We recommend that health information be reviewed in conjunction with your health care provider, so that interpretation may be provided if necessary.
  • We do not use our website email for specific requests or enquiries about patient information.

How do I request a copy of my health record?

  • All requests must be made in writing by completing the form below and must include:
    • Consent directed to Trillium Health Partners
    • Identify site(s) for requested information
    • Patient name and date of birth
    • Original signature or patient, substitute decision maker (SDM) or legal representative
    • Date of authorization (within 90 days of request)
    • Original witnessed authorization (signature of person verifying that the patient or SDM did in fact sign the authorization)
    • Name of recipient (person or company to whom the information may be disclosed to)
    • Purpose of request (ex. Further treatment, legal request, family records etc.)
    • Treatment date (if exact date is unknown please provide an approximate range)
    • Prepayment (if required – see fee schedule below)

Consent to Disclose, Transmit, Access, or Examine Personal Health Information Form

Completed requests for health records from all sites of the Trillium Health Partners can be mailed to the Mississauga Hospital (MH) site to the attention of the Health Information Management Department – Release of Information at the mailing address shown below.

Release of Information Contacts
Contact: Details:
Phone number: 905-848-7181
Fax number: 905-848-7677
Mailing address: Trillium Health Partners
Health Information Management
100 Queensway West
Mississauga, Ontario
L5B 1B8
Hours of operation:

Credit Valley Hospital office:
Monday to Friday – 08:00 to 16:00

Mississauga Hospital office:
Monday, Tuesday, Wednesday and Friday 08:00 to 16:00
Thursday 08:00 to 20:00 MH


Walk-in services are available at both the Credit Valley Hospital and Mississauga Hospital sites to provide face-to-face customer service for clients who arrive on-site during the business hours of 0800-1600 hrs (8-4) Monday to Friday.

Do I need parental consent if I am a child?

  • If a patient is 12 years of age and older, the authorization must be signed by the patient.
  • Parental consent from custodial parent(s) is required if the patient is less than 12 years of age and not capable of consenting, otherwise the child can consent to disclosing their information
  • If there is a conflict between the child and the parent, the capable child's decision prevails with respect to consent

How do I access picture images of my x-ray, MRI, CT?

  • The Health Information Management department does not have access to the actual image taken during your x-ray, MRI or CT scan
  • The Health Information Management department only has access to the interpretation reports
  • Contact the Diagnostic Imaging Department- Film Library

How do I request copies of records for a deceased patient?

  • Consent is required from the executor of the estate (with proof, copy of first and last page of will)
  • If no will exists, a Certificate of Appointment of Estate Trustee is required

Is there a fee for requesting personal health information?

  • There is no fee for information given to other health care facilities or physicians for continuity of patient care
  • For other purposes, an administrative charge may apply based on the current fee schedule
  • Prepayment is required
Request Type
Fee
Additional Cost
Visit History
Free
 
Patient access / personal use
$30.00 first 20 pages
$0.25/page thereafter
Letters: birth, attendance, non-medical birth information (time of birth)
$30.00 first 20 pages
$0.25/page thereafter
Best Doctors
$30.00 first 20 pages
$0.25/page thereafter
Legal aid
$30.00 flat fee
n/a
Lawyers
$30.00 first 20 pages
$0.25/page thereafter
Office of the Children's Lawyer
Free
 
Insurance
$160.00 first 20 pages
$0.25/page thereafter
 
Additional Fees:
Search and retrieval (includes first 20 pages)
$30.00
Rush - within 1 to 5 business days
$300.00
Patient review
$6.75 / 15 minutes
CD (includes $30.00 search and retrieval)
$40.00
Microfiche copies (older than 2009)
$0.50 per page plus regular fees
Off-site storage retrieval
$25.00
Fetal monitor strips
$30.00 plus regular fees

When can I expect my request to be completed?

In accordance with the "Personal Health Information Protection Act" PHIPA, Trillium Health Partners has up to 30 days to process a request once the request process is complete.

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).

How do I obtain a birth certificate or replacement?

  • The hospital does not issue birth certificates
  • Contact The Office of the Registrar General at 1-800-461-2156
  • www.serviceontario.ca
  • Replacement birth certificates do not require copies of health records

How do I obtain a death certificate?

  • The Health Information Management department does not issue death certificates
  • Contact The Office of the Registrar General at 1-800-461-2156
  • www.serviceontario.ca

Where can I learn more about the Personal Health Information Protection Act?

Where can I obtain more information on privacy?

Other Acts