Cleveland Clinic Canada’s Health Information Management (“HIM”) department supports its patients by maintaining and providing health information for patient care. We are committed to protecting patient confidentiality while providing authorized individuals with access to health information.
Patients are able to access their personal health information at any time. Some requests may be subject to approval by Cleveland Clinic Canada (i.e., through the health care provider who provided your care). Record requests are processed according to medical priority sequencing and will be completed in a timely manner.
The HIM department is unable to interpret or advise on personal health issues or care documented in the records. We recommend that personal health information be reviewed by your primary care provider, if necessary.
This department is open Monday to Friday from 8 a.m. to 5:30 p.m. (EST). Should you have any questions about your health record, please call 416.507.6784 or send an email to healthinformation@ccf.org.
Requesting your health record
If you would like to access your patient health record, please download the Release of Information (ROI) request form.
Once you have completed it in its entirety, please send it to us with a copy of government-issued ID (e.g., your provincial Health Card, Driver’s License, etc.) via email at healthinformation@ccf.org or fax to 416.507.6610. You can also send it via mail to: Cleveland Clinic Canada, 181 Bay Street, 30th Floor, Toronto, ON M5J 2T3, Canada, Attn: Health Information.
External healthcare team requests
All urgent and non-urgent requests will be processed during normal business hours.
For any urgent external healthcare team or circle of care requests by other healthcare facilities outside of business hours, please contact call Connecting Ontario toll-free at 1.866.250.1554 or by email at servicedesk@ehealthontario.on.ca
All other requests received via fax outside business hours will be processed the following business day.
When can I expect my request to be completed?
In accordance with Ontario’s Personal Health Information Protection Act, 2004 (“PHIPA”), Cleveland Clinic Canada initially has thirty days to process a request once it has been received and will make every effort to provide a timely and thorough response. Note that requests will be processed within thirty days of receipt of all required documents and final payment. Delays may occur if documentation is incomplete or if payment has not been received.
Do I need parental consent if I am a child?
- If a patient is 12 years of age or 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 providing consent, otherwise, the child can consent to disclosing their information (with the exception of Quebec, where the age is 16 years rather than 12 years of age).
- If there is a conflict between the child and the parent, the capable child's decision prevails with respect to consent.
How do I request copies of a deceased patient’s records?
Consent is required by the executor of the estate (with proof and a copy of the first and last page of the will). If no will exists, a “Certificate of Appointment of Estate Trustee” is required.
Fees
There is no fee for providing information to other health care facilities or physicians for continuity of patient care.
For other purposes, an administrative charge may apply in accordance with the current fee schedule, as set by Ontario’s Information and Privacy Commissioner.
Prepayment is required. A detailed invoice will be provided prior to release.
- Care history - no charge
- Lawyers, Second Opinion, or Insurance - printed or electronic PDF $30.00 + HST (first 20 pages). $0.25 per page thereafter or for any manually scanned records from legacy systems + HST
- Workplace Safety and Insurance Board (WSIB) - $48.15 flat rate
File Size Limitation Disclaimer: Electronic transmission may not be feasible due to file size limitations. Alternative delivery methods will be communicated at the time of request.
