Here are the steps to follow when a patient or representative requests their information. The steps are all required, but they may occur in a different order, depending on the clinic’s internal processes. All requests should be obtained in writing with the patient’s signature.
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Read the request
The request should contain:
- Name, address and date of birth
- Specific information being asked for during a defined time period.
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Discuss the request with the custodian and determine how to proceed with the request.
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Print the relevant sections of the record.
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Redact or remove information
Redact or remove information that:
- was not specifically requested such an information about additional diagnoses
- could cause harm to the patient or physician if it was disclosed such as an inappropriate comment or information related to another person
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Obtain a sign off by the custodian of the record. Some custodians may prefer to sign off at step 2.
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Collect the fees outlined in the regulations, if applicable.
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Provide the information to the patient. Remember this process must be completed within 30 days.
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- Collection, Use, Disclosure and Disposal of Health Information Policy
- Access to Health Information Policy
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