Patients & Visitor Information
Privacy

Requesting Health Records Information
The Grace's Health Records Department is responsible for the release of patient health information.

To request for patient information, please contact the office at:
Toronto Grace Health Centre
Attn: Health Records Dept.
650 Church Street, Toronto, ON, M4Y 2G5

Phone: 416-925-2251 ext. 223
Fax : 416-925-0939
The office is open Monday to Friday, 8:30 am to 4:00 pm.

Below are some frequently asked questions (FAQs) about how to access your health information.

How do I get a copy of my health records?

If you were a patient of Toronto Grace Hospital/Toronto Grace Health Centre, you can receive a copy of your health records by submitting a written request to Toronto Grace Health Centre or download the Consent to Disclose, Transmit or Examine Health Records form.
Please Note: Health Records Department requires the original signed authorization form in order to complete your request.

What should the request include?

Requests must include your name, date of birth and mailing address as well as the type of information you need. The request must be dated, witnessed and signed by one other person.

How do I go about requesting birth information?

If you are looking for your birth information (e.g., proof of birth, time of birth), please submit a written request that includes your mother's full name at the time of your birth and her date of birth.

Will the hospital have all of my records on file?

Toronto Grace Health Centre 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 am inquiring about records for a deceased patient?

To obtain records for individuals who are deceased, proof of executorships or legal signing authority must be submitted with the request.

My friend passed away and the family would like his/her records for insurance purposes. How can they access these records?

The executor/executrix of the Estate or a court appointed administrator (in cases where there is no will) must issue an authorization for the family to request the deceased' records. The family must than complete the Consent to Disclose, Transmit or Examine Health Record Form. The completed form must be signed by the executor/executrix of the Estate or a court appointed administrator (along with a copy of proof or "Executor of Estate), dated, and witnessed.

I was told to get a copy of the proof of "Executor of the Estate" in order to get my mother/father's records. He/she never made a will. How do I go about getting these records?

When someone dies without a will, a court appointed administrator will carry out the role of executor/executrix. You must check with the Surrogate Court for the document, letters probate.

Am I able to obtain a copy of my family members record?

Only if you are the patients Power of Attorney or Substitute Decision Maker, otherwise you must obtain the patients written consent.

Does it cost me anything to request medical information?

There is an administrative cost for processing purposes (including retrieval and photocopying). A pre-payment fee must be submitted with your written request. Payments can be made by credit card or cheque. Cheques are payable to Salvation Army Toronto Grace Health Centre.

Can I obtain Birth of Death Certificates from the hospital?

Birth or Death Certificates must be requested at the Office of Registrar General. Please visit the Government of Ontario Web Site: http://www.mgs.gov.on.ca

Important Information for Patients and Families

Personal Health Information Protection Act

The Ontario Government has legislation, the Personal Health Information Protection Act (PHIPA) that came into effect on November 1, 2004. This act has been established to set out rules for the collection and utilization of information that is collected about patients. This document is intended to provide you with information on the new Personal Health Information Protection Act.

Collection of Personal Information

At Toronto Grace Health Centre we collect personal health information about you. We collect this information either from you directly or from the person acting on your behalf. The information that we collect may include your name, date of birth, address, health history, records of your visits and the care that you received. Occasionally, when we have received your consent, we receive and collect information about you from other sources.

Use and Disclosure of Personal Health Information

We use and disclose your personal health information as follows:

To treat and care for you.

To get payment for your treatment and care (from OHIP, WSIB, your private insurer or others).

To conduct risk management activities.

To conduct quality improvement activities, such as completing surveys.

For teaching purposes.

To compile statistics

For fundraising to improve our programs and services.

To comply with legal and regulatory requirements.

To fulfill other purposes permitted or required by law.

Its Your Choice

With regard to the above uses and disclosures of your personal health records, you have a choice. You may access and correct your personal health records, or withdraw your consent for some of the above (subject to certain legal exceptions). To do this, please contact us as outlined below.

Our Pledge to Protect Your Personal Health Information

The following are a list of pledges to you that we have made to protect your personal health information:

We will take steps to protect your personal health information from theft, loss and unauthorized access, copying, modification, use, disclosure and disposal.

We will conduct audits and complete investigations to monitor and manage our privacy compliance.

We will take steps to ensure that everyone who performs services for us protects your privacy and only uses your personal health information for the purposes you have consented to.

Contact Information

For more information about our privacy protection practices, or to raise a concern you may have about our practices, please contact

Health Records Administrator
650 Toronto, Ontario M4Y 2G5
416-925-2251, ext 223
privacy@torontograce.org

You also have the right to complain to the Information and Privacy Commissioner of Ontario if you think we have violated your rights. The Commissioner can be reached as follows:

Dr. Ann Cavoukian
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8
416-326-3333
commissioner@ipc.on.ca
www.ipc.on.ca