Health Records

The Health Records department at Thunder Bay Regional Health Sciences Centre offers safe, secure and convenient options for patients and families to obtain access to their health records from the comfort of home. Patients and families are strongly encouraged to utilize mail, fax or the electronic Medchart platform to submit and receive documents related to health records requests.

Please note that the Health Records department processes requests to obtain copies of the paper reports contained in the medical record. For more information or other inquires, please call the Health Records department at 807-684-6640. The Health Records department is open to the public from 8:00 a.m. – 4:00 p.m. Monday to Friday. Requests related to obtaining digital images (Diagnostic Imaging) on CD should be directed to the Digital Library at 807-684-6067.

Provincial legislation provides access to one’s own personal records. The Health Records department is responsible for the release of patient health information and its policies govern procedures to provide that information upon request.

Requesting Copies of Your Health Record

These are the current options for requesting copies of your hospital records if you were a patient of Thunder Bay Regional Health Sciences Centre (the Hospital):

By electronic request using the third-party Medchart portal. If you have already made a request to the Hospital through the Medchart portal, please use your existing Medchart account to make another request. Request Electronically (Patient)

Request Electronically (Third Party – Law Firm, Insurance Company etc.)

**If you have already made a request to the Hospital through the Medchart portal, please use your existing Medchart account to make another request.

By fax to the Hospital’s Health Records department You can request copies of your health records by submitting a written request to the Hospital’s Health Records department. Patients should print and complete the Patient’s Request to Access Personal Health Information authorization form.

Third parties should print and complete the CS 348 – SCA – Consent to Disclose Health Information authorization form. Copies of these forms can also be mailed to the Health Records department. Contact the TBRHSC Health Records department at 807-684-6640, and fax your authorization form 807-684-5881.

FAQ – How to Access Your Health Information

• Does it cost me anything to request medical information? There is an administrative cost for non-medical requests. Fees are collected for processing purposes (retrieval and photocopying). See table below.

• Can I fax the authorization for disclosure of health record form? Yes, faxed consents can be sent through to the Health Records department. No personal health information can be transmitted via email. Health Records Release of Information staff may contact you if a faxed consent has been received but additional information is required.
• What should the request include? Requests must include your name, date of birth, phone number and mailing address as well as details regarding the type of information you are requesting. The CS 348 – SCA – Consent to Disclose Health Information must be completed for all third party requests. Patients who wish to obtain copies of their own records must complete Patient’s Request to Access Personal Health Information.
• Will the Hospital have all of my records on file? Thunder Bay Regional Health Sciences 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 want my records released to another individual? Whether you want your records released to a relative, friend, family doctor or another institution, you must submit a signed CS 348 – SCA – Consent to Disclose Health Information giving the hospital authorization to release your information.
• What happens if I am inquiring about records for a deceased patient? To obtain records for individuals who are deceased or incapable of signing a consent form, proof of executorships or legal signing authority must be submitted with the request. Health Records Release of Information staff may contact you if additional information is required.
• My parent(s) or relative/friend would like his/her records to be sent to their family physician. How can I access their records? Your parent(s) or relative/friend will have to request this in writing by completing the CS 348 – SCA – Consent to Disclose Health Information form. The family physician can also fax a request directly to the Hospital.
• How long will it take to get my records? Once you have placed your request, your records will be available within 30 days.
• What is Medchart? Medchart is a third party online platform you will create a user profile and select the records you would like to request. Your request will be sent to the Hospital’s Health Records department to be processed, and you will receive an email notification once your records are available. For more information about Medchart, including the terms of use, privacy and consent agreements, visit www.medchart.ca.