Information Requests

OSMH releases information in accordance with the Personal Health Information Protection Act (PHIPA and the Freedom of Information and Protection of Privacy Act (FIPPA). Records include electronic files, paper files or any other format used to document information.


Health Record Requests

How do you protect my privacy?

All of your records are kept strictly confidential. Protecting your privacy is our priority. Visit the Your Privacy page Here to learn more.

How do I access health records?

To access patient information, you can;

  1. Register for a free MyChart account (electronic access to approved content from your health record) Here
  2. Fill out the form below and submit (fees apply).  For questions regarding submission please call 705-325-2201 ext. 3513

Requesting your Health Record

Everyone treated at our hospital has a health record. These records contain documents such as reports from care providers, test results, treatments, and pharmacy information. Health records can be paper based, electronically generated or a combination of both.

You or your authorized representative can request access to or copies of your health record.

Information you will be required to submit on the form:

  • Patient’s name, date of birth, Health Card Number if applicable
  • Select request options
  • By submitting the form, you have provided your authorization to release the information.
  • Requests cannot be processed in advance.
  • If the patient is 16 years of age or older and capable of consenting, consent must be provided to allow parental access. Parental consent is required if the child is less than 16 years of age and not capable of consenting. If there is a conflict between the child and the parent, the capable child’s decision prevails with respect to consent.

For Diagnostic Imaging (pictures) Pocket Health will provide you with the images. Please follow the steps below to access your images through Pocket Health:
a) Go to – Pocket Health
b) Pay the applicable fee based on your required access.

  1. To have your medical records forwarded to a physician or other institution, please ask them to email Health Records with their request and we will process the request directly to their office or institution. There is no fee to send information to your health provider or institution as it is provided within the “Circle of Care”.
  • The name and address of the Institution/Health Care Provider to whom the information is to be sent
  • A detailed description of what is requested
  • Please advise if the information is required for a certain date. Advance notice is greatly appreciated.

Health Records email is roi@osmh.on.ca

Is There A Fee?

For items requested by: Parent, Patient, SDM, Lawyers, Insurance, Consulting Firms, or Rehab, a minimum $30.00 processing fee will apply to all requests. See the OSMH Fee Schedule for full details.

Pre-payment of the fee is required prior to release of the records. Online payment can be made using the Request Number provided upon submission of the form at the following link.


Other methods of payment are outlined Here.


Contact Us

If you require further assistance not identified here, please contact the Release of Information Office at:

Orillia Soldiers’ Memorial Hospital
Attn: Health Records Release of Information
170 Colborne Street West
Orillia, ON L3V 2Z3
Fax: 705-325-8652

705 325-2201 ext. 3513

When Can I Expect A Response?

We strive to process all requests within 30 days in accordance with the Personal Health Information Protection Act (PHIPA).


Corporate Record Requests

Requesting Corporate Records

Orillia Soldiers’ Memorial Hospital (OSMH) is committed to open and transparent communication and as such routinely provides information to the public. Please check our website to see if the information you are looking for is already available.  You can also reach out to the appropriate department to inquire if the information can be provided without exemptions (redaction).  If there is an exemption that should be applied in order to protect personal or confidential information as defined in the Act, you will be directed to make a formal request for the records.

Making A Formal Request

You may use the Freedom of Information Request – Corporate Records Form  for the following:

  • To make a request to access general records of the hospital

Before you submit a written request for corporate records, check our website to see if the information you are looking for is already available. If you are not able to find the information you need online, have a look through our Directory of Records, to see if you are able to see what you are looking for.  If you are still unable to determine what record will provide you with the information you are seeking, please use the Form to describe the record to the best of your ability.  If we have questions, we will be sure to contact you.

Is There A Fee?

The fees charged for your request are prescribed by the Information and Privacy Commissioner of Ontario and a copy can be found Here.

A mandatory fee of $5 (cheque or money order) must accompany your written request. As per FIPPA legislation, additional fees may apply to help cover the cost of processing the request. Please see fee schedule below for further details:

Type Amount / Rate
Search and preparing a record for disclosure* *Does not apply to requests for own personal information $7.50 per quarter hour ($30 per hour) spent by any person
Photocopies and computer printouts $0.20 per page
Records provided on CD-ROMs $10.00 for each CD-ROM
Developing a computer program or other method of producing a record from a machine readable record $15.00 per quarter hour ($60 per hour) spent by any person
Costs, including computer costs, incurred in locating, retrieving, processing and copying the record(s) if those costs are specified in an invoice received by the hospital Actual costs incurred
  • You will be asked to pay a deposit of 50% if the estimated processing cost exceeds $100.

When Can I Expect A Response?

You will be contacted after the hospital receives your request if we require clarification regarding the information you are seeking.

The hospital will provide you with a decision letter within 30 calendar days of receiving or clarifying your request.


Pre-payment of the fee is required prior to processing. Online payment can be made using the Request Number provided upon submission of the form at the following link.

Other methods of payment are outlined Here.


Contact Us

If you would like to make a comment or raise a concern you may have with our Privacy practices, you may contact the Manager of Privacy Services:

705 325-2201 ext. 3626

Should you feel that we have not addressed in concerns, you have the right to complain to the Information and Privacy Commissioner of Ontario Please visit www.ipc.on.ca for further details on how to submit a complaint


Health Record Correction Requests

To request a correction to your personal information please contact the Privacy Office at Privacy@osmh.on.ca or 705-325-2201 ext. 3626 with your correction and we will assist you in working through the process.

Manager of Privacy Services, Privacy Officer
Orillia Soldiers’ Memorial Hospital
170 Colborne Street West
Orillia ON L3V 2Z3

705 325-2201 ext. 3626

The hospital will make every effort to provide the information to you within 30 calendar days after receiving the request.


Contact Us

If you would like to make a comment or raise a concern you may have with our practices, you may contact our Manager Privacy Services, Privacy Officer

705 325-2201 ext. 3626


FIPPA FAQs

What Is FIPPA?

The Freedom of Information and Protection of Privacy Act (FIPPA) is legislation that gives the public right to request the records of public institutions, including hospitals. FIPPA provides access to information controlled by public sector organizations in the interests of transparency and accountability while still protecting the privacy of individuals.

Is it always necessary to go through a formal process to access records?

No, the formal process is not always required. In fact, as much as possible OSMH proactively discloses information on our website to make accessing information convenient for you. The information that you are seeking may be readily available on our website. If the information you are looking for is not available on the website, please consult our Directory of Records to ensure that we have the records you would like.

How do I make a formal request for access to information under FIPPA?

To make a request, complete the Access Request Form. You may complete and submit it online.

Please clearly identify the records to which access is requested. Provide enough detail to enable the hospital to identify the records required. We will contact you to clarify the request if we are not clear.  The more specific your request, the more efficiently and accurately your request can be answered. The mandatory $5 application fee (non-refundable) must be paid prior to any work beginning on your request.  Please record the number provided when you submit your request and use that as your invoice number when you pay online here.

Who do I contact if I need help completing the form?

Please contact the Director of Health Records, Registration and Privacy, at privacy@osmh.on.ca

705-325-2201 ext. 3626

Will there be a charge to receive the information requested?

Fees are outlined above or you can visit the regulation link above to see the current fee amounts.  The hospital will work with you to clarify your request so that you receive the information you are seeking at minimal cost.

When will I receive a response to my request?

You will be contacted shortly after the hospital receives your request if we need clarification about the records you are looking for.  The hospital will provide you with a decision letter within 30 calendar days of receiving the request, unless specific reasons warrant an extended period of time for the hospital to respond. You will be notified if an extended period applies.

Will I receive all the information that I request?

The hospital is committed to being as transparent as possible and therefore will release requested information unless legislated exemptions apply under FIPPA. If there are  exemptions, these will be redacted and will be clearly indicated with the specific section of the Act which applies. The redacted information will be specific and limited so that as much information as possible is provided to you.

Does FIPPA provide access to Personal Health Information?

No, personal health information or patient information is subject to the Personal Health Information Protection Act (PHIPA). Personal Health Information may only be used and disclosed in accordance with PHIPA. For more information about personal health information, contact the Health Records Release of Information Office.

705-325-2201 ext. 3519

What if I disagree with the results of a formal access to information request?

FIPPA provides an individual with the right to appeal any decision made by OSMH under FIPPA to the Information and Privacy Commissioner (IPC) of Ontario. The IPC is authorized to conduct an independent review of what exemptions have been applied to the records you have requested.  Appeals must be made to the IPC within 30 days of receiving the information access request response.