Information Requests

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


Requesting Health Records

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.

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 to learn more.

How do I access health records?

To access patient information we require valid consent allowing us to release information. (See “Authorization” below).

Request Options:

  • Specified Reports – Specific reports/documents (e.g., Clinic Note, MRI Report, Emergency Report, etc.)
  • Summary of Record – This includes discharge summaries, clinic notes, consults, operative reports, MRI and CT Scan reports, major test results, and other specified test results
  • Complete Health Record – A complete copy of all reports compiled in a patient’s personal health record
  • Diagnostic Imaging – If you require diagnostic images (x-rays, CT, etc.) on disc, please contact the Diagnostic Imaging department at the number below. The Health Records Department provides diagnostic imaging reports only.

705-325-2201 ext. 3043

Authorization:

We require the following to be included as part of the authorization:

  • Patient’s name, date of birth, Health Card Number if applicable
  • Patient ID or MRN (Medical Record Number) if known
  • A detailed description of what is requested (see “Request Options” above)
  • The authorization must be fully completed, dated, signed and signature witnessed
  • Consent must be signed on /after the treatment date.

If the patient is 16 years of age or older, the authorization must be signed by the patient. Parental consent is required if the child is less than 16 years of age and not capable of consenting; otherwise, the child can consent to disclose their information. If there is a conflict between the child and the parent, the capable child’s decision prevails with respect to consent.

Click Here for the Access Form

If you are sending Patient Health Records to another Institution or Health Care Provider, the request must include:

  • 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.

To consent to have your medical records forwarded to a physician, you may fill out the Authorization form and mail or fax to Health Records.

Click Here for the Authorization Form

If you require further information, please direct all inquiries to the Release of Information office:

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. 3519

Is there a fee?

There is no charge to send copies of a Health Record to another Physician or Health Care Provider under Circle of Care.

For items requested by: Parent, Patient, SDM, Lawyers, Insurance, Consulting Firms, or Rehab, a $30.00 processing fee will apply to all requests. This includes the first 20 pages of requested records. An additional charge of .25¢ or .50¢ will apply for pages exceeding 20. See the OSMH Fee Schedule for full details.

Pre-payment of fee is required prior to processing. Please make cheques payable to Orillia Soldiers’ Memorial Hospital, or provide a contact telephone number to call for credit card payment.

When can I expect a response?

All requests will be processed within 30 days in accordance with the Personal Health Information Protection Act (PHIPA).


Contact us

If you would like to make a comment or raise a concern you may have with our practices, you may contact our Director, Health Records, Registration and Privacy

705-325-2201 ext. 3626

You 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 by phone , or via mail at:

1-800-387-0073

Ontario’s Information and Privacy Commissioner
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8


Requesting Corporate Records

Orillia Soldiers’ Memorial Hospital (OSMH) is committed to open and transparent communication and as such routinely provides information to the public. It is not always required to make an official access request for information which can be released to the public routinely.

Make a request

You may use the OSMH Access Request Form for the following:

  • To make a request to access general records of the hospital
  • To request personal information about yourself
  • To request a correction to your personal information

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, which lists the general classifications of records within the custody and/or control of our hospital.

Directory of Records

Once you find the record you are looking for, you must submit a written Access Request Form either by mail or in person that includes:

  • Description of the records you are requesting. Try to be as specific and detailed as possible so we can locate the records in a timely manner.
  • Payment for the required $5 fee.
  • Your phone number, mail and e-mail addresses.

Send your written request for corporate records to:

Director, Health Records, Registration and Privacy

Orillia Soldiers’ Memorial Hospital
170 Colborne Street West
Orillia ON L3V 2Z3

Is there a fee?

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
  • All charges excluding the application fee will be provided via invoice.
  • You will be advised of processing fees that exceed $25.
  • 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 shortly after the hospital receives your request, so that your request can be clarified. If you have not heard from the hospital within approximately one week, please contact the Director of Health Records, Registration and Privacy Services at privacy@osmh.on.ca or at the number below

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 Director, Health Records, Registration and Privacy

705 325-2201 ext. 3626

If you are not satisfied with the response you receive, contact the Information and Privacy Commissioner of Ontario. The Commissioner can be reached by calling, or via mail at:

1-800-387-0073

Ontario’s Information and Privacy Commissioner
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8


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, accountability and the exercise of democracy, but it also protects the privacy of the individuals to whom that information relates. All records created or that came into the hospital’s custody or control after January 1, 2007 are subject to the Act.

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 it online and then print the form, or print it and then complete manually. Please note that if you complete the form online it cannot be saved and emailed to us.

You must clearly identify the records to which access is requested. Provide enough detail to enable the hospital to identify the records required. The more specific your request, the more efficiently and accurately your request can be answered. See the detailed instructions on the second page of the access request form. Be sure to include your contact information along with the $5 application fee (non-refundable) payable to Orillia Soldiers’ Memorial Hospital.

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?

Most likely there will be a charge based on fees outlined in the FIPPA legislation. The hospital will work with you to clarify your request so that you receive the information you are seeking at minimal cost. Please see our Fee Schedule for further details.

When will I receive a response to my request?

You will be contacted shortly after the hospital receives your request so that your request can be clarified. If you have not heard from the hospital within approximately one week, please contact the Director of Health Records, Registration and Privacy Services at privacy@osmh.on.ca

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, 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 exclusions or exemptions apply under FIPPA. If there are exclusions or exemptions this will be clearly indicated with the specific section of the Act which applies. The excluded or exempted 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 this appeal. Appeals must be made to the IPC within 30 days of when you receive the information access request response.