Health Records Frequently Asked Questions

What is a Health Record?

A health record is comprised of:

  • Personal information (e.g. name, date of birth, gender, address, Health Card Number and extended health insurance numbers)
  • Personal health information (e.g. information related to previous health problems, diagnosis, the record of your visits to the hospital and what health care was provided to you during those visits)

This information can be accumulated and stored in several mediums and in several locations

  • In a hard copy hospital chart
  • An electronic patient record
  • Diagnostic images and reports
  • Photographs
  • Videos
  • Microfilm

Requesting copies/viewing your personal health

You may request a copy of your personal health record or request to view your personal health record.  Charges apply for request for information. You will be notified of the applicable fee and will be required to submit the payment prior to processing your request.

Click here for fee schedule

  • Submit a dated, written and signed request to Health Records or Woodstock Rehabilitation Clinic
  • A Request for Access to Personal Information form is provided for your convenience.
  • Completed form or written request will require a signature of patient, Substitute Decision Maker or legal representative and  date (within 6 months of request)
  • See below Release of Information, Contact Information, Hours of Operation


Requesting Records for Expired Patients

For patients who are deceased, proof of trustee/executor of the estate (first and last page of will), or legal signing authority, must be submitted along with your written/signed consent. Copies of medical death certificate cannot be provided, in compliance with the “Vital Statistics Act”. 


Requesting records for patients who are incapable/incompetent

If the patient is deemed incapable to give consent for access, use and/or disclosure of health information, the consent decision falls to the appointed substitute decision maker, such as a Guardian, Power of Attorney, Spouse, Parent, or the Public Guardian and Trustee.  Proof of legal signing authority must be provided to Health Records with the written /signed request for patient information.


Requesting Birth Information

If you want birth information for yourself or your child (i.e.: proof of birth, time of birth) please include mother’s name, mother’s date of birth, child's last name and child’s date of birth.  Health Records will issue you a “Proof of Birth” letter, stating:  baby boy/girl was born at the hospital, date born, Mother’s name, and delivering Physician.


Insurance Companies or Lawyer requiring a patient record

Written request is required stating what is needed, on whom and contain the patient’s full name, D.O.B, and date and area of treatment.  Include with the request a signed Authorization (valid for 6 months from the date of signing) of the patient/ client or the substitute decision maker with the paperwork proving such.  A prepayment is required at the time of your initial request. Click here for fee schedule.


Retention of your health record

The law requires Health Care Facilities to retain a health record for a specific period of time.  Woodstock Hospital oversees the storage and management of your hospital record according to those laws and hospital bylaws.  Health records older than 10 years may no longer be available.


Release of Information Contact Information:

Woodstock Hospital

Woodstock Rehabilitation Clinic

Phone: 519-421-2379

Fax :519-421-4216

Hours of Operation:

8:30am to 4:30pm Monday through Friday

Or write to:

Woodstock Hospital

Attention: Health Records

310 Juliana Drive

Woodstock, ON N4V 0A4

Phone: 519-421-4211 ext. 2231

Fax :519-421-4258

Hours of Operation:

8:00am to 4:00pm Monday through Friday

Or write to:

Woodstock Hospital

Attention:  Director of Therapy and Woodstock Rehab Clinic

310 Juliana Drive

Woodstock, ON  N4V 0A4