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Privacy and Confidentiality


Privacy Officer

519-421-4233 ext. 2303

Fax: 519-421-4216

Protecting patient privacy is an important part of the patient experience at Woodstock Hospital. Access to your personal health information is available to those who need to have it in order to provide you with the best possible care, including physicians, nurses, technicians, therapists and other health professionals. 

In the collection and use of personal health information, we take measures to ensure the privacy of the information is protected and confidentiality is maintained. Please review our Statement of Information Practices for an overview of how we manage Personal Health Information. 

We have also answered "Frequently Asked Questions" to help you understand what our information practices mean to you. Click on the link below to be taken to the Frequently Asked Questions page.

  • Privacy and Confidentiality: Frequently Asked Questions

Why we need this information

Hospitals need this information to provide you with quality health care and follow-up care in the community. We are also mandated to collect some of this information for the purpose of statistics and billing. Furthermore, this information may assist with research to develop new treatments and technology.

How we protect this information

Woodstock Hospital strives to protect your personal and health information by teaching all staff about confidentiality. We require all staff, physicians and volunteers to sign a confidentiality agreement as a condition of their relationship with the hospital. All staff must also wear photo identification at all times on hospital property, to protect against unauthorized individuals accessing this information.  There are additional security measures applied to all electronic health records, such as passwords.

Who this information may be shared with

Your health and personal information may be shared with healthcare providers at other hospitals, nursing homes or other healthcare agencies who become part of your healthcare team. It may also be shared with agencies, such as OHIP, the Ministry of Health and other agencies as required by law, such as Public Health Surveillance.

If your health information is used for the purpose of research, the hospital will remove any identifying personal information, for example, names and addresses. Other forms of research, such as clinical trials that may have direct impact on your care, requires your specific permission.

It is important to note; Woodstock Hospital requires your written permission or a court order to disclose health information to any organization or person not directly involved with the provision of patient care.

If you are not able to give your consent to access your health information due to reasons such as competency or unconsciousness, the consent decision falls to the appointed substitute decision maker, such as Power of Attorney, spouse, parent or guardian.

Where this information is stored

Hospitals are required to keep health records for at least 10 years past the date of the last admission to the hospital. Our Health Record Services Department maintains most of this information, however some services, including Diagnostic Imaging and Laboratory, maintain their own specific records.

If you would like to request a copy of your health information, please contact Health Record Services. If you are concerned about incorrect information or would like to request an audit to see who has viewed your hospital record, please contact the Privacy Officer at 519-421-4233 Ext. 2303.

Woodstock Hospital’s Health Records Department oversees the storage and management of your hospital record, according to laws and hospital bylaws. We are required to keep health records for at least 10 years past the date of the last admission to the hospital.

Your health record can be comprised of both personal and health information. Examples of personal information include your legal name, birth date, Health Card number and extended health insurance numbers. Examples of health information include previous health problems and visits to the hospital.

A health record can be stored and accumulated in a number of ways such as diagnostic images and reports, a hard copy of a hospital chart and photographs.

Requesting Copies or Viewing Your Health Record

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.

To request a copy of your personal health record:

1.)    Submit a dated, written and signed request to Health Records or Woodstock Rehabilitation Clinic

2.)    A Request for Access to Personal Information form is provided for your convenience.

3.)    Completed form or written request will require a signature of patient, Substitute Decision Maker or legal representative and date (within 6 months of request)

4.)    See below Release of Information, Contact Information, Hours of Operation

Requesting Records for deceased 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

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.


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