Health Records
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.) Click here to be directed to a Request for Access to Personal Information Form, 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 for Release of Information contact information
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". To learn more about the Vital Statistics Act click here.
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.
Release of Information-Contact Information
Woodstock Hospital | Woodstock Rehabilitation Clinic |
Phone: 519-421-4233 ext.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 |