Privacy and Confidentiality

This is a picture of Woodstock Hospital's Health Records staff.

Contact:

Privacy Officer

519-421-4233 ext. 2303

Fax: 519-421-4216

privacy@wgh.on.ca


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. If you would like to learn about how we manage your personal health information, please click on the following link to be taken to our Statement of Information Practices.

We have also answered frequently asked questions regarding privacy and confidentiality, 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.

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