How to Contact us
Health Information Management – Release of Information
Phone: 905-848-7181
Fax: 905-848-7677
Email: ReleaseOfInformation@thp.ca
Mailing address:
Trillium Health Partners
Health Information Management
100 Queensway West
Mississauga, Ontario L5B 1B8
Hours of operation: Monday to Friday, 8 a.m. to 4 p.m.
Hospital locations:
Credit Valley Hospital – Room 1F648
Mississauga Hospital – Room 1368
How to request patient records
Step 1: Complete the request form
Download and complete the
Request for Access / Release of Information form. A handwritten signature is required.
Step 2: Include identification
Include a copy of government-issued photo ID (for example, Ontario Health Card or driver’s licence).
Step 3: Submit your request
Send your completed form and copy of your photo ID by email, fax, or mail.
Email: ReleaseOfInformation@thp.ca
Fax: 905-848-7677
Mailing address:
Trillium Health Partners
Health Information Management
100 Queensway West
Mississauga, Ontario L5B 1B8
Office hours: Monday to Friday, 8 a.m. to 4 p.m.
An accessible version of the consent form is available upon request by emailing releaseofinformation@thp.ca
About health records
What is a health record?
A health record is a confidential compilation of an individual’s health history, including medical conditions, treatments, and care provided during a hospital visit or stay. Information in the health record is created by health care professionals involved in a patient’s care and supports continuity of care.
Reviewing or obtaining your health record
Patients are entitled to access their health information. Some requests may be subject to approval by the health-care provider.
Records are processed according to medical priority sequencing.
The Health Records department is unable to interpret clinical information; patients are encouraged to review records with their health-care provider.
Fees
There is no fee for information given to other health care facilities or physicians for continuity of patient care.
- For other purposes, an administrative charge may apply based on the current fee schedule
- Prepayment is required
Release of Information Fees and Additional Charges
| Request Type | Search and Retrieval Fee (Non-refundable) | Additional Cost / Information |
|---|
| Visit History | No charge | |
|---|
| Patient access / personal use |
Printed Copy: $30.00 + HST (first 20 pages)*
Electronic PDF Delivery: $30.00 + HST*
MyChart Delivery: $30.00 + HST** | $0.25 per page thereafter or for any manually scanned records from legacy systems + HST |
|---|
| Lawyers, MedChart, Second Opinion |
Printed Copy: $30.00 + HST (first 20 pages)*
Electronic PDF Delivery: $30.00 + HST* | $0.25 per page thereafter or for any manually scanned records from legacy systems + HST |
|---|
| Legal Aid | $30.00 + HST | Flat rate |
|---|
| Insurance |
Printed Copy: $30.00 + HST (first 20 pages)*
Electronic PDF Delivery: $30.00 + HST* | $0.25 per page thereafter or for any manually scanned records from legacy systems + HST |
|---|
| Insurance / Medical Forms, Birth Verification Letter, Time of Birth, Fetal Monitoring Strips, Labour & Delivery Information, Blood Type* | $30.00 + HST* | Flat rate |
|---|
| Consent and Capacity Board | No charge
Electronic PDF delivery available upon request | |
|---|
| Professional Colleges (CPSO, CNO, College of Pharmacists, and other Ontario regulatory colleges) | $0.25 per page + HST | |
|---|
| WSIB | $48.15 | Flat rate |
|---|
| Research |
Printed Copy: $50.00 + HST (first 20 pages)* | $0.25 per page thereafter + HST
(Data Transfer Agreement required) |
|---|
| Police | No charge
Electronic PDF delivery available upon request | |
|---|
|
* Prepayment required |
|
** All THP records prior to October 10, 2020 are stored in legacy systems. A manual scanning/photocopying charge of $0.25 + HST per page will apply. Additional charges may apply. A detailed invoice will be provided prior to release. |
|
File Size Limitation Disclaimer: Electronic transmission may not be feasible due to file size limitations. Alternative delivery methods will be communicated at the time of request. |
| Additional Fees |
|---|
| Rush requests (1–5 business days) | $300.00 + HST
and regular fees |
|---|
| Courier | $15.00
and regular fees |
|---|
| Patient review | $6.75 per 15 minutes + HST |
|---|
| CD format | $10.00 + HST
and regular fees |
|---|
| Off-site storage retrieval | $25.00 + HST
and regular fees |
|---|
In accordance with the “Personal Health Information Protection Act” PHIPA, hospitals have up to
30 days to process a request once the request process is complete. Fee schedule is in accordance with the
Information and Privacy Commissioner of Ontario.
Special request types
For urgent Circle of Care requests required for patient care by other health-care facilities during non-business hours (weekdays 4 p.m. to 8 a.m., weekends, and statutory holidays), please contact Connecting Ontario:
All other requests received during non-business hours via fax will be processed the following business day.
Trillium Health Partners does not remove health records in their entirety, but rather, does allow patients to request corrections to be made.
To request a correction to your record:
- Please fill out the
Request For Correction To Personal Health Information form, clearly outlining what you are requesting to have changed. Please provide the source documentation that supports the requested changes.
- The form can be mailed, emailed, faxed, or dropped off in person.
- Proof of government-issued ID (i.e. health card, driver’s license, passport) is required to confirm patient identity and verify signature
Once received, Health Records will notify the health-care provider of your request. Health Records has a period of 30 days to respond to your request, at which time you will be notified whether the change has been made or not.
Under the Personal Health Information Protection Act (PHIPA), the hospital is not required to make corrections to information that is irrelevant to your care or information that consists of a professional opinion or observation that a health-care provider has made in good faith about you.
Under PHIPA, a patient has the right to prepare a concise Statement of Disagreement that sets out the corrections that THP has refused to make. THP will attach this Statement as part of the records.
Please note that THP does not correct external documentation – patients will need to contact the organization directly.
Frequently Asked Questions
To ensure positive identification of requestors and maintain an accurate intake process, all requests must be submitted in writing with expressed, signed consent. Verbal requests are not accepted.
Health information is not shared verbally or over the phone by the Health Records department. Results are provided through secure channels in accordance with Trillium Health Partners’ privacy policies and procedures.
Patients may also choose to register for a MyChart account to access your own results. For more information, please visit
https://www.thp.ca/MyChart.
The Health Records department only accepts a POA for Personal Care. A POA may be used to request records only when a patient has been deemed incapable. In these cases, additional documentation may be required to support the request.
A legal guardian, Power of Attorney, or authorized representative can request records for a patient who has been deemed incapable of making their own decisions. Documentation confirming the patient's inability and the requester's legal authority must be provided. Learn more:
A Guide to Substitute Decision-Making Proof of legal authority is required to request records for a deceased patient. If the patient had a Will, a copy of the first and last pages must be provided. Only the Executor(s) named in the Will may authorize the release of records. If there is no Will, the health records department will accept either a Certificate of Appointment of Estate Trustee OR a notarized letter confirming there is no last living Will, and the applicant is the personal representative of the patient.
Please note that the Power of Attorney for Personal Care is no longer valid once a patient has passed away.
A Will or other legal documentation is required to confirm that you are authorized to access or manage a deceased patient’s health records.
A processing fee is charged to cover administrative costs of retrieving and providing your records. For more information, please refer to our fee schedule.
OHIP does not cover record processing fees. These fees are the responsibility of the patient or the requester.
Payments can be made by credit card, debit card, or cheque.
Cash is not accepted.
Please contact the Health Records office if you have any further questions.
For all PocketHealth-related inquiries, please contact the PocketHealth support team directly. For more information, please visit
PocketHealth® at THP.
In accordance with the
Personal Health Information Protection Act (PHIPA), Health Records will respond to your request within 30 days.
Requests are processed within 30 days after we have received
all required documents and final payment. Please note that delays may occur if documentation is incomplete, or payment has not been received.
Results can be requested by following the formal process outlined on our website. Please submit a request to the Health Records department to obtain records from your recent visit.
Pertinent clinical notes and test results are shared with your family doctor, provided we have their most up-to-date information in your THP patient file. Please ensure your doctor's information is updated when you register or check in for any upcoming appointments.
Some records may also be available to health care providers through secure provincial systems, such as Connecting Ontario.
If you have an active MyChart account and a report or result is available, you may also choose to share your MyChart information directly with other health care providers. Learn more:
Sharing Your Record and Viewing Assigning Proxies - YouTube Not all reports are presently available within MyChart. To see what’s currently available, please refer to the
MyChart Frequently Asked Questions If your doctor has not received your records, they may submit a written request to the Health Records department by fax at 905-848-7677.
Under Trillium Health Partners’ Retention Policy, patient health records (both inpatient and outpatient, in hard copy or electronic form) are retained for 28 years. This does not include Laboratory or Diagnostic Imaging records, which are maintained under their own separate policies.
For adult patients who have passed away, health records are retained for a minimum of 10 years following the date of death and are then securely destroyed.
If you are requesting records beyond these retention periods, availability cannot be guaranteed. However, you may still submit a complete request, including valid consent and a search fee, and we will conduct a search. If the requested records are located, a
non-refundable additional fee of $25 + HST may apply to retrieve the records from offsite storage.
Please refer to our fee schedule for more information.
To proceed with a CCB-related records request, the following must be included:
- Minimum of 2 patient identifiers (minimum requirements are patient name and date of birth;
location may be provided if identifiers are unavailable)
- Notice of Hearing (if available)
- Specified timeframe for the records being requested
Please include all required documentation and clearly state timelines at the time of request for best customer service.
Consent and Capacity Board (CCB) hearings’ requests can be emailed to
ReleaseOfInformation@thp.ca.
Requests are processed as urgent during business hours (1–5 business days). We appreciate your patience as these requests are prioritized alongside other operational needs.
Additional resources
