How to Find Old Medical Records After Switching Doctors in Canada (2025 Guide)

Why Access to Old Medical Records Matters

Switching doctors can feel like starting over. But your medical history travels with you and accessing those records is crucial for:

• 🩺 Ongoing treatment or chronic conditions

• 💊 Ensuring accurate medication history

• 🧪 Accessing lab results and imaging

• 📅 Keeping track of surgeries, allergies, or vaccinations

📊 Most Canadian adults, 83 per cent, say they have access to a regular family doctor or nurse practitioner (CBC, 2024)

The good news: You have the legal right to access your health information in Canada.

This guide will walk you through how to find and request your old medical records and how to keep them organized using Syncara, a personal health record tool.

Step-by-Step: How to Find Old Medical Records After Switching Doctors in Canada

1. 🏥 Contact Your Previous Doctor’s Office

When you switch family doctors or specialists, your previous provider typically keeps your medical records for a legally defined retention period (usually 10 years in most provinces).

✅ What to do:

• Call or email the office and request a Medical Records Release Form.

• Provide your full name, health card number, and signed consent.

• Specify the format you’d like (PDF, print, or transfer to the new doctor).

Pro tip: Physicians must respond to your request in a reasonable time frame, typically within 30 days depending on provincial regulations.

📌 You may be charged a nominal administrative fee for printing or copying.

2. 📨 Authorize Record Transfer to Your New Doctor

If you don’t want to handle the records yourself, you can authorize a direct transfer between clinics.

• Sign a record release authorization form at your new clinic.

• They will contact your previous provider on your behalf.

• Records are transferred securely often through encrypted EMR systems.

⚠️ Note: Some clinics may still transfer via fax or mail depending on their technology.

3. 🗃️ Request Records from Provincial Health Portals or Hospitals

Depending on where your care took place, some records may be stored in provincial or hospital portals.

Examples:

• Ontario: MyChart / eHealth Ontario

• Alberta: MyHealth Records

• British Columbia: Health Gateway

Steps:

1. Log in to your province's health portal (you may need your health card number and verification).

2. Access your lab results, hospital visits, vaccination records, and imaging reports.

3. Download and store these for personal use.

👉 If your previous care was in a hospital or specialist clinic, contact their Health Records Department directly.

4. 🕰️ Understand Retention Periods and Privacy Laws

In Canada, medical records retention is regulated by provincial laws. Generally:

• Family doctors keep records for 10 years after your last visit.

• For minors, records must be retained for 10 years after they turn 18.

• You can request access or transfer anytime during this period.

Laws like PHIPA (Ontario) and PIPEDA (federal) protect your right to:

• Access your records

• Request corrections

• Control who sees your personal health information

For more details, visit: Office of the Privacy Commissioner of Canada.

5. 📲 Store and Organize Your Health Records with Syncara

Once you’ve collected your records, don’t just let them pile up in emails or file folders.
Keeping them organized and secure is key to managing your health confidently.

That’s where Syncara, a personal health record app, comes in.

With Syncara, you can:

• 📅 Track your health timeline across multiple providers

• 🔐 Keep everything secure with encryption

• 📲 Access your history instantly during appointments or emergencies

Ideal for:

• Patients with chronic conditions

• Families managing multiple medical histories

• Caregivers helping loved ones stay organized

👉 Next step: Sign up for a free Syncara account to keep your entire medical history in one place - no matter how many times you switch doctors.

Pro Tip: Be Proactive with Record-Keeping

While clinics and hospitals are legally obligated to keep records, it’s always smart to keep your own copy too.

• 📌 Download and save important test results

• 📆 Record dates of visits, surgeries, and immunizations

• 📧 Keep a backup of any transferred files

• 📲 Use Syncara to track your health story over time

This ensures you’ll never lose access if a clinic closes, merges, or switches systems.

Frequently Asked Questions about Finding Old Medical Records in Canada

How long are medical records kept in Canada?

Most provinces require doctors to retain records for at least 10 years after the last visit, or 10 years after a minor turns 18.

Can I get my records if my old clinic closed?

Yes. Clinics must designate a custodian for records. Contact your provincial medical regulatory authority to locate where they were transferred.

Will I be charged for getting my records?

Clinics may charge a small administrative fee for printing or transferring files, but access cannot be denied.

Can I request my records digitally?

Yes. Many clinics and provincial portals now offer digital access via secure email or patient portals.

How can I keep my records organized long-term?

Use personal health record apps like Syncara to upload and categorize your records securely.