How to Request Your Medical Records from a Hospital or Clinic in Canada
How to Request Your Medical Records from a Hospital or Clinic in Canada: A Step-by-Step Guide
Taking Control of Your Health Information
Accessing your own medical records isn’t just your right, it’s essential for making informed healthcare decisions.
Whether you’re moving to a new province, seeing a new doctor, applying for insurance, managing a chronic condition, or simply staying informed, knowing how to request your medical records from a hospital or clinic in Canada can save you time, stress, and unnecessary delays.
In recent years, many Canadians have requested medical information at least once, but many don’t know the proper process which can lead to weeks of unnecessary waiting.
This guide gives you a clear, step-by-step roadmap to request your records quickly and confidently.
Your Legal Right to Access Medical Records in Canada
Every Canadian has the legal right to access their personal health information (PHI) held by hospitals, clinics, or other healthcare providers.
This is protected under federal and provincial legislation, including:
Privacy Act (federal)
Personal Health Information Protection Act (PHIPA) - Ontario
Health Information Act (HIA) - Alberta
Personal Health Information Act (PHIA) - various provinces
You have the right to:
Access your medical records
Receive copies in paper or electronic format
Know who accessed your information
Request corrections to errors
Step-by-Step: How to Request Your Medical Records
1. Identify the Custodian of Your Records
Your records are held by whoever provided your care, not a centralized government system.
This might include:
Your family doctor or clinic
A hospital (if you were admitted or had tests done)
Labs or imaging centres (for test results)
👉 If your care involves multiple facilities, you may need to submit separate requests.
2. Contact the Records or Health Information Department
Every hospital and most clinics in Canada have a Health Records or Health Information Management department.
You can usually:
Visit the hospital’s website to find their “Request for Health Records” section.
Call the department to ask about their specific process.
Download or request a medical record request form.
Typical forms will ask for:
Your name, date of birth, and health card number
Dates of service
Type of records (e.g., imaging, lab results, full chart)
Preferred delivery method (digital or paper)
3. Provide Proper Identification
To protect privacy, hospitals and clinics will not release records without ID verification.
Accepted ID typically includes:
Government-issued photo ID (e.g., driver’s license, passport)
Provincial health card
Legal authorization (if requesting on behalf of someone else)
If someone else is requesting on your behalf (e.g., caregiver or lawyer), they’ll need:
Signed consent
Power of attorney or legal documentation
4. Submit the Request Form
You can usually submit your request:
In person at the records office
By mail or fax (some still require this)
Electronically through a secure portal (Ontario Health or MyChart)
💡 Tip: Submitting online, if available, is often faster than paper requests.
5. Expect Processing Time (2–6 Weeks Typical)
Processing time varies by province and facility:
Family clinics: usually 1–2 weeks
Hospitals: 2–6 weeks depending on volume and complexity
Digital portals: often same-day or within 48 hours
Why the delay?
Requests may involve retrieving multiple records from different departments.
Privacy staff must verify identity and review documents before release.
Some records are stored offsite or archived.
6. Pay Applicable Administrative Fees
While access to your records is a legal right, providers may charge administrative fees to cover handling costs:
Clinics: typically $30–$50 or more.
Hospitals: may charge more for large charts or imaging
Patient portals: usually free
These fees must be reasonable and disclosed in advance.
7. Receive Your Records
Once processed, your records may be delivered:
As printed documents
As a secure email or downloadable file
Through a patient portal account
Your file will typically include:
Lab results
Diagnostic imaging
Consultation notes
Operative reports (if applicable)
Discharge summaries
👉 If anything is missing, you can follow up or submit a secondary request.
Pro Tips to Speed Up the Process
Be specific in your request narrow the timeframe or type of records to make retrieval faster.
Submit complete ID and forms upfront to avoid back-and-forth delays.
Use online portals whenever possible.
Follow up if you haven’t heard back after 2–3 weeks.
Keep copies of your request forms and any reference numbers.
⚡ Pro tip: Submitting multiple targeted requests (e.g., hospital + family doctor + lab) can be faster than one broad request.
What If Your Request Is Denied?
In rare cases, a hospital or clinic may refuse access to part or all of your records. Common reasons include:
Information could cause harm if released without medical guidance.
Records contain third-party information.
Legal restrictions or ongoing investigations.
If this happens:
The provider must give a written explanation.
You have the right to appeal the decision.
You can file a complaint with the Office of the Privacy Commissioner of Canada.
Your Health Data, Your Right
Accessing your medical records is more than a bureaucratic step — it’s an act of empowerment.
By understanding your rights and following a clear process, you can:
Get the information you need faster
Ensure continuity of care
Keep a personal copy of your health history
👉 Next step: Contact your hospital or clinic’s records department today and start your request. Or make it even easier sign up for a free Syncara account to securely store, organize, and access all your health records in one place.
Frequently Asked Questions about Requesting Medical Records in Canada
How long does it take to get medical records from a hospital in Canada?
Typically 2–6 weeks, though smaller clinics may process requests faster. Online portals can provide same-day access to certain records.
Do I have to pay to get my medical records?
Access is your right, but providers may charge reasonable administrative fees, usually $30–$50.
Can someone else request my records for me?
Yes if they have legal authorization (e.g., power of attorney) and signed consent.
Can hospitals refuse to give me my records?
In most cases, no. Exceptions exist only in limited legal or safety circumstances, and you can appeal.
Is there an easier way to get my records?
Yes. Many hospitals and clinics now offer online patient portals for faster access.
