Requesting Information & Fees Overview
To request health information for a specific client, please provide a signed consent form:
The completed form can be mailed, faxed, or delivered in-person to the Health Information Management (HIM) Department.
connect2care is an online tool that gives clients and families of Holland Bloorview Kids Rehabilitation Hospital complete access to their health care information, health records, appointments, and notes from clinical visits 24 hours a day, seven days a week. You can learn more about connect2care, register, or login to your account.
Documents dated from before 2014 will need to be requested using the above form.
A $30 processing fee will apply. This includes 20 pages of the requested record. Additional charges will apply for information exceeding 20 pages.
No fee is charged for requests that are up to 20 pages for clients/parents/substitute decision makers. HST is not included for requests made by clients/parents/substitute decision makers.
|Hard copy||$0.25 per page after the first 20 pages|
|Micro film & fiche||$0.50 per page|
Please read the ROI Fee Structure Document for additional information and types of fees.
Additional administrative fees may apply. Please contact the HIM Department for further details.
Please note: In accordance with the Personal Health Information Protection Act (PHIPA), Health Information Management will process your request within 30 days. If the request is urgent please specify on the consent form.
To ensure that we are able to contact the appropriate individuals for appointments, medical care decisions, and access to information, parents and legal guardians are encouraged to provide the HIM Department with a copy of the relevant sections of the legal document.
If formal documentation is unavailable, please provide us with a written note outlining the current custody arrangements and contact information to update the chart or complete the Client Confirmation Form. Information can be sent to the HIM Department by fax, mail, or in person. Email can be used if the user is comfortable with sharing the personal information electronically.
Older client records were previously stored using Microfiche (pre-1988). As per our hospital records retention policy, client records are retained for a period of 15 years after their 18th birthday, or 15 years after the client's last visit (whichever date is longer). Once the retention criteria has been met, the records are sent for destruction. We are planning to digitize our microfiche records in the future.
To submit a request, please complete the Request for Correction/Amendment of Health Information Form. To avoid delays, ensure the consent form is complete, dated, and signed.
Please note: In accordance with the PHIPA, Health Information Management will process your request within 30 days. If the request is urgent please specify on the consent form.
To submit a request to lockbox (seal) personal information in a client's chart, please complete the Lockbox Consent Form. Depending on the information that is to be sealed, the following lockbox options are available:
- Lock entire record
- Lock entire record but allow access by specific person or by Person Profile
- Lock specific or all historical visits
- Lock specific or all historical visits for everyone except for specific people or by Person Profile
To submit a request to unlockbox (unseal) personal information in a client's chart, please complete the Unlockbox Consent Form.
Requests for copies of diagnostic films for the purpose of release of information are directed to the Hospital for Sick Children (SickKids) Film Library. If you require diagnostic images (X-ray films) on CD, please provide us with a completed consent form to request the images. This consent form will be forwarded to HSC Film Library staff for processing.
As per HSC procedures, if the client is 12 years and older with capacity, they must sign on their own behalf. For clients younger than 12 or without decision-making capacity, the consent may be completed by the parent, legal guardian, or substitute decision maker. A $10 fee may also be requested from the client/family for the preparation of the disc at HSC. If the request is accompanied with a letter from another care provider or is stated to be for the purpose of continuation of care/treatment, the $10 fee may be waived by HSC. HSC Film Library staff will advise when the disc is available to pick up, or alternate arrangements can be made which include sending the disc via Regular Mail or Carecor.
Hospital for Sick Children (SickKids) Film Library
2nd Floor, Burton Wing – Room 2112
555 University Ave.
Toronto, ON, M4G 1X8
|Telephone:||416-813-7511 or 416-813-6088|
|Hours of Operation:||Monday – Friday (8:00 am – 4:00 pm)|
Urgent requests can be directed to: Fatima Lima-Simao (Manager) – 416-813-4965
Protecting your privacy
At Holland Bloorview Kids Rehabilitation Hospital, we are committed to protecting your privacy. We collect and use your health information to provide the best care possible. We ensure that all our staff and students understand the importance of protecting your privacy rights and fulfilling our obligations.