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Health Records

How do I obtain a copy of my health records and medical images (CDs)?

Information is released only as authorized by the patient, legal representative or as authorized by law. If you were ever a patient at Sunnybrook Health Sciences Centre, you can direct us to send copies of your health record by submitting a written request to the Health Records and Patient Registration office at the campus where you were treated (including Holland Orthopaedic & Arthritic Centre, Sunnybrook campus or the Odette Cancer Centre).

How do I direct my request for information from my health record and medical images?

Requests must be in writing and must include the signature of the patient or legal representative of the patient (e.g. in the event of a minor). This would apply if you are asking for access to and/or copies of your own record (for personal use), or if you are asking for your records to be released to another health care provider, insurance company, or other individual of your choice. The written request must include the patient's name, patient's date of birth, hospital file number (if known), mailing address of where the information is to be sent, the purpose of the request and what information is to be sent. The request must be dated, signed by the patient or substitute decision maker (proof required) and witnessed. Requests are valid for 90 days after receipt.

Requests can be submitted as follows:

Electronically

Complete the online form. The form will be electronically submitted.

IMPORTANT: Please carefully read instructions pertaining to requirements such as payment and documentation.  Requests will not be processed until all applicable fees and required documentation is received in Health Records.

Via fax

You can download, complete and sign the form below and fax to Health Records Department as follows:

Campus / AreaFax #:Phone #:
Sunnybrook / Bayview Campus 416-480-6123 416-480-4433
Odette Cancer Centre 416-480-4639 416-480-4638
Holland Centre 416-480-6123 416-480-4433

IMPORTANT: Along with the completed form, you must also fax two valid pieces of government issued identification, one of which must be a photo ID, persons without a driver's license or passport may provide one valid piece of government issued identification, e.g. OHIP card.

 Download PDF: Authorization for Release of Personal Health Information (PDF, 128 KB)

Via mail

You can download and mail the completed form below to as follows:

Sunnybrook Campus / Holland Centre
Health Records Department – Room E123
Attention: Release of Information Department
2075 Bayview Avenue
Toronto, ON M4N 3M5
Odette Cancer Centre
Health Records Department – Room T2-201
Attention: Release of Information Department
2075 Bayview Avenue
Toronto, ON M4N 3M5

Download PDF: Authorization for Release of Personal Health Information (PDF, 128 KB)

Do I need parental consent if I am a youth?

For people under 14 years of age, a parent or legal guardian is required to submit the request on your behalf.

What happens if I am inquiring about records for a deceased patient?

To obtain records for individuals who are deceased, authorization is required from the Executor of the estate. Proof of executorship or legal signing authority must be submitted with the request.

How do I go about requesting birth information?

If you require information about your birth (e.g., proof of birth, time of birth, etc), please submit a written request that includes your mother's full name at the time of your birth, your mother's date of birth and your birth date.

Administration Fee

There is an administrative cost for requests that are required for purposes other than continuing patient care. A pre-payment fee must be submitted with your written request.

Where do I pick up a copy of my health records including medical images?

Health records and medical images (CDs) can be picked up at either the M1 HDR Express Desk (at main entrance) or in Health Records, E-Wing, 1st Floor, Room 23.

Hours of Operation for Health Records:

M1 HDR Express Desk:
Monday to Friday: 8:30am to 8pm
Saturdays/Sundays and stat holidays: 8:30am to 4pm

Service provided:

  • Receive request
  • Pickup of processed request
  • NOTE: M1 staff do not have the ability to burn CDs

HDR E123:
Monday to Friday: 8:30am to 4:30pm
Saturdays/Sundays and stat holidays: CLOSED

Service provided:

  • Review and process request
  • Burn CDs
  • Pickup of processed request
  • Receive/process/pickup research requests

Holland Centre Medical Imaging release of information will continue to be supported by the Medical Imaging Department in Room O228 on the 2/F West at the Holland Centre.

Health Records and Patient Registration Offices

For futher questions or to a request for access to patient information please contact the campus you were seen at:

Bayview Campus
Health Records and Patient Registration Department
Room E123
2075 Bayview Avenue
Toronto, Ontario M4N 3M5
Phone: 416.480.4433

Holland Orthopaedic & Arthritic Centre
Health Records and Patient Registration Department
2nd Floor
43 Wellesley Street East
Toronto, Ontario M4Y 1H1
Phone: 416.967.8527

Odette Cancer Centre
Health Records and Patient Registration Department
2nd Floor, T2
2075 Bayview Avenue
Toronto, Ontario M4N 3M5
Phone: 416.480.4638