Medical records - Access to Health Information Office

A patient’s medical file is a confidential document kept in the Medical Records Department. Medical Archivists ensure the disclosure of health information in accordance with the current laws and regulations in Québec.

Request for access to information is subject to certain exceptions under the Act: “a user's record is confidential and no one can access it except with the consent of the user or the person who can give consent on his or her behalf ...” (Act respecting health services and social services, article 19).

Should you require proof of a COVID-19 test result for attendance purposes, our Medical Records Department can provide it by email.

Please note that proof of the result is not the same as a confirmation of your result: please wait for a health professional to call and inform you of your result before contacting us.

For proof of your result:

  • Please send an email to: [email protected]
  • Please title the email "Request for proof of COVID-19 test result: First name Last name"
  • Please include the name of you or your child, date of birth and medicare and hospital card numbers

A member of the Medical Records team will respond to you within 24 to 72 hours by email.

Thank you.

 

 

How to make a request

In order to obtain a copy of your or your child's medical records, you must submit a written request by completing the online authorization form

This form can be sent by mail, fax, email at the following address [email protected]

You can fill out the form in person during the business hours of the hospital's Access to Health Information Office where you received health care.

Please include the following information (as indicated on the Authorization form) on your application so that it can be answered appropriately:

  • Last name and first name of the patient;
  • Date of birth;
  • Hospital card number of the patient according to site;
  • Health insurance card number;
  • Your complete contact information (name, address, telephone number);
  • The information required and the period covered;
  • Last name and first name of recipient;
  • Address of the recipient;
  • Date and signature of the patient or the authorized person.
     

Who must sign the request?

The request must be signed:

  • By the user himself if he is 14 years of age or older
  • By the holder of parental authority if user is younger than 14 years
  • By the curator, mandatary or the person who may give his consent to care of the user if he/she is unable to give a valid consent
  • By the heirs or legal representative of user or a person who has the right to receive payment from a life insurance policy of a deceased patient

Responding to your request

According to the Act respecting health services and social services, article 24: The institution must respond to a request for access as soon as possible.

    Access to an incapable user’s medical record

    User’s representatives

    Art. 22: The tutor, curator, mandatary or the person who may give his consent to care for a user is entitled to have access to the information contained in the record of the user to the extent that such communication is necessary for the exercise of that power.

    • Document needed to obtain information : Official document of tutorship, curator or protection

    Access to a deceased user’s medical record

    For each request of information to a deceased user’s medical record, please provide the reasons that could justify the access to the medical file.

    If the user is not deceased at an MUHC healthcare facility, please provide a copy of the death certificate of the deceased user.

    Heirs, legatees by particular title, legal representative or life insurance beneficiary or pension plan

    Art. 23: The heirs, legatees by particular title and legal representatives of a deceased user are entitled to be given communication of information contained in his record to the extent that such communication is necessary for the exercise of their rights in such capacity. The same applies to the person entitled to the payment of a benefit under an insurance policy on the life of the user or under a pension plan of the user.

    Documents needed (heir, legatee by particular title and legal representative)

    • Copy of the authorised will
    • Copy of the will search certificate (Chambre des Notaires du Québec)
    • Copy of the will search certificate (Barreau du Québec )

    Documents needed (life insurance beneficiary or pension plan)

    • Insurance policy or annuity or proof of pension plan
    Spouse, ascendants or direct descendants

    Art. 23: The spouse, ascendants or direct descendants of a deceased user are entitled to be given communication of information relating to the cause of death of the user, unless the deceased user entered in writing in his record his refusal to grant such right of access.

    Documents needed :

    • Copy of marriage certificate for spouse or user
    • Proof of relationship to user for ascendant or direct descendant (ex: birth certificate)
    Holder of parental authority

    Art. 23: The holder of parental authority is entitled to be given communication of the information contained in the record of a user under 14 years of age even if the user is deceased.

    However, that right of access does not extend to information of a psychosocial nature.

    Persons related by blood

    Art. 23: Notwithstanding the second paragraph, persons related by blood to a deceased user may be given communication of information contained in his record to the extent that such communication is necessary to verify the existence of a genetic or hereditary disease.

    Document needed :

    • Proof of relationship to user (ex: birth certificate)
    • Please specify the name of the disease

     

    Hospital contact information

    Royal Victoria Hospital - Montreal Chest Institute (Glen Site)
    CRC.7121 – 1001, boul. Décarie
    Montréal (Québec)  H4A 3J1
    Tel. : 514 934-1934 ext. 31605
    Fax :  514 843-2871

    Montreal Children's Hospital (Glen Site)
    CRC.7103 – 1001, boul. Décarie
    Montréal (Québec)  H4A 3J1
    Tél. : 514 934-1934 ext. 24408
    Téléc. :  514 412 4240

     

    Montreal General Hospital
    L6.120 - 1650 Cedar Avenue
    Montréal (Québec)  H3G 1A4
    Tel. : 514 934-1934 ext. 42238
    Fax. : 514 934-8213

    Montreal Neurological Hospital
    163 - 3801 University Street
    Montréal (Québec)  H3A 2B4
    Tel. : 514 398-1901
    Fax : 514 398-8467

     

    Lachine Hospital
    2C3 - 650 16th Avenue
    Montréal (Québec)  H8S 3N5
    Tel. : 514 637-2351 ext. 77232
    Fax : 514 637-2285

     

    Business hours

    Monday to Friday: 8:30 am to 3:30 pm
    Monday to Friday: 8 am to 3:30 pm (Lachine Hospital)

    Please note that the MUHC Access to Health Information Offices are closed on:

    • Statutory holidays (Official Canadian observant days) and, exceptionally below:
    • 2nd Monday each February
    • 1st Monday each August

     

    Fees

    In accordance with the regulation respecting fees for the transcription, reproduction and transmission of documents and personal information, fees may be charged depending on the type of application and the number of documents desired by the patient/legal guardian/mandatary. This fee will be made clear upon request from the Medical Records Service.

    For more information, please contact the Medical Records Department.