Requesting a Copy of Your Health Records

If you were a patient at Cornwall Community Hospital (CCH), you can request a copy of your health records by submitting a written request by fax, mail, or in person. After your request is received, a representative from our team will contact you to verify your details and explain the next steps.

Please note: Health records are not immediately provided. We aim to fulfill all requests within 30 days, as outlined in the Personal Health Information Protection Act (PHIPA) and based on request volume. You can also access portions of your health record online, at no cost, through MyChart.

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What to Include in Your Request

Your written request must include:

• Full name
• Date of birth
• Mailing address
• Phone number
• Type of records requested
• Your signature or the signature of your substitute decision-maker

Please attach the completed Consent to Release Information form. A government-issued photo ID is required when picking up records.

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What Records Are Available?

CCH manages health records according to provincial laws, best practices from the Ontario Hospital Association, and hospital by-laws. While we retain most records, availability depends on how long ago your visit was.

• Adults: Records are generally kept for 10 years after your last visit or after death
• Children: Records are generally kept until 10 years after their 18th birthday

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Releasing Records to Someone Else

You can submit this by mail or in person to:

Health Information Services
Cornwall Community Hospital
840 McConnell Avenue,
Cornwall, ON K6H 5S5

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Youth Records – Do I Need Parental Consent?

Yes. If you are under 16, a parent or legal guardian must make the request on your behalf.

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Requesting a Correction

If you believe your health record contains incorrect information:

• Fill out the Request for Correction form and submit it by mail or in person
• Be specific about the correction you’re requesting
• Note that under PHIPA, we are not required to change professional opinions or care-related decisions

If your request is denied, you may submit a Statement of Disagreement, which will be added to your record.

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Records for Deceased Patients

To request health records for a deceased individual:

• Submit proof of executorship or legal authority with your request
• Contact our office directly for more detailed instructions

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Requesting Birth Information

To request proof of birth or time of birth, send a written request including:

• Your name
• Your mother’s full name and date of birth

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Fees

There may be administrative fees for certain non-medical requests. Please see the attached Fee Schedule for details.

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Contact Info & Walk-In Hours

Health Records Walk-In Hours:

Monday to Friday: 8:00 a.m. – 1:00 p.m.

Outside these hours, call 613-938-4240 ext. 2247 and leave a message.

You may also complete a request form on-site and leave it in our secure drop box located outside of our office.

Where to Find Us:

We are located on the second floor of the hospital in Room 2352.

Take the elevator to Level 2, turn left when you exit and follow the hallway toward the laboratory.

Fax: 613-930-4505 

Manager, Health Information Services: Genevieve Holm – (613) 938-4240 ext. 4744 

Please Note: Original, signed, and witnessed consent forms are required to process any request.

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Our Commitment to your Privacy and Confidentiality

At Cornwall Community Hospital, we recognize that the health information of our patients deserves to be treated with respect and sensitivity. We believe effective health treatment depends on a collaboration between patients and healthcare provider. An atmosphere of trust – where your health information is shared freely with those who need to know – is important in creating healthy outcomes. When it comes to collecting and using your personal health information, we take measures to ensure the privacy and confidentiality of the information is protected. Please read our privacy policy here.