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SJHH / Patients & Visitors/ Privacy & Information Security

Personal Health Information - Privacy & Access

St. Joseph’s Healthcare Hamilton (“SJHH”), Health Information Management (“HIM”) Department manages the collection, use, storage, retention and access to your personal health information record for patient care, research, planning and quality/risk management. You have a right of access to your personal health record, subject to limited and specific exceptions under the Personal Health Information Protection Act (“PHIPA”).

If you would like us to release your information to a third party who is not also your health care provider, we will require your consent .If you would like a copy of your health information, or would like to have a copy of your health information sent to your other health care providers, please see below.

Note: please click on of the following headings below to expand each section.

Requesting Access to Personal Health Information:

If you are a patient of St. Joseph's Healthcare Hamilton

Please submit your request in writing, or use our access request form below:

Once you have submitted a complete request, please allow for SJHH to respond within thirty (30) days. If an extension of time is required to process your request, you will receive formal notification. You will receive a letter informing you of any expected fees for processing your request.  You may submit payment by cash, credit (in person or over the phone), or certified cheque (made payable to "St. Joseph’s Healthcare Hamilton"). Once payment has been received, your request will be completed. We may reduce or waive fees where circumstances warrant. You may choose to receive records electronically by secure email, or as paper copies. We will advise you if we had to except any information from disclosure. You have the right to appeal our decisions.

 

If you are the substitute decision maker or power of attorney of a patient

Please submit your request along with proof of legal signing authority (such as SDM/POA paperwork) and documentation attesting to the incapacity of the patient from a healthcare professional. The Power of Attorney does not apply to the right of access to personal health information of deceased persons.

If you are requesting access to records of deceased persons

Please review the following information.

If you are an agent of a patient (lawyer) or an insurance company

Please submit a request in writing describing the records you require, and please be sure to include the patient’s full name and date of birth. Also, you are required to include a signed authorization directed to St. Joseph’s Healthcare Hamilton of the patient or their SDM/POA/Executor, along with the documentation supporting their signing authority. Authorizations are valid for 90 days from the date of signing.  A prepayment in the amount of $33.90 (agent/lawyer) or $180.80 (insurance) is required at the time of your initial request. Cheques must be made payable to “St. Joseph’s Healthcare Hamilton”. When processing is complete, you will be invoiced for any additional fees, in accordance with our fee schedule.

I need a copy of my health record for my care provider

Generally, we do not charge fees to provide your health information to other health care facilities or physicians within your Circle of Care.  St. Joseph’s Healthcare Hamilton (“SJHH”) has a responsibility to communicate with your family physician, so that he/she may provide, coordinate, and support your care.

Please note that we automatically forward information to your primary care or referring provider(s) on file. 

For instance, SJHH advises your family physician of your admission and discharge, and automatically sends information to them. This may include your inpatient discharge summary, Emergency, or Urgent Care records. 

In addition, your health care provider may be able to access some of your SJHH health information using ClinicalConnect.

SJHH will provide additional information to your family physician, if requested, or unless you tell us otherwise. If you wish to restrict disclosure of information to your family physician or any other health care provider, please let us know before you are discharged, and contact the Privacy Office with any questions or concerns.  You may also want to request a Consent Directive, or “lockbox”.  For information on consent directives, please click here.

If you wish for SJHH to send information from your health record to one of your treating healthcare professionals, please complete and submit this form.

Correction of your personal health record

Once you have received a copy of your health record, you have a right to request correction of your own personal health record if you feel it is incomplete, inaccurate, or incorrect. We will require a clear description of your concerns, and any information which may validate the requested correction(s). Please note that we can only make corrections to factual information about you, for example: an incorrectly spelled name, an incorrect address, an incorrect birth date, a change of marital status, etc.  Professional opinions or observations made in good faith are not subject to correction under PHIPA.

Once we receive your complete correction request, we will try to respond within thirty (30) days. If an extension of time is required to process your request, you will receive formal notification.

You may submit your correction request in writing, or you may use this form.

For any questions regarding correction requests, please contact the Privacy Office at 905-522-1155 ext. 32875.

I need access to non-clinical information

Please click here for more information.

How can I access my COVID-19 test results from a St. Joe's East End Assessment Centre or Mountain Testing Centre?
  1. Sign up for MyDovetale. MyDovetale will provide you the quickest access to your St. Joe’s test results. You will receive a notification as soon as your test results are available. Self-registration is only available to patients 16 years and older who have an Ontario Health Card Number. St. Joe’s patients under 16 can email: mydovetale@stjoes.ca to request access to MyDovetale.
  2. Check the provincial online portal to get your COVID-19 test results. You will need your health card number to access these results. It may take up to 7 days for your results to appear online.
  3. If the online portal indicates your test results are unavailable, contact your family doctor to ask if they can look up your result on Clinical Connect. Due to high volumes, lab results may take 3 - 5 days and sometimes more to appear on Clinical Connect.
    Note:  If you are unable to register for a MyDovetale account and would like to receive a copy of your results via secure email, email covidrecords@stjoes.caYou must include your full name, date of birth, date of your test and daytime phone number where you can be reached. You may only request your own records. If you are requesting on behalf of others, you need to provide their daytime phone number or request they send their consent to covidrecords@stjoes.ca, referencing your request. We will not discuss your results over the phone.
I want to know more about MyDovetale Proxy Access

St. Joe’s patients with an active MyDovetale account have the ability to enable a “proxy.” A proxy is someone else who is authorized to have access to your MyDovetale account. There are three common types of proxy access we can help enable for you:

  1. Capable patients (12 years and older) can assign anyone they wish to be a proxy; however, common examples include a spouse, family member or care provider.
  2. A legal representative (such as an SDM or POA of an incapacitated person) may request proxy access.
  3. A legal guardian of a minor patient (under 12 years of age) can be granted proxy access to their child’s account.

Capable patients age 12 and older are empowered with the ability to designate proxies as they see fit and can even assign varying levels of access to each proxy based on their information sharing preferences (or the proxy’s legal authority). However, not all patients or proxies may be suitable for MyDovetale or proxy access privileges.

If you wish to assign a proxy to your MyDovetale account, please contact mydovetale@stjoes.ca or our Health Information Management Department at 905-522-1155 ext. 33415. If you are requesting proxy access to a minor’s account, please complete and submit the below form to include with your email request to mydovetale@stjoes.ca

Proxy designation is a voluntary decision made solely by the patient, freely, and without coercion. If at any time you wish to revoke or revise your proxy’s access, you may do so through your MyDovetale account or with assistance from Health Information Management Department.

For more information about MyDovetale, please click here.

SJHH HIM can provide you with...

SJHH HIM cannot provide you with…

✔ A “Proof of Birth” letter, stating: the child was delivered at SJHH, delivery date, Mother’s name, and delivering physician’s name.

Please refer to the request process above.

✘ A Birth Certificate

To obtain a birth certificate, contact Service Ontario at 1-800-461-2156 or visit the Service Ontario website.

✔ A “Proof of Death” letter, stating date of death, name of most responsible physician, hospital location, and discharge diagnosis. A copy of the discharge summary may also be provided. 

Please refer to the request process above

✘ A Death Certificate

To obtain a death certificate, please contact Service Ontario at 1-800-461-2156 or visit the Service Ontario website.

✔ A “visit history” letter noting all of your encounters at SJHH, and your most responsible physician. This may act as “proof of hospitalization”

Please refer to the request process above

✘A CD with SJHH diagnostic images.

Please re-direct your request to the SJHH Film Library at 905-522-1155 ext. 33606.

 Related Links:
Consent to Disclose Personal Health Information (Online Submission Format)
Consent to Disclose Personal Health Information (Printable Format)
Correction Form
Health Records - Fee Schedules 
Diagnostic Imaging Fee Schedule
Personal Health Information Protection Act (PHIPA)  
Information and Privacy Commissioner of Ontario

Contact Us

Mailing Address:  
St. Joseph’s Healthcare
Privacy Office
50 Charlton Ave. E
Hamilton, ON    L8N 4A6

Health Information Management Contact Information:
For more information on St. Joseph's Healthcare Hamilton's release of information procedures and policies, contact the Health Information Management Department at:

Charlton Campus

West 5th Campus

King Campus

50 Charlton Avenue East 
Hamilton, Ontario  L8N 4A6 
Phone: (905) 522-1155 Ext. 33417
Fax: (905) 521-6096

Email:relinfo@stjoes.ca

 

100 West 5th Street
Hamilton, Ontario
P.O. Box 585  L8N 3K7
Phone: (905) 522-1155 Ext. 35504
Fax: (905) 381-5614

Email:relinfo@stjoes.ca

2757 King Street East
Hamilton, Ontario  L8G 5E4
Phone: (905) 573-4806
Fax: (905) 573-4825

Email:relinfo@stjoes.ca