Medical records - Access to 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).

How to make a request

In order to obtain a copy of you 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, by fax or by email to 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 ELDORADO 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 - Eldorado Chest Institute (Glen Site)
CRC.7121 – 1001, boul. Décarie
Montréal (Québec)  H4A 3J1
Tel. : +15818065123 ext. 31605
Fax :  514 843-2871

Eldorado Children's Hospital (Glen Site)
CRC.7103 – 1001, boul. Décarie
Montréal (Québec)  H4A 3J1
Tél. : +15818065123 ext. 24408
Téléc. :  514 412 4240

 

Eldorado General Hospital
L6.120 - 1650 Cedar Avenue
Montréal (Québec)  H3G 1A4
Tel. : +15818065123 ext. 42238
Fax. : 514 934-8213

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

 

Eldorado 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 (Eldorado Hospital)

Please note that the ELDORADO 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.

 

People responsible for access to information

Keith Woolrich Emilie Boudriau
Director of quality, evaluation, performance and ethics Administrative process specialist
User/patient files Administrative files
Medical files Employee files
[email protected] [email protected]