Freedom of Information and Privacy Protection
Quinte Health Care routinely provides information to the public through its web site, Board of Directors, Communications department, and other communications methods. A request for information that is contained in QHC's records can also be made formally under the Freedom of Information and Protection of Privacy Act (FIPPA). However, it is not necessary to file an official request for information that is routinely released to the public. Click here for Frequently Asked Q & A regarding FIPPA.
Informal Requests for Information
You do not always need to submit a formal freedom of information request for information from QHC. Informal inquiries are welcomed and can be directed to firstname.lastname@example.org, (613) 969-7400 or (613) 332-2825 (Bancroft area). Your question or request will be forwarded to the appropriate department.
If you would like to have access to your own health record after you have been discharged, contact our Health Records department at (613) 969-7400, ext. 2280.
Formal Requests for Information
If you are not able to find the information online or by informally requesting the information from the hospital, anyone can submit a formal freedom of information request by following these steps:
- Complete the application form or put your request in writing.
- Include your name, address, and day-time telephone number. This information will be kept confidential by the Freedom of Information Coordinator and will only be used to contact you for more information and to send you the requested records.
- Submit your written request to QHC's Freedom of Information Coordinator with the $5 application fee. To protect your privacy, we do not accept freedom of information requests by fax or e-mail.
- You will receive notification that your request has been received and if we need more information in order to process your request, the Freedom of Information Coordinator will contact you.
- The Freedom of Information Coordinator will also contact you if you will be charged more than $25 to process your request (see the fees section below).
- QHC is obligated to respond to your request within 30 days after it is received, unless there are specific exceptions in the legislation that allow for an extension on a particular request. You will be notified if your request will take more than 30 days.
You may receive full or partial access to the records you request, depending upon any exclusions or exemptions that might apply. You have the right to appeal any decision of QHC that relates to FIPPA or PHIPA to the Office of the Privacy Commissioner of Ontario.
In processing a request, there will be costs for time, materials and services. If it appears that the cost of processing the request will be over $25, the requester will be given a fee estimate. If the cost estimate is $100 or more, QHC may require the requester to pay a 50% deposit of the estimate before taking any further steps to respond to the request.
Tips on Formal Applications
- Mail or deliver the completed request with original signature and the $5 application fee to QHC's Freedom of Information Coordinator. Cheques should be made payable to Quinte Health Care.
- As a formal request is not complete until the original is received and the $5 fee paid, e-mails and faxes are not acceptable for a formal request under FIPPA.
- Be as specific as possible in describing the records that you would like to access. The more specific your request, the more quickly and accurately it can be answered. In particular, include the location and date(s) of the records, if known, and use QHC's inventory of records to help focus your request.
- If you are requesting your own personal information, please be sure that you give the name appearing on the requested records and any identifying number that relates to the records, such as your Ontario Health Care number. You will have to provide proof of your identity before the records are released to you. Please note that personal health information should not be requested through FIPPA. To access health information records, contact the Health Records Department at (613) 969-7400, ext. 2280.
If you are requesting personal records for another person, you will have to provide proof that you have the authority to act for that person.
Inventory of Records
The QHC Inventory and Personal Information Banks provides a list of the major types of records in QHC's custody related to specific departments, functions or subjects. The inventory also provides the general records retention and disposal schedules. Contact the Freedom of Information Coordinator if you have any questions about the Inventory of Records.
Protection of Privacy
Frequently Asked Questions
QHC Inventory of Records and Personal Information Banks
Freedom of Information Application Form
Office of the Information and Privacy Commissioner of Ontario