Clinical Quality & Safety

RCH > Quality, Emergency, Critical Care > Clinical Quality & Safety

FOI

What is it?
What information is available?
How do I apply for access to my own or my child's medical record?
Can any one else request my information or my child's information?
Can you send the information to my doctor?
What if I need the information for court?
How can I get copies of x-rays/scans?
How long will it take me to get access to the information?
How much will it cost?
Do I have the right to access the medical file?
Who do I contact if I have more questions?
Links

Downloads

Freedom of Information

What is it?

The Freedom of Information Act (1982) gives you the right to request access to your own or your child's medical record held by the Royal Children's Hospital.

What information is available?

The FOI Act gives you the right to request access to you or your child's medical record, subject to certain exemptions, such as information that relates to the personal affairs of a person other than the patient, or information obtained in confidence.

You can request a copy of the medical record, or you can make an appointment to view the medical record
Should you wish to view the original file, there is no charge; however pages selected for photocopying will incur the photocopying charge.

The Medical record held by the Royal Children's Hospital includes health information collected during inpatient and/or outpatient visits. Some of the information includes details of current and past illness, injuries, operations, treatments, and test results.

Current patients records are stored on site. If a patient has not attended the hospital for a number of years or is deceased, the records are stored securely off site.

How do I apply for access to my own or my child's medical record?

Applications are required in writing. This can be in the form of a letter, or you can complete the Application form (word document)

Applications must be accompanied by the prescribed $22 application fee.

Can any one else request my information or my child's information?

Information about you or your child will only be provided to another person with your written authority.

Medical records may also be made available to another person, in accordance with due legal process. such as evidence before a court.

Can you send the information to my doctor?

Information can be sent directly to your doctor, this is done by our Health Information Services. You or your doctor can contact them on 9345 6107 or fax a request to 9345 6589

What if I need the information for court?

Should you require this information urgently for Court proceedings, you should speak to your lawyer to consider issuing a subpoena for the medical records - the complete original file is sent to the court.

How can I get copies of x-rays/scans?

These can be obtained directly from our Medical Imaging Department you can phone them on 9345 5274

How long will it take me to get access to the information?

There are 3 steps in the process.

1. You will receive a letter letting you know that we have received your request and are searching for the medical record.

2. When we have located and reviewed the medical record, you will receive a letter this will let you know our decision to release and if there is any information we are unable to release to you. We will also let you know the costs involved. We are required to complete this step within 45 days from the date of the first letter you receive.

3. When we have received your payment, the information will be copied and posted to you. This may take 4 - 6 weeks depending on the size of the file.

How much will it cost?

Application fee $22.00 - This fee MUST accompany your form/letter.

The application fee may be waived if:

the applicant holds a Health Care Card (please provide a copy of both sides of the card)
or on compassionate grounds, where the patient is deceased.

Copying charges, which apply to ALL applications are:

Photocopying	$0.20 per page
Photographs	$2.00 each (this may vary depending on the age of the photographs
CD's	cost will vary

Postage, we post all copies by registered post, approx cost is $5.00, this may change depending on the size of the package to be posted. Postage charges do not apply if you wish to collect the copies in person from our office.

We will let you know, in writing, the copying and postage cost associated with your request.

Do I have the RIGHT TO ACCESS the medical file

The hospital must take reasonable steps to be satisfied that the applicant has the "right to access" the medical records.

You will be asked to send in with your application, a photocopy of identification that shows your signature eg:

Current Australian Driver's Licence
Current Passport
Health Care Card (copy of both sides)

The following are some situations where you may be asked to send in additional identification or information.

Requesting your own records
If you have changed your name, such as through marriage, please send a photocopy of your marriage certificate.

Requesting your child's records
If there are Family Court orders in place, we require a copy.

Requesting records where the patient is over the age of 16
Written authority from the patient and photocopy of identification that shows the patients signature

Requesting records of a deceased patient
Identification that you are the next of kin or written authority from the next of kin.

If you want someone to make a request on your behalf for your or your child's personal information, you must give them your written authorisation for us to release the information to them. (for example TAC, solicitor)

Who do I contact if I have more questions?

Freedom of Information Office
Telephone: 9345 5156 or 9345 5132
e-mail: freedom.information@rch.org.au

Or

Department of Justice
Telephone (03) 8684 0063
Web site Freedom of Information Online

FOI