Requests for information: The Children Youth and Families Act 2005, Family Violence Information Sharing Scheme and the Child Information Sharing Scheme
Method of contact: business and after hours
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Information Sharing Request Type
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Contact Method
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Details
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Non-Urgent business hours
(8:00 am – 4:30 pm)
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Email: HIS.Patientinfo@rch.org.au
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Send all routine requests to Health Information Services (HIS).
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Urgent business hours
(8:00 am – 4:30 pm)
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Email: HIS.Patientinfo@rch.org.au
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Include "URGENT" in the subject line and specify the exact date and time the information is required (e.g. Required for Court 28/08 at 9:00 am), rather than using "ASAP".
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Urgent after hours
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After Hours Social Work: 9345 2443 or RCH Switchboard: 9345 5522
If there is no social worker working the shift or if it's after this time, contact the Hospital Manager via 9345 5522
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Contact After Hours Social Work for urgent requests requiring social work input.
Note: After Hours Social Work will only be able to process urgent requests verbally between 11 pm- 12 am on weekdays.
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Non-Urgent after hours
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Email: HIS.Patientinfo@rch.org.au
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Requests should wait for a response during normal business hours.
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Information Required for Requests to RCH
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Request Type
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Required Information
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Child, Youth and Families Act (CYFA), 2005
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• Your name, job title, and phone number
• Specific information requested and reason for the request (e.g. discharge summary; notes from Dr Smith on 4/4/26)
• Child's name, address, and date of birth
• Stage of Child Protection
involvement (e.g. intake, investigation)
• Relevant section of the CY&FA 2005 under which the request is made
• Signed parental consent, where possible and appropriate
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Child Information Sharing Scheme (CISS)
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Include all CY&FA requirements noting the request is being made under CISS rather than the CYFA, 2005. Additionally provide:
• Whether the views and wishes of the child and/or parents have been sought
• How the information will
be used (e.g. decision-making, assessment, planning, risk management, or investigation related to the child's wellbeing or safety)
• Urgency rating and any relevant risk factors (High, Medium, Low)
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Family Violence Information Sharing Scheme (FVISS)
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Include all CY&FA requirements, noting the request is being made under FVISS rather than the CYFA, 2005. Additionally provide:
Purpose of information sharing (family violence assessment and/or protection purpose)
Whether the person subject to the request is: a victim survivor, an alleged perpetrator, perpetrator, or third party.
If for a protection purpose, how the individual was identified as a victim survivor or perpetrator
Whether
the views of the child and adult victim survivor were sought. If not, explain why it was not safe, reasonable, or appropriate
• If views were sought, briefly summarise whose views were obtained and what they were
• Whether
the adult victim survivor consented to the information being shared
• Urgency rating and any relevant risk factors (High, Medium, Low)
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Exceptions:
If the child has been seen by the Victorian Paediatric Medical Service (VFPMS)- contact VFPMS directly on 1300 66 11 42
If the child is a client of Support After Sexual Harm (SASH) - contact SASH directly on 9345 6391.
Child Protection: Notifying RCH of a Patient's Key Child Protection Contact & Protection Order details
It is recommended that Child Protection (CP) update the RCH via email about patient CP orders and practitioner contact details.
If CP holds parental responsibility and/or there is an CP order in place, please email to His.Patientreg@rch.org.au :
- A copy of the protective order (if relevant).
- The CP Practitioner’s name, work address and phone number.
- If CP hold parental responsibility.
- If CP should receive correspondence regarding the patient.
- If there is a change in practitioner or a new order.
- It is important RCH is aware of the patient's current address and contact phone number. It is recommended that CP update the RCH via this email address on any patient address and carer changes.
- If there is a carer, email advise on whether they should receive correspondence in relation to the patient, would be most helpful.
Professional Visitors: Requirements for attendance at the RCH
Professional visitors to in-patient wards
Professional visitors including, but not limited to Victoria Police, Department of Justice and Safety, and Child Protection staff are required to present to Security (lower ground floor, near the Emergency Department) on arrival at RCH. Where possible,
Security staff will, to the best of their ability:
- Document name, ID badge, arrival date and time, departure date and time
- Check professional ID e.g. Child Protection identification tag
- Direct visitors to the appropriate location, advising them to contact the NUM/ AUM on arrival
In urgent situations (Code Black or urgent police matters), police may attend the relevant area of RCH with ID details to be recorded at Security at the conclusion of the visit.
Any exceptions to this process should be escalated by Security staff through the Director Access and Hospital Management, via RCH Switchboard. It is important to note that while Security is responsible for documenting attendances of Victoria Police, Child
Protection, and other authorities, these entities frequently can bypass Security protocols and proceed directly to the wards. In these events, staff should be requesting the professional visitors to return to sign in at security.
Professional visitors to specialist clinics
When professional visitors accompany a patient to their medical appointment, it is the responsibility of the treating clinician to determine their identification and appropriateness of their attendance.
Corporate Visitors
Corporate visitors who will be meeting with an RCH staff member and escorted throughout the visit, do not need to check in with security.
Information leaflets for health professionals on working with and sharing information with child protection
RCH DFFH Information Sharing
RCH DFFH Reporting to Child Protection
RCH DFFH Working Together
RCH DFFH Consent for Medical Services