The Victorian Freedom of Information Act (1982) (FOI Act) provides access to both medical and non medical documents held by The Royal Children's Hospital (RCH) provided those documents are not exempt documents under the FOI Act.
For information about the RCH, it services, functions, the categories of documents it holds and links about how to access those documents which are not subject to the FOI process, see the RCH Part II Information Statement.
Form downloads
How do I apply?
Where possible, we encourage you to scan and email your valid application to foi@rch.org.au.
A valid application requires the following:
Identification
Photo identification that shows your signature, eg a photocopy of a driver's license or passport MUST be sent with your application when requesting medical records.
Application fee
$31.80 (as at 1 July 2023).
The application fee must accompany the written request. For methods of payment please see Application Fee Form.
Do not send cash through the mail. Cash payments can only be made in person at RCH Cashier's Office.
If one of the following applies the application fee is waived:
- Health Care Card or valid Pension Card (photocopy of both sides)
- compassionate grounds (patient is deceased)
- photographs only - the RCH does not charge the application fee when the request is only for photographs
Where to send your valid application
Email
Where possible, we encourage you to scan and email your application to foi@rch.org.au
Post
Freedom of Information
The Royal Children's Hospital
50 Flemington Road
Parkville Victoria 3052
How much will it cost?
The FOI Act sets out the cost for providing access to records.
Access charges
Electronic Medical Records
USB $7.00
Paper records (these are unable to be scanned)
Photocopying fee: 20 cents per page
Photographs
- USB $7.00
- Prints $2.00 each
Postage
Registered or e-parcel post $6.00 (this may increase depending on the size of the package)
Please note we are unable to email medical records.
What happens next?
You will receive an acknowledgement letter, usually within a week of receipt of a valid request.
A formal decision letter will be provided no later than 30 days from receipt of a valid request. This may be subject to extensions permitted under the FOI Act of which you will be notified.
This letter will also include the access charges.
Will I get all the records?
Some information may be restricted according to the Exemptions outlined in the FOI Act. This may include information that relates to the personal affairs of a person other than the patient, or information obtained in confidence.
Most FOI applications are straightforward with no restrictions to information applied.
Do I have the right to access the information?
Where the request is for patient medical records, the hospital must take reasonable steps to be satisfied that the applicant has the "right to access" the medical records in order to comply with the Health Records Act 2001 (Vic) under which we have a legal obligation to protect the privacy of the personal information.
If the applicant is NOT the patient and the patient is:
Over 18 years of age
It is preferable for the patient to apply for access to their own medical record. If this is not possible, written authority from the patient will be required.
Where the patient is not able to provide authority, we require evidence that you have the “right to access” the information e.g. Appointment of Medical Treatment Decision Maker, Enduring Power of Attorney (medical) (if signed prior to 12 March 2018) or Guardianship documents.
16-18 years of age
It is preferable for the patient to apply for access to their own medical record.
In recognition of a young person’s evolving competence and right to privacy, the RCH policy is to obtain consent from the young person.
The following are some other situations where we will require additional information:
Name change
If you are requesting your own records and have changed your name, include documentation showing the change of name, eg copy of marriage certificate.
Family Court orders
If there are current Family Court Orders in place, a copy of the order should be provided.
Requesting records of a deceased patient
Evidence that you are the next of kin or written authority from the next of kin.
Authorising others to request records
You can authorise another person (eg TAC, solicitor) to make a request on your behalf.
If you want someone to make a request on your behalf, you must give them your written authorisation for us to release the information to them.
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 when the information has been the subject of a court subpoena.
X-Rays / Scans (Medical Imaging)
These can be obtained directly from the Medical Imaging Department
Telephone 9345 5255
Email medical.imaging@rch.org.au
Website www.rch.org.au/med_imaging
Can you send the information to my doctor?
Health Information Services is able to provide copies from the medical record to GPs and other external health care providers involved in ongoing patient treatment. You or your doctor can contact them:
Email his.patientinfo@rch.org.au
Telephone 9345 6107
Facsimile 9345 6589
Website http://https://www.rch.org.au/health-information-services/request-for-patient-information/
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 record.
Who can I contact for more information?
If you have any questions or concerns about your application or the process, please contact:
Freedom of Information
The Royal Children’s Hospital
50 Flemington Road
Parkville Victoria 3052
Telephone: 9345 5132 / 9345 9464
Email:
foi@rch.org.au
Facsimile: 9345 4088
Our
records are stored as part of the Parkville Precinct Electronic Medical Record
which includes information from the Royal Women’s Hospital, Peter MacCallum
Cancer Centre, Royal Children’s Hospital and The Royal Melbourne Hospital. By
default, information from these health services will not be included in your
release. If you require further information from any of the other Precinct
partners, please contact them directly.