How to access information

How do I access my medical records?

Access to medical records in NSW is regulated by the Health Records and Information Privacy Act NSW 2002 (HRIPA) and the NSW Health Privacy Manual. Health Information Services (HIS) is responsible for providing you with health information according to the Act.

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To obtain a copy of your medical record you must complete both of the following:

  1. Application Form for Access to Clinical Information and
  2. Provide relevant supporting documentation; e.g. Photo ID

    If you are applying for health information other than your own you will need to provide
  • ID of patient and yourself
  • If you are the patient's legal guardian, a copy of the Guardianship Order
  • For deceased patients, a copy of the will identifying you as the executor or signed authorisation from the executor of the will.
  • For a child, the parent must consent and provide a copy of the birth certificate, and custody if there is one.
  • If your request is for medical records containing sensitive health information, such as records pertaining to Mental Health, a clinician may need to review the information prior to its release. This can extend the processing period. You will be informed if this applies to the information you have requested.

Is there a fee to obtain a copy of my medical record?

Yes. A fee of $33.00 (inc. GST)
For Concession Card holders, the fee is $16.50 (inc. GST)

The fee must be paid in advance or at the time of submission of the Application for Clinical Documents. The fee covers the production of the first 80 pages of information. If a request extends beyond 80 pages a photocopying fee per page applies and must be paid before the information is released to you.

Application forms and fees can be delivered in person to a Health Information Services Department at Northern Sydney Local Health District, or a cheque can be made out to the relevant hospital and sent via post. Please refer to contact details below for postal addresses.

**Please note that the original signed application form is required and must be either delivered in person or sent via post before your application will be processed.

How long will it take to get my medical record?

Health Information Services aim to process your request within 28 days of receipt of valid application form, documentation and fee.

You may collect your record in person or it can be sent to you via post to an address nominated by you. Please note that HIS takes no responsibility for lost mail.

Can I view my medical record?

If you wish to view your medical record please contact Health Information Services to arrange an appointment. There is no fee to view your record however an application form and supporting documentation will be required to confirm your identity and authority to view the medical record.

During your appointment a Health Information Services representative will sit with you and be available to respond to questions about your record. Please note HIS personnel are not qualified clinicians and are unable to answer clinical questions about the care provided by the health care facility.

Other types of application forms available are:

Please contact the Health Information Services Medico-legal Department using the contact methods below:

​Hospital​In person
​By post
​Phone
​Fax
​Hornsby Ku-ring-gai Hospital
​Health Information Services
Palmerston Rd,
Hornsby NSW 2077
​Health Information Services
Palmerston Rd,
Hornsby NSW 2077
​02 9477 9123​02 9485 6020
​Macquarie Hospital
​Health Information Services
Building 27, Wicks Road,
North Ryde NSW 2113
​Health Information Services
PO Box 169,
North Ryde, NSW 1690
​02 9887 5713​02 9887 5720
​Manly Hospital
​Health Information Services
Main Building

150 Darley Rd,

Manly, NSW 2095
​Health Information Services
PO Box 465,
Manly, NSW 1655
​02 9976 9713​02 9976 9783
​Mona Vale Hospital
​Health Information Services
Level 2, 18 Coronation St,
Mona Vale, NSW 2103
​Health Information Services
PO Box 81,
Mona Vale, NSW 1660
​02 9998 026902 9998 0517
​Queenscliff Community Health Centre
​Health Information Services
Cnr Palm Ave & Lakeside Cres,
North Manly, NSW 2100
​Health Information Services
PO Box 1065
Balgowlah NSW 2093
​02 9466 2523​02 9466 2524
​Royal North Shore Hospital
​Health Information Services
Level 2, Building 29,
Reserve Road,
St Leonards, NSW 2065
Health Information Services
Level 2, Building 29,
Reserve Road,
St Leonards, NSW 2065
​02 9462 9777​02 9462 9055
​Ryde Hospital
​Health Information Services
Building 5, Denistone Rd,
Eastwood, NSW 2122
​Health Information Services
Building 5, Denistone Rd,
Eastwood, NSW 2122
​02 9858 7595​02 9858 7634

How do I get government information?

  • Search the Northern Sydney Local Health District (NSLHD) website to see if it is already available.
  • Contact NSLHD and ask for the information, NSLHD will decide whether the information you want:
    • Is open access, or mandatory release information that is readily available. If it is, they will tell you where and how you can get the information.
    • Should be made available as part of a proactive release of information.
    • Can be disclosed to you through informal release, for example where no third party personal information is involved.
    • Requires a formal access application, for example because consultation with a third party is required.

Note: Agencies must generally disclose information in response to a valid formal access application for information that is held by an agency and not otherwise available to the applicant. Agencies can refuse a request for information if there is an Overriding Public Interest Against Disclosure (OPIAD) or if searching for the requested information would require unreasonable and substantial diversion of the agency's resources.

How to lodge an application under the Government Information (Public Access) Act

An Access Application where the documents sought are considered "non-personal" in nature must:

  • Be in writing.
  • Be accompanied by payment of the prescribed application fee. (See Fees and charges)
  • Provide sufficient information about the document so that an officer of the agency or the Minister can identify the document. For example, a reference number, document type, date it was produced.
  • State the address to which notices under the GIPA Act may be sent to the applicant.
  • If the application is being made on behalf of the applicant, the names of both the applicant and the applicant's agent should be stated and evidence of the agent's authorisation should also be included.

An Access Application where the documents sought are considered "personal" in nature must:

  • Be in writing.
  • Be accompanied by payment of the prescribed application fee (see Fees and Charges).
  • Be accompanied by evidence of identity documentation (see Evidence of Identity below).
  • If the application is being made on behalf of the applicant, evidence of identity documentation for the agent (that is, the person acting for the applicant) must also be supplied.
  • Provide sufficient information about the document so that an officer of the agency can identify the document. For example, a reference number, document type, date it was produced.
  • State the address to which notices under the GIPA Act may be sent to the applicant.
  • If the application is being made on behalf of the applicant, the names of both the applicant and the applicant's agent should be stated and evidence of the agent's authorisation should also be included.

GIPA Application form for NSLHD

Evidence of Identity

Under Section 55 (5) of the GIPA Act, NSLHD may require the applicant to provide evidence of identity. A copy of one of the items listed below should be forwarded with any personal applications.

  • A passport
  • A copy of a certificate or extract from a register of births
  • A driver's licence
  • A statutory declaration from an individual who has known the person for at least one year; or if the person is a prisoner within the meaning of the Corrective Services Act 2006, a copy of the person's identity card from the department administering that Act, duly certified by a corrective services officer within the meaning of that Act.

What happens next?

Once NSLHD receives an Access Application, a Right to Information Officer (RIO) will review it to make sure that the correct mechanism has been utilised, that all the necessary information and payment (if required) has been included and that the documents sought have been clearly identified.

For Access Applications the GIPA Act provides an initial time limit of 20 working days from the date of receipt of the application for completing the processing of an application. Please note that the timeframe may be extended if the application is subject to certain clock stopping provisions within the GIPA Act.

If an applicant is not satisfied with the outcome of their application, they may apply for a review of the decision.