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) External Link and the NSW Health Privacy Manual . Health Information Services is responsible for providing you with health information according to the Act.

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

Application Form for Access to Clinical Information and
Provide relevant supporting documentation; e.g. current Australian passport or current Australian driver's licence, or two proofs of identification containing a photograph, signature, and current address details

Detailed information about the documentation required for your application can be found on the Application for Access to Clinical Information form.

For applications requiring the submission of a statutory declaration, per the Application for Access to Clinical Information form, please use the below:

PDF icon Statutory Declaration – Custody or Access Orders

PDF icon Statutory Declaration – Will

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 (NSLHD), 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 Health Information Services 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 Health Information Services' 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:

PDF icon Application for Access to Birth Details

PDF icon Application for Access to Information Under the NSW Adoption Act

PDF icon Patient Consent for Release of Information to a Third Party (including sensitive information). For legal representatives, law enforcement agencies and insurance companies.

PDF icon Request for confirmation of attendance

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

Hornsby Ku-ring-gai Hospital

In person: Health Information Services Palmerston Rd, Hornsby NSW 2077

By post: Health Information Services Palmerston Rd, Hornsby NSW 2077

Phone: 02 9477 9123

Fax: 02 9485 6020

Macquarie Hospital Health

In person: Information Services Building 27, Wicks Road, North Ryde NSW 2113

By post: Health Information Services PO Box 169, North Ryde, NSW 1690

Phone: 02 9887 5713

Fax: 02 9887 5720

Manly Hospital

In person: C/O Brookvale Community Health Centre 612/624 Pittwater Road Brookvale NSW 2093

By post: Health Information Services 612/624 Pittwater Road Brookvale NSW 2093

Phone: 02 9388 5288

Fax: 02 9388 5193

Mona Vale Hospital

In person: Health Information Services Level 2, 18 Coronation St, Mona Vale, NSW 2103

By post: Health Information Services PO Box 81, Mona Vale, NSW 1660

Phone: 02 9998 6270

Fax: 02 9998 6022

Brookvale Community Health Centre

In person: Health Information Services 612/624 Pittwater Road Brookvale NSW 2093

By post: Health Information Services 612/624 Pittwater Road Brookvale NSW 2093

Phone: 02 9388 5288

Fax: 02 9388 5193

Royal North Shore Hospital

In person: Health Information Services Level 2, Building 29, Reserve Road, St Leonards, NSW 2065

By post: Health Information Services Level 2, Building 29, Reserve Road, St Leonards, NSW 2065

Phone: 02 9462 9777

Fax: 02 9462 9055

Ryde Hospital

In person: Health Information Services Building 5, Denistone Rd, Eastwood, NSW 2122

By post: Health Information Services Building 5, Denistone Rd, Eastwood, NSW 2122

Phone: 02 9858 7595

Fax: 02 9858 7634

How do I get government information?

Search the Northern Sydney Local Health District 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.

PDF icon 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.

Internal review

If you are unhappy with the NSLHD’s decision you have the following options:

Option 1: Request an internal review by the NSLHD within 20 working days after the notice of the decision has been given to you

The internal review must be carried out by an officer no less senior that the person who made the original decision. A fee of $40 is payable by the applicant to NSLHD for an internal review.

PDF icon Internal Review Application Form

or

Option 2A: Request an external review by the Information Commissioner within 40 working days after the notice of the decision has been given to you.

Or

Option 2B: Request an external review by the NSW Civil and Administrative Tribunal (NCAT) within 40 working days after the notice of the decision has been given to you.

Your review rights under the GIPA Act

Office of the Information Commissioner (OIC)

GPO Box 7011

Sydney NSW 2001

Ph: 1800 463 626

Fax: 02 8114 3756

Email: ipcinfo@ipc.nsw.gov.au

Website: www.ipc.nsw.gov.au External Link

What happens next?

Once NSLHD receives an Access Application, a Right to Information Officer 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.

Patient records of Royal North Shore Hospital’s former Assisted Reproductive Technology Clinic

Information about the external investigation into the record keeping of Royal North Shore Hospital’s former Assisted Reproductive Technology Clinic from 1977 – 1984.

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