Patient guide
Medical records: copies, transfers, and summaries
Learn what may be involved when you ask a clinic for access to medical records, selected documents, a summary, or a transfer of copies.
Your right to request access
Patients and authorized parties can request access to or copies of medical records, subject to limited exceptions under Ontario law. A clinic may ask for the request in writing and may need to confirm the identity and authority of the person making it.
The clinic generally retains the original medical record. Depending on the request, the clinic may provide access, selected documents, a summary, or copies for transfer to another recipient.
What information do you need?
Being specific about what is needed can reduce unnecessary work, privacy exposure, and cost.
Selected records
You may only need particular test results, consultation reports, notes, forms, or records from a specific date range.
Record summary
A summary may provide key health history and relevant information without reproducing every document in the medical record.
Full copy or transfer
A request for a complete copy may involve more preparation, review, and secure transfer than a request for selected information.
What the clinic may need to do
The steps depend on the request. The clinic may need to:
- Confirm what information is being requested and why.
- Confirm the identity and authority of the patient or other requester.
- Determine whether selected records, a summary, or a complete copy is appropriate.
- Review and prepare the information that will be provided.
- Confirm the correct recipient and choose an appropriate secure delivery method.
- Document what was provided, when it was sent, and any applicable fee or payment.
Fees and timing
Copying, preparing, reviewing, or transferring medical records is generally an uninsured service, and a reasonable fee may apply. The fee should reflect the work and cost involved in responding to the request.
If a fee will be charged, ask the clinic for an estimate before the records are prepared. The clinic may also need to consider the patient's ability to pay and whether flexibility is appropriate.
Completion time can depend on the amount of information requested, the format of the records, the need for review, the recipient, and whether the request is urgent. Ask the clinic for the expected timeline for your specific request.
Questions to ask your clinic
Your clinic is the best source of information about a specific medical-record request.
- Do I need selected records, a summary, or a complete copy?
- What information and date range should I request?
- Does the request need to be submitted in writing?
- Is additional authorization required?
- Who will receive the records?
- Will a fee apply, and what work does it cover?
- What is the expected completion time?
- How will the records be provided or sent securely?
Important note
ClinicFees.ca provides general education only. It does not determine whether a specific medical-record request is permitted, refused, billable, taxable, waived, urgent, or subject to a particular timeline. Your clinic's own policy and applicable Ontario privacy requirements apply.