Health Records

Overseeing the collection, storage, and release of patient health information.

The Health Records Department at Windsor Regional Hospital retains and manages patient records according to government legislation which means the hospital may keep only some of your records.

ALL patient information is confidential. Access to the specific details regarding your illness and treatment are restricted to the members of your healthcare team.



How do I get a copy of my records?

Requests for copies of your Health Records can be made through your physician or you can make a personal request. We recommend placing the request through your physician who can then discuss the contents of the Health Record with you and provide clarification as required free of charge.

To request a copy of your records, you must submit a dated, written and signed request and a completed Patient Authorization for Collection & Release of Personal Health Information Form.

The request must include:

  • Authorization directed to Windsor Regional Hospital
  • Patient name
  • Patient date of birth
  • Reason for the request
  • Type of information requested and the treatment or admission date
  • The name and address of the individual you wish the information to be sent to

Email, fax, or mail your requests to:

Windsor Regional Hospital
Health Records Department
1995 Lens Avenue
Windsor, Ontario
N8W 1L9
Fax: 519-254-5572

Photo ID is required when picking up copies of health records. Records will not be released without proof of identification and a signed Patient Authorization for Collection & Release of Personal Health Information form. If picking up for another patient, a letter stating permission is required, the photo identification of the patient as well as authorizing and naming the individual picking up.

Can I get a digital copy of my medical imaging records?

Easy and secure online access to your medical imaging records is available through PocketHealth, a third-party service provider. Learn more about PocketHealth here.

Imaging along with the report if required can be provided onto USB for $11.30.

Records can be provided safely using the 'Sync' Software electronically via email.

Can I send an email request or fax?

A request can be sent via email to or via fax to 519-254-5572. Completion of the Patient Authorization form along with pre-payment (which can be processed via phone) must be received in order to process the request.

How long will it take?

Please allow up to 30 business days for the preparation of the records being requested. The requestor will be contacted when the records are available for pickup or they will be sent via email.

Can I get health records for an incapable/incompetent patient?

For patients who are incapable of signing the consent, a substitute decision-maker/Power of Attorney can make the request. Proof of legal signing authority must also be submitted with the request.

Can I get the health records of someone who is deceased?

For patients who are deceased, the estate executor, next of kin, or substitute decision maker on the chart can make the request. Proof of Executorship must be submitted with the signed request.

Is there a fee?

There is no charge to send copies of your records to your physician. An administrative fee will apply for the search and preparation of the records requested. View the fee schedule here. The fee must be submitted with your request payable via phone by credit card or in person using debit, a credit card, or cash.

How do I request birth information?

Proof of birth letter will only be provided to the mother of an infant (with picture ID for proof of identification) with a completed Authorization for Release of Patient Information signed by the mother. Proof of Birth is provided free of charge for less than or equal to one year. After this time an administrative fee of $11.30 will be applied. Please note this proof of birth letter is not a birth certificate and cannot be used as a birth certificate.



Met Campus: 519-254-5577 ext. 52313



Monday - Friday: 7 am - 5 pm
Saturdays: 7 am - 3 pm
Closed Sundays and Holidays