Accessing records
The Freedom of Information Act 1992 gives you the right to apply for access to documents held by East Metropolitan Health Service.
These range from personal medical records to administrative records relating to public health decisions.
Your right to apply is not affected by why you want to obtain access, or our belief about your reasons for applying.
The easiest way to access your results is via My Health Record or the 1800MEDICARE app.
You can locate:
- Hospital discharge summaries
- Outpatient letters from hospital clinics
- Pathology and Radiology reports
- Prescription records
1. How do I request information?
In accordance with the Freedom of Information (FOI) Act 1992, applications must:
- be in writing
- give enough information to enable the requested documents to be identified (full patient name or former name, date of birth, date of attendance and service unit)
- give an address in Australia where notices under this Act can be sent
- if possible, include a day-time telephone contact number
- give any other information or details required under the regulations
- be lodged at an office of the agency with any application fee payable under the regulations
- be accompanied by a consent form, if applicable, that is dated within 12 months of the request for information
- for personal applications, copies of two forms of proof of identification e.g. drivers’ licence, Medicare card (one with a current signature).
To access medical records, you must contact the site where you received treatment:
- Royal Perth Hospital: RPH.FOI@health.wa.gov.au
- Bentley Hospital: BHS_FOI@health.wa.gov.au
- Armadale, Kalamunda, Swan Districts hospitals (until November 2015): AKG.FOI@health.wa.gov.au
- Mount Lawley Hospital
2. What methods of access can I ask for?
You can ask to inspect or get copies of documents, including electronic records.
3. Can I request information for someone else?
Yes, if you can supply their permission in writing.
To obtain information about someone who has died, you must provide your identification and documentation showing you are the closest relative to that person such as birth certificate, marriage certificate or death certificate.
If you are not the closest relative, you must provide written authorisation from the closest relative permitting you to access the information.
4. What information can’t be released?
Some documents fall under exemptions and cannot be released, for example if they compromise someone else’s privacy or commercial or business affairs.
Access may be provided to an edited copy of the document if it contains information considered to be exempt.
5. How much does it cost?
If you want access to your own personal information, there is no fee.
A $30 fee applies to access non-personal documents and is payable when you lodge your application.
Under the Act, charges for dealing with the request (photocopying costs, staff time) may apply. You will be notified of these charges upon receipt of your application.
6. When will I get a decision?
Upon receiving a valid application, EMHS has up to 45 calendar days to make a decision regarding access.
The decision notice will include the date of decision, and the name and title of the person who made the decision.
If access is not granted to the documents, the decision will outline the reasons for exemption and your rights to review the decision.
7. What happens when access is granted?
To inspect original documents, make an appointment with the Freedom of Information Coordinator.
8. How do I amend my personal information?
If you believe your personal information held by EMHS is inaccurate, incomplete, out-of-date or misleading, you may apply in writing to have that information amended.
Provide as much information as possible to show how or why the records need amending.
If your request for amendment is refused, you will be informed the reasons for the decision and the process to request an internal review.
9. Can I apply from overseas?
No, the Act does not apply to requests received from outside of Australia.
Mental Health Act 2014
Individuals who have had contact with our mental health services have the additional right to apply for access to their health records under the MHA 2014.
This is separate to the right to apply for access under the Freedom of Information Act (1992).
Section 248 of the MHA 2014
A person who is or was provided with treatment or care by a mental health service is entitled to inspect and be given a copy of any relevant document relating to them.
This includes whole or part of the person's medical record.
Exemptions
A person is not entitled to have access to a document if the information has been provided in confidence or if a psychiatrist reasonably believes its disclosure poses a risk to anyone. This does not apply if the person consents to disclosure.
Access is not permitted if the person is or was a mentally impaired accused, required under the Act to be detained at an authorised hospital and if the document came into existence under or for the purposes of the Prisons Act 1981.
How to apply
- You can ask your treating clinician directly or
- Complete an application form with EMHS.
Identification
For the application to be valid, proof of identification (driver's licence, passport or similar) is required.
Cost
There are no costs associated with this process.