Freedom of Information
The Freedom of Information Act 1992 (external site) gives you the right to access documents, subject to some limitations, held by North Metropolitan Health Service (NMHS) including hospitals and health services and includes access to your WA health medical record.
Accessing or updating your health records
You have the right to apply for access to information held in your health records, either paper or electronic. Having access to this information can help you take control of your own health and wellbeing and enable you to share important health information with a new health practitioner or family members. It can also reduce any unnecessary tests and investigations that you have already had.
There are three ways you can access your health records:
- Your My Health Record (MHR)
If you have a MHR, or an authorised representative for someone who has a MHR, you do not need to submit a formal request to access information contained in your MHR as this information is already available to you online. Your MHR is the best place to start to access your health information. Unless you have opted out from having a MHR, our hospitals routinely upload discharge summaries, test results and investigation reports (e.g., x-ray, blood tests), outpatient letters, Goals of Patient Care documents and medicines that have been prescribed and dispensed to you. You can access your MHR on your mobile device via the my health app or via the web. More information can be found at www.digitalhealth.gov.au (external site).
- Administrative Release
An Administrative Release application is the preferred way for us to lawfully release your health information to you. It is a less formal way than seeking access under Freedom of Information process, but still follows the same principles outlined in the Freedom of Information Act 1992 (WA) (FOI Act). If your application cannot be processed under administrative release, it will generally be referred for processing under the FOI Act.
- Freedom of Information (FOI)
The Freedom of Information Act 1992 (WA) (FOI Act) gives you the right to apply for access to documents held by State government agencies and to ensure that personal information we hold about you is accurate, complete and up to date.
Individuals who have received contact with our mental health services also have the additional right to apply for access to their health records under the Mental Health Act 2014. This right is separate to the right to apply for access under the FOI Act.
How do I request access to my healthcare records?
To access your health records under the administrative release process or under Freedom of Information, you will need to contact the hospital or service where you were a patient. Each North Metropolitan Health Service (NMHS) hospital has a Release of Information or Freedom of Information Coordinator and your request must be received in writing, either by submitting:
- a formal letter of request (for Administrative Release applications); or
- a completed FOI application.
A person’s health record can sometimes be hundreds of pages long contained in multiple volumes. It is helpful to know which part of your record you want access to. If you only want specific information, such as a discharge summary or test results, make sure you ask for just these. It helps us locate the information you have requested if you provide us with as much detail as possible, such as the hospital or service where the care took place and the date(s) of attendance or treatment.
Visit the following NMHS websites for full details of what information you need to provide and the application process.
- Sir Charles Gairdner Hospital (external site)
- King Edward Memorial Hospital (external site)
- Osborne Park Hospital (external site)
For access to mental health records including records held by Graylands Hospital, SCGH Adult Mental Health Unit (UU Block), SCGH Mental Health Observation Area, community mental health clinics, the State Head Injury Unit, Youth Mental Health and the Centre for Clinical Interventions download the Mental Health FOI Application form. Alternatively, if you wish to access your records under the Mental Health Act 2014, download the Application for access to documents under the MHA form.
Can I request access for information on behalf of someone else?
Yes. If you request health information on behalf of someone else, you will need to provide their written permission.
If you request information about someone who has died, your request will be processed under FOI. You must provide your identification and evidence that clearly shows you are the closest living relative to that person. In most cases, this refers to a person’s spouse or de facto, or a blood relative, which in order of priority is: a child, parent, sibling, grandparent, uncle or aunt, nephew or niece. If you are not the closest relative, you must provide written authorisation from the closest relative permitting you to access the information. A $30 fee must be paid at the time of lodging an application for records relating to another person unless you have their written consent.
Can I request access to other types of information?
If you would like to access non-personal information, including corporate records, please contact the NMHS FOI team (NMHS.FOI@health.wa.gov.au). If the records are publicly available we will help you locate these, otherwise you can submit an access request for non-personal information under Freedom of Information.
Can I apply from overseas?
The Freedom of Information Act 1992 does not apply to requests received from outside Australia. Overseas applicants can apply for access under the administrative release process.
How will I receive the information?
We can send you the documents via secure email or post, or, once you are informed they are available, you can come to the hospital with your photo ID and inspect the documents.
Is there a cost to access information?
No fees or charges apply for personal information or amendment of personal information about yourself. Applications made under the FOI Act which seek access to the personal information of others, such as the names of third parties or a deceased relative, or access to corporate type information (such as reports or meetings of minutes) are known as non-personal applications and attract a fee of $30. A non-personal application will not proceed as a valid request until full payment is received.
How long will it take to get the information I have requested?
Administrative access
We will process your application as soon as possible. If you are asking for older records that may be in storage it may take a little longer to find and copy these records. Making your request as specific as possible will help reduce the processing time.
Freedom of Information
If your application is made under the FOI Act, we are required to process it and issue a formal Notice of Decision within a 45-day timeframe (the timeframe starts on receipt of a valid application). If a large number of documents has been requested, we may contact you to request an extension to the timeframe or reduce the number of documents requested.
The Notice of Decision is a formal document that is issued under the FOI Act. It will inform you of the type of access that is provided (full access, edited access, access refused or deferred access), and the reasons if information has been redacted or access is refused.
Will I be given access to all the information I have asked for?
The laws under which we release information to you contain exemptions which may limit your access to certain information. You may be given an edited copy of the document if it contains some information considered to be exempt. If you are not satisfied with the documents provided to you and, the application was made under the FOI Act, you can lodge an internal review of the decision (information on how to lodge an internal review is provided on the Notice of Decision). Alternatively, you can lodge a complaint with the site-based Consumer Liaison Service if you remain unhappy with the service you received.
Can I amend my personal information?
If we hold information about you that you believe is inaccurate, incomplete, out-of-date or misleading, you can apply for the information to be amended under the FOI Act.
Your request must be in writing and must provide as much information and supporting information as possible to demonstrate how or why the records are considered to be inaccurate, incomplete, out-of-date or misleading.
If your request for amendment is refused, you will be informed of the reasons for the decision and also the process to request an internal review.
Site Contacts – Release of Information / Freedom of Information
North Metropolitan Health Service (NMHS)
Postal address: NMHS, 2nd Floor, K Block, Hospital Avenue, Nedlands WA 6009
Telephone: (08) 6457 0932
Email: NMHS.FOI@health.wa.gov.au
NMHS Mental Health (incl. Selby Lodge, SFMHS, Osborne Lodge and all non-admitted services)
Postal address: Private Bag 1, Claremont WA 6910
Telephone: (08) 6159 6475
Email: FOI.NMHS.MH@health.wa.gov.au
King Edward Memorial Hospital
Postal address: PO Box 134, Subiaco WA 6904
Telephone: (08) 6458 1312
Email: FOI.KEMH@health.wa.gov.au
Osborne Park Hospital
Postal address: Release of Information Office, Osborne Park Hospital, Osborne Place, Stirling WA 6021
Telephone: (08) 6457 8005
Email: OPH.FOI@health.wa.gov.au
Sir Charles Gairdner Hospital
Postal address: Locked Bag 2012, Nedlands WA 6009
Telephone: (08) 6457 2427 Fax: (08) 6547 3523
Email: scgh.roiofficer@health.wa.gov.au
Dental Health Services
Contact the dental clinic where you last received treatment.
Visit www.dental.wa.gov.au for clinic contact details or send an email request to DHS.enquiries@health.wa.gov.au
Site Contacts – Consumer Liaison Service
Sir Charles Gairdner Hospital (SCGH) & Osborne Park Hospital (OPH)
Email: CLS@health.wa.gov.au
Tel: (08) 6457 2867
King Edward Memorial Hospital (KEMH) & Osborne Park Women’s Health Service
Email: wnhscls@health.wa.gov.au
Tel: (08) 6458 1444
Mental Health and Public Health Services
Email: MHPHDS.CLS@health.wa.gov.au
Tel: (08) 9242 9612
Dental Services
Email: enquiries@dental.health.wa.gov.au
Tel: (08) 9313 0555
Need help?
If you require assistance with accessing information, you can contact the North Metropolitan Health Service Data and Information Governance team at NMHS.FOI@health.wa.gov.au or (08) 6457 0932.