Health Information Services (Health Records)
The Health Information Services team is a group of health information management professionals and clerical staff who work in hospitals and other health care facilities in the Saskatchewan Health Authority (SHA).
We value collaboration for the safety, health and wellbeing of the people of Saskatchewan by protecting and providing information on the right person at the right time.
We are committed to service excellence through the information life cycle by ensuring accurate, dependable and secure collection, maintenance and dissemination of patient information in a professional, caring and confidential manner.
We comply with The Health Information Protection Act (HIPA), other related provincial legislation, and SHA policies and procedures. We follow health information management standards, guidelines and best practices.
Everyone who receives treatment through the SHA has a health record. These records contain health information such as reports from care providers, test results or information about medication.
Health records can be paper, electronic or a combination of both.
Obtaining COVID-19 Results
For all COVID-19 swabs taken in a test or assessment site, your results will NOT be available on your acute care hospital chart. Requesting COVID-19 reports through a Health Information Services (HIS) department in hospital will delay obtaining your report by two weeks or more.
For quickest online access to your own COVID-19 results (and other lab reports), we urge all clients to sign up for MySaskHealthRecord. Your family physician/primary care provider also has electronic access to your COVID-19 results on the eHR Viewer.
Out-of-province and out-of-country clients can obtain a printed copy of your results from eHealth Saskatchewan, through eHealth Saskatchewan's eHR Viewer.
Sign up for MySaskHealthRecord via eHealth Saskatchewan to track your personal health information online anywhere, anytime.
Accessing Your Health Record
The physical record of your health care is owned by the SHA, but you have the right to read or request a copy of your health information. You have the choice of physically viewing your health record or receiving a copy. In either case, you may ask for help understanding what the terms, codes or abbreviations in the record mean. If the episode(s) of care you are requesting spans more than one facility within the SHA, you need only submit one request to a SHA Health Information Services (HIS) department and are subject to only a single fee; a HIS professional will coordinate the release, and you do not have to submit to each facility separately.
Use this form to request information from your own health record, complete the Request for Access to Personal Health Information form above and mail or drop off the form at the hospital or health care center where you received care. Refer to the Site Contact Information listing (Acute Care Facilities) above for information. You may call the applicable site for their fax number.
Accessing the Health Record on Behalf of Another Person
If you are requesting the health information on behalf of another person, complete the Request for Access to Personal Health Information on Behalf of a Patient Form above and mail or drop off the form at the hospital or health care center where you received care. Refer to the Site Contact Information listing (Acute Care Facilities) above for information. You may call the applicable site for their fax number.
Sharing Your Health Record with a Third Party
You may request that your health information be disclosed to a family member or friend, or to another third party by providing written consent and by completing the SHA Consent for Disclosure of PHI form above. Refer to the Site Contact Information (Acute Care Facilities) above for information. You may call the applicable site for their fax number.
The SHA follows the need-to-know principle when releasing information to a third party and, with your consent, only releases information specific to the injury or instance being reviewed. Your consent is not required when the law entails information to be disclosed, such as to WCB for a claim or SGI under The Traffic Safety Act. In these cases, their own consent for disclosure forms may suffice to process your request. (Note: A processing fee will be charged in accordance with Health Information Management policy.)
Things to Remember When Completing the Request Form
Please be as specific as possible in completing this part of the form. This will assist the Saskatchewan Health Authority in responding to your request accurately, completely and quickly.
- Complete the form fully.
- Enter the patient’s first and last name (as it appears on the Health Card).
- List the precise records or information you are requesting (e.g.: records relating to an outpatient visit).
- Provide the name of the facility that provided the health services (e.g.: Saskatoon City Hospital).
- Specify the time period when the patient received health services (this will allow staff to retrieve records relating to those services).
- Identify the clinic, program or area that provided the services (e.g.: Emergency; Immunization; Social Work Services).
- Indicate how you wish to receive the information.
- Sign and date your request.
When you make a request for health information, you will be asked to provide proof of your identity before the records are provided to you.
If you are a Legal Guardian or Medical Decision Maker, you will be asked to provide evidence of your authority to exercise that power (e.g.: guardianship order; proxy; medical decision‐making documentation; excerpts from a will naming you as executor and the date and signature of the will).
Obtaining Your Health Record While You Are in Active Care
If you are actively receiving care (e.g. as an inpatient on a medical ward, or while in the Emergency Department, or being managed as part of an outpatient program, or in long-term care) speak to your care provider. Your care provider may be able to provide you with some reports of your current episode of care. After a visit is concluded, and if no longer under active care, you will be directed to a Health information Services department in order to submit a formal request.
Obtaining Immunization Records
For immunization Records, please contact your local Public Health Office.
Obtaining Health Records from Your Family Physician or Primary Care Provider
Records produced by your family physician/primary care provider are kept by the provider in their private clinic or primary health care clinic. Please contact the clinic directly in order to request copies of those health records.
Amendments, Errors or Omissions
If you believe there is an error or omission in your health information, you have the right to request an amendment. To submit a formal request, please contact the Health Information Services department where the record is kept.
You will be charged a processing fee of $20.00 to access your health information. If you require copies of your information, a fee of $0.25 per page will be applied (GST/PST exempt).
If you need assistance with accessing your health record, or the health record for someone on their behalf, contact the Health Information Services department at the hospital or health care center where the care was received. Site contact information is also available above.