Brightshores Privacy Office
At Brightshores Health System, we treat your personal health information with respect and sensitivity. We do so in accordance with the Ontario Personal Health Information Protection Act – Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A (ontario.ca) – and all other applicable laws.
1800 8th St E, Owen Sound, ON, N4K 6M9
519-376-2121 Ext 1440
Hours of Operation
Monday to Friday
8:00 AM – 4:00 PM
The people at Brightshores who provide and support your care are allowed to see your health information. This group could include doctors, nurses, technicians, therapists, spiritual care providers and other health professionals. Students may also work with your health care team under the guidance of qualified teachers.
Brightshores Health System is committed to conducting its business in a manner that promotes transparency and accountability.
Any member of the public may make a request to obtain hospital records as part of the Freedom of Information and Protection of Privacy Act. If you wish access to hospital documentation, please send your request to fippa@gbhs.on.ca or call 519-376-2121 Ext. 1440.
Please note that we will contact you within 5 business days to confirm receipt of e-mail, and to ask any follow-up questions regarding your request. Please be as specific as possible in describing what type of records you would like to receive.
There is a $5.00 fee for processing requests. Cheques must be made payable to:
Brightshores Health System
1800 8th Street East
Owen Sound, Ontario
N4K 6M9
Depending on the amount of work required to collect the information to fulfill your request, there may be additional charges. You will be notified in advance of any additional charges, and you will have the opportunity to agree to pay the additional fee, modify your request, or withdrawal your request.
Further information on the Freedom of Information and Protection of Privacy Act, and its application to hospitals, is available from the Ministry of Health and Long-Term Care.
Freedom of Information Request
To make an access request for general records of personal information held by Brightshores, please contact our privacy office at privacy@gbhs.on.ca.
Hours and Contact
Monday to Friday
8:00AM – 4:00PM
519-376-2121, ext. 2259
Brightshores Consent to Disclose Personal Health Information Form
Requesting Your Medical Records
Under Ontario’s Personal Health Information Protection Act (PHIPA) you have a right of access to your own personal health information.
Brightshores Health System has a dedicated Health Record’s department who is responsible for processing all health information requests.
To submit a request for information or access to your personal health records, please use one of the following options:
Email: roi@gbhs.on.ca
Phone: 519-376-2121 ext. 2259
Fax: 519-372-2718
ConnectMyHealth
ConnectMyHealth is a digital health solution that provides you with an online, single access channel to view your health records from participating hospitals in the Ontario Health West Region (Southwestern Ontario).
Visit https://info.connectmyhealth.ca/home to register.
For assistance with ConnectMyHealth please call 1-833-824-0265 or email support@connectmyhealth.ca.
PocketHealth
PocketHealth is a secure online image-sharing platform that helps us make it easier for you to get the patient records you need. PocketHealth helps speed up access to medical imaging records online for patients.
If you are unable to pay the fee to use PocketHealth, please call the PocketHealth patient support line at 1-855-381-8522 or help@pocket.health
Unlimited – ($49 billed annually)
- The Unlimited plan allows you to request imaging records from an unlimited number of PocketHealth connected sites for you and up to four family members for an entire year. It’s best suited for when you think you or your family will have regular imaging done over the next three months or longer.
- On this plan, patients can use PocketHealth to store and share lab results that they upload on their own.
FLEX – ($10 monthly)
- The FLEX plan allows you to request imaging records from an unlimited number of PocketHealth-connected sites for you and up to four family members for a month. It is best suited for when you only have short-term imaging needs.
How to access your records:
- Go to pockethealth.com/brightshores to request your records.
- Once your records are ready to view, you’ll receive an email from PocketHealth with a secure link.
- Instantly download and share your records.
- Receiving physicians can then easily view or import these images in full diagnostic quality with no software or account set-up needed.
For additional support, please contact PocketHealth Suppport at 1-855-768-4455 or help@pocket.health .
Brightshores Health System is committed to protecting your privacy and the confidentiality of your personal health information. Brightshores Chief Privacy Officer oversees compliance with our privacy policy, the Personal Health Information Protection Act (PHIPA) and the Freedom of Information and Protection Act (FIPPA).
The full text of our Access to and Disclosure of Personal Health Information Policy provides more detailed information.
Accountability: An organization is responsible for personal information under its control. It must appoint someone to be accountable for its compliance with these fair information principles.
Identifying Purposes: The purposes for which the personal information is being collected must be identified by the organization before or at the time of collection.
Consent: The knowledge and consent of the individual are required for the collection, use, or disclosure of personal information, except where inappropriate.
Limiting Collection: The collection of personal information must be limited to that which is needed for the purposes identified by the organization. Information must be collected by fair and lawful means.
Limiting Use, Disclosure, and Retention: Unless the individual consents otherwise or it is required by law, personal information can only be used or disclosed for the purposes for which it was collected. Personal information must only be kept as long as required to serve those purposes.
Accuracy: Personal information must be as accurate, complete, and up-to-date as possible in order to properly satisfy the purposes for which it is to be used.
Safeguards: Personal information must be protected by appropriate security relative to the sensitivity of the information.
Openness: An organization must make detailed information about its policies and practices relating to the management of personal information publicly and readily available.
Individual Access: Upon request, an individual must be informed of the existence, use, and disclosure of their personal information and be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
Challenging Compliance: An individual shall be able to challenge an organization’s compliance with the above principles. Their challenge should be addressed to the person accountable for the organization’s compliance with PIPEDA, usually their Chief Privacy Officer.
Frequently Asked Questions
How is my health information used?
- To provide you with healthcare
- To comply with legal and regulatory requirements
- To make our health services more effective and efficient
- conduct risk management activities
- conduct quality improvement initiatives (patient satisfaction surveys)
- compile statistics
Who does Brightshores share my personal health information with?
- A person you choose – your next-of-kin (family member) or legal representative with your express consent
- Other health-care providers as part of your care
- Health regulatory agencies (for example, agencies that track wait times)
- Public authorities as permitted and required by law (for example, Public Health to track infections)
- Government agencies (for example, the Workplace Safety & Insurance Board), or if you give your consent, your private insurer to get payment for your treatment or care
How do I request a death certificate?
The hospital does not issue death certificates. A Medical Certificate of Death is completed by the hospital and is sent to the funeral home with the deceased. A Statement of Death is completed at the funeral home and the death is registered with the Office of the Registrar General at Service Ontario. To obtain a death certificate, please contact Service Ontario at 1-800-461-2156 or through the Service Ontario website.
How do I request a birth certificate?
The hospital does not issue birth certificates. After a birth, the hospital or midwife provides a Statement of Live Birth. This is a permanent identity record and it is needed to apply for a birth certificate from Service Ontario. To obtain a birth certificate, please contact Service Ontario at 1-800-461-2156 or visit the Service Ontario website. Brightshores Health System does not issue birth certificates. After birth, the hospital or midwife provides a Statement of Live Birth. You need this permanent identity record when you apply for a birth certificate.
How do I get a health card?
The hospital does not issue health cards. More information on how to apply for OHIP can be found at Ontario.ca
Is there a cost to have the information sent to me? What is the response time?
Yes There is an administrative fee associated with a request to obtain a photocopy of your health record. If you’re requesting a photocopy of your health record, the administrative fee is $33.90 ($30.00 + HST) for 20 pages + $0.25 (+HST) for each additional page. There is no fee for circle of care requests (when records go directly from one health care provider to another).
In accordance with (PHIPA), it can take up to 30 days to process a request.
PHIPA Section 54.(2) Time for response
(2) Subject to subsection (3), the health information custodian shall give the response required by clause (1) (a), (b), (c) or (d) as soon as possible in the circumstances but no later than 30 days after receiving the request. 2004, c.3, Sched. A, s.54 (2).
Access to mental health information requires prior approval from the patient’s treating psychiatrist or the Chief of Psychiatry.
How do I submit a request for legal or insurance purposes?
Please submit a written request to Health Information department. An original consent is required before your Health Record can be released to lawyers or Insurance companies. There is a fee associated with this service.
How do I request the records of a deceased patient?
To release the personal health information of a deceased patient, consent is required from the executor of the estate. Proof (a copy of first page where it names the executor and last page where the patient/deceased signed the Will) will need to be submitted along with a completed consent form. If no Will exists, the highest-ranking Next of Kin who is available, capable and willing to make these decisions will be required to sign the consent form. Otherwise, a Certificate of Appointment of Estate Trustee is required.
How do I make a correction to my health record?
If you believe that your health record contains inaccurate information or is incomplete, it is your right, under the Ontario’s Health Privacy law – The Personal Health Information Protection Act (PHIPA) to request corrections to your health record.
In order to make a correction to your record, please fill out the Health Information Department Request for Correction To Your Personal Health Information (.pdf) form, clearly outlining what you are requesting to have corrected.
Request to Correct/Amend Health Information Form
How do I request medical images?
Brightshores Health System uses PocketHealth to share patient’s medical imaging records with them. Patients can also call our Film Library. If you require a copy of your image results, please call 519-372-3927.