The Health Records Department consists of the following functional areas / roles:
Urgent Circle of Care Requests
- Release of Information
- Decision Support
- Record Processing, Scanning and Management
- Medical Transcription
- Coding and Abstracting
- Chart Audits
For any urgent circle of care requests (urgent requests required for patient care by healthcare facilities) during non-business hours/weekends/stat holidays) please contact Connecting Ontario
Accessing your Personal Health Information
Under Ontario’s Personal Health Information Protection Act (PHIPA), you have the right to access a copy of your personal information.
To request a copy of your personal health information you must provide the following:
The consent must be directed to Headwaters Health Care Centre, signed and dated within three months, and must list in detail the records you are requesting and the dates pertaining to the visit. Requests will be processed within 30 days, given that the above required information is received in good order. The consent must be dated and is valid for 90 days.
Please fax, mail, or drop off your request. If you would like your records emailed to you, please fill out the Patient Consent for E-mail Communication Agreement Form
COVID-19 Test Results
After you’ve had your COVID-19 test, it is sent to a lab for testing. It can take up to five days or more for your test results to be available and is dependant on the number of tests being processed. There are a number of ways to receive your test results if you were tested at our COVID-19 Assessment Centre. Select the option that works best for you:
Patients Without OHIP
- The Ministry of Health's online portal
- Your family doctor will receive your results via fax. If they did not receive a copy, please contact the Health Records Department and we will fax them directly.
Headwater’s Health Records Department
Phone: (519)-941-2410 ext. 2208/2256
Monday to Friday, 8:00 a.m. - 4:00 p.m.
Please note that you will be required to email 1 (one) piece of government-issued photo identification as well as complete 2 consent forms which will need to be signed, dated and witnessed prior to receiving your results.
1) Consent to Access, Disclose, Transmit
2) Patient Consent for E-mail Communication Agreement
Public Health will notify you by phone for positive results.
Please note, messages left with our confidential voicemail box and/or email will be returned within four (4) business days.
What if I want my records released to someone else?
Whether you want your records released to a relative, friend, health care provider or another institution, you must provide a signed consent form
for the hospital to release your information.
Do I need parental consent if I am a minor?
Parental consent is required if you are less than 16 years of age and are not capable of consenting. Otherwise, you can consent to disclosing your information.
To release personal health information of a deceased patient, a signed consent form
is required from the executor(s) of the estate (with proof of Will). If no will exists, a Certificate of Appointment of Estate Trustee or an Administrator of Estate Letter is required. Please contact the Health Records Department for more information.
POA (Power of Attorney)
To release health information to the POA for personal care, a signed consent form
is required along with the POA document.
SDM (Substitute Decision Maker)
To release health information to the SDM, a signed consent form
is required along with proof of SDM.
Additional information regarding POA’s and SDM’s:
Substitute Decision Makers & Powers of Attorney for Personal Care
and the Hierarchy of Substitute Decision Makers (SDMs)
based on the Health Care Consent Act s.20
Is there a charge for records?
There is an administrative fee for copies of your record based on the current fee schedule
. An administrative charge of $30 shall apply to all requestors. This includes pages 1 to 20. After the first 20 pages, any additional pages will cost .25 cents a page.
Please note: There is no fee to release patient information to other health care facilities or physicians, for continuity of patient care.
my health care is a secure, online patient portal that provides you, authorized friends, family members and caregivers access to your electronic health record from our partner hospitals, anywhere, at any time.
Our partner hospitals include Collingwood General and Marine Hospital (CGMH), Georgian Bay General Hospital (GBGH – Midland) and Royal Victoria Regional Health Centre (RVH – Barrie).
Using my health care, you are able to view appointments, pre-register for upcoming appointments, see your visit history, review your results, access dictated reports and update personal information.
The portal can be accessed online, or you can download the app on iPhone or Android from their app stores. When searching for the app please use 'MEDITECH MHealth'.
As a reminder, we stopped using MyChart™ in September 2021.
You can sign up/create a my health care account two ways:
Option 1: Provide your email address
Provide your email address when you book or register for your next medical appointment at one of our four hospital sites. This will ensure that an email invitation from my health care will be sent to you to begin the registration process.
Option 2: Register online
Visit https://myhealthcareportal.ca. Click “Sign Up” and complete the registration form. Enter your health card (OHIP) number OR your Medical Record Number (MRN). You can find your MRN on your printed patient armband.
Once you have completed your registration, you will then need to activate your account.
Activate your account:
Check your email inbox for the confirmation email from my health care to complete your registration. If you cannot find your confirmation email in your normal inbox, check your spam or junk mail folder. Click on the link in the email within 48 hours to create your unique user ID and password and set up your security question. Safely store your user ID and password for future reference.
** Please note that documents cannot be printed from the MEDITECH MHealth app or from a web browser on a mobile device. All printing must be done through a web browser on a Windows or MacOS device. **
If you need assistance with my health care please contact PortalSupport@myhealthcareportal.ca or call (705) 797.2955.
Learn more about our patient portalbelow
Frequently Asked Questions
my health care Patient Portal - English - YouTube
my health care Patient Portal - French - YouTube
my health care Patient Portal Demo - English - YouTube
To acccess the my health care consent forms please select one of the links below.
my health care patient portal proxy consent form english
my health care patient portal proxy consent form french
HHCC offers patients and their families access to their medical imaging records online. Once you sign up for access, you can view your entire medical imaging history at HHCC.
There is a $5.00 fee when you sign up for permanent access to all available previous imaging and radiologist reports as well as any new exams you undergo over the following two weeks.
Your medical imaging records can be shared directly with other care providers free of charge.
Access PocketHealth online
Birth/Death Record / Certificates
To ensure your child’s birth is registered, the hospital staff will provide you with the necessary documentation at the time of birth.
To obtain Birth/Death Certificates please contact the Office of the Registrar General Online Certificate. The application can be found here
Office of the Registrar General
P.O. Box 4600
189 Red River Road, 3rd Floor, Thunder Bay, ON, P7B 6L8
Phone Number in Toronto
Toll-free Outside Toronto
: (807) 343-7459