Freedom of Information (FOI)

Eastern Health is committed to ensuring a high standard of communication between clinical staff and patients. If you would like to apply for access to your medical record, you may do so by applying under the Freedom of Information Act 1982 (Vic) - (FOI).

Download the EH FOI Pamplet *PDF (48 Kb)

Who can apply?

A patient, legal representative, or insurance company may apply under the FOI Act. If a person other than the patient applies, we must have the written consent of the patient, or in the case of a deceased patient, the written consent of the next of kin.

How far does the information go back?

We are required to keep medical records for a minimum of 15 years after the last attendance, 7 years for emergency patients and Obstetric records for mother and babies are kept for 25 years. If you have not been to the hospital in that time frame, it is most likely that your records have been destroyed. However, it is always worthwhile enquiring whether your record exists.

How do I apply?

The request should be in writing - either in the form of a letter or a completed FOI application form.
Requests cannot be processed without some form of identification.

Freedom of Information Request Form.    *PDF (89 Kb)

All requests should be addressed to the FOI Officer, Box Hill Hospital (address below).

What forms of access are there?

The majority of applicants request a photocopy of part or whole of the original medical record. You may also request to view the original documents under supervision.

How much will it cost?

Requests cannot be processed until the application fee or a copy of a health/pension card is received.

As of the 1 July 2008, the application fee will be $22.70 and 20c per page for photocopying.

If the applicant is a pension or health care cardholder and can supply a photocopy of the card - the application fee is waived. However, photocopying charges will still apply and this charge can only be waived in extraordinary circumstances.

If the photocopy charges are over $50.00 the applicant would be notified before the application is processed.

How long will it take?

• Send in your application form and application fee. Under the Freedom of Information Act we have up to 45 days to process your request. However, applications are usually completed well within this time.
• The decision to process the application will be in the form of a letter advising you that your application has been approved.
• Application fee will be receipted and a further invoice will then be sent to you for the photocopying charges. On receipt of photocopy charges the documents and receipt will be sent to you in the mail. Alternatively you may choose to collect the documents in person.

NB: If your request is urgent - please indicate this on your application form.

Enquiries

maree.wilson@easternhealth.org.au

or telephone (03) 9895 3270 fax (03) 9895 3461

Postal Address

Maree Wilson
Freedom of Information Officer
Box Hill Hospital
P O Box 94
Box Hill Vic 3128