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.

MySaskHealthRecord

MySaskHealthRecord gives you quick and easy access to your personal health information through a secure website or mobile app. Visit ehealthsask.ca or call 1-844-767-8259.

Sign up for MySaskHealthRecord via eHealth Saskatchewan to track your personal health information online anywhere, anytime.

Note: Dictated diagnostic reports finalized on or after November 27, 2023 will flow to MySaskHealthRecord.

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

Be specific

Please be as specific as possible in completing this part of the form. This will assist the SHA 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.

Authorization

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).