Medical record request
When a physician ceases to practice, his medical records are either transferred to a transferee or transferred temporarily to a provisional custodian. Anyone who would like to obtain their medical record can call (514) 933-4441 (during opening hours) or write to firstname.lastname@example.org.
A transferee means a physician or a group of physicians to whom a physician’s effects are transferred at the time of permanent cessation of practice.
A provisional custodian means a physician, a group of physicians or the legal representatives of a deceased physician who are entrusted with his effects before a transferee is appointed or during the temporary cessation of medical practice.
The Collège may, in some cases, be appointed the transferee or provisional custodian of a physician’s medical records.
Patients – How to obtain a medical record held by the Collège
If a person’s medical record is held by the Collège, they can call (514) 933-4441, extension 5507 to find out the procedure to follow to obtain a copy. The person (patient making the request) can also print out the form Request for access to a medical record for which the Collège des médecins is the transferee or provisional custodian, fill it out, sign it and return it to the Collège along with a copy of his or her health insurance card.
A physician can use his own form to authorize the transmission of confidential information to obtain a patient’s original medical record after obtaining the patient’s written consent (signature). The physician must then fax it to (514) 933-5374 or mail it to: Collège des médecins du Québec, Executive Division – Access to Medical Records, 2170 René Lévesque Boulevard West, Montreal, QC H3H 2T8.
Retention period for records
The transferee or provisional custodian must maintain the medical records for a period of at least 5 years after the date of the last entry or inclusion in the record, as appropriate, or if it involves a research project, the date on which the project ends. After this 5-year period, the record is considered inactive and may be destroyed.