Accessing your health record Freedom of Information
In accordance with the Freedom of Information Act (1982) you have the right to access your health record.
This may include viewing the information, obtaining a summary or in some cases a fuller copy of your record, or having information explained to you if you wish. We will provide this information within 30 days of receiving your request. Some limits may apply where particular circumstances prevent us from releasing the information. If any limits apply to your record, this will be explained to you.
You also have the right to correct any information in your record that you believe is incorrect, incomplete, out of date or misleading. You cannot ask that information held on your health record be removed, although you may ask that a correcting statement be added to it.
The application form has all the information required to access your health record.
How to apply
Applications must be made in writing and include sufficient details to identify the correct record. The application forms are located below:
Freedom of Information (FOI) Requests
The Freedom of Information Act 1982 (Vic) (FOI Act) provides a statutory right to the public to access documents held by Western Health, unless an exception or exemption applies.
A document is defined by the FOI Act as:
- any paper or other material on which there is writing or a mark, figure or symbol
- electronically stored information
- a map, a plan, a drawing or a photograph
- any article from which sounds, images or writing are capable of being produced.
Western Health Medical Records
From 1 July 2021 Western Health amalgamated with the former Djerriwarrh Health Service. If an FOI request relates to records from Bacchus Marsh Hospital, Melton Hospital, Melton Health and Community Services, Bacchus Marsh Community Health Centre, Caroline Springs Community Health Centre or Grant Lodge Residential Aged Care please contact foi@djhs.org.au.
How to make an FOI application to Western Health
A valid request under the FOI Act must include the following:
- an application in writing;
- payment of the application fee of $30.60; and
- be sufficiently clear to identify the documents sought.
Western Health has a duty to assist applicants to make a compliant request and will consult with an applicant before refusing a non-compliant request.
The application fee may be waived or reduced on request by an applicant, for example, on the basis of financial hardship. The FOI Team may request evidence of hardship to be provided, such as a health care card or concession card.
Additional charges apply which relate to search and copy fees, which can also be waived or reduced in relevant circumstances.
A decision regarding access to documents held by Western Health under the FOI Act (Decision) is made no later than 30 days following receipt of a valid request.
To request your Health Records email the completed application form and photo ID to: foi@djhs.org.au or send your application to
Att: FOI Officer
Health Information Services
Bacchus Marsh & Melton Regional Hospital
PO Box 330,
Bacchus Marsh, VIC, 3340
Decision review rights
Applicants have a right to challenge a Decision of an FOI Officer and a right of complaint to the Office of the Victorian Information Commissioner (OVIC) within 28 days of the day an applicant receives notification of the Decision.
https://ovic.vic.gov.au/
Applicants also have a right to apply to the Health Services Commissioner for conciliation where the documents requested contain health information relating to the applicant.
https://hcc.vic.gov.au/
Time of Birth Requests
The FOI Team may be able to assist with limited information and document requests on an informal basis outside the FOI Act process, for example time of birth requests (fees may still apply). Requests for time of birth information may be emailed to foi@djhs.org.au.
Contact
Please telephone the FOI Team with your FOI queries from Monday to Friday between 9.00am to 5.00pm on 03 5367 9800 or email foi@djhs.org.au.
Legal Process Serving and Third Party Agency Information Requests
The following requests and service of documents should be directed to foi@djhs.org.au
Writs, subpoenas, legal process document service and requests from courts and tribunals
Law enforcement agencies, professional regulatory bodies, government department and agency requests
Information Production Notices authorised under non-FOI legislation
HCC and OVIC (Information Privacy)
Preparation of medical reports
For any other queries or requests, including requests for discharge summaries, please submit your request via foi@djhs.org.au
