In New Zealand, a person is welcome to request their clinical records, and may have a free copy of the record, or any part of it. We will get your record to you as soon as possible, but it may take up to 20 working days.
Requesting your record, or a dependent’s record
Information from your own record or the record of a dependant can be requested from the Clinical Records Department. This will include documentation from both North Shore Hospital and Waitakere Hospital.
Requesting your record is a simple process of filling in a short form, and providing some identification. We are very careful to look after your records, and make sure that only the people allowed to view them can do so and this process assists us in this task.
The request form that needs to be filled can be found here. The reverse side of the form gives all the details you need for what paperwork is required. Once filled in, you can either email it (together with a scan of your ID) or post copies of the form and your ID to us. You are also very welcome to bring the paperwork in to North Shore Hospital, Clinical Records, on the Lower Ground Floor.
Requesting any other person’s record
Please note: If the request is for the clinical record of someone who is not your dependant (16 years or under) then that person's consent is required in writing. This includes your spouse, parents, adult children, brothers or sisters, as well as anyone else who is not your dependent child.
The Release of Personal Health Information request form gives you details of what paperwork is needed for those sorts of requests.
Requesting Mental Health treatment records
Please send these requests to our service, and we will forward your request on to the relevant service for action.
Details to provide
Please ensure you provide as much as you can of the following information so your request can be actioned without delay:
• Patient NHI number if known
• Patient first name and surname
• Patient date of birth
• Type of record(s) required, and relevant time span
• Date and reason the record is required if there is time pressure
• If you have any reasons for urgently requiring your record, please let us know
• Your name (and relationship if not the patient)
• Your contact number – and email if applicable
Requesting Corrections to Your Record
If you feel that there is anything inaccurate in your clinical record, please ring (09) 486 8900 and ask for the Feedback Team (Mon-Fri, 8am to 4.30pm) or email feedback@waitematadhb.govt.nz.
In the email, please outline the details of the correction, and for whom the correction applies (name, DOB, address).
You can also go to the Waitemata DHB Contact Us page , and fill in the enquiry form. Choose the first option: Feedback or enquiries – patient or whanau
Contacts for Clinical Records Department:
Telephone: Monday to Friday, 8am to 4pm call 09 486 8900 and ask for Clinical Records on extension 43300, to speak to one of our staff.
Outside of those hours, call 09 486 8900 and ask for release of information on extension 43254. This is an answering machine service. Please leave a message and one of our team will get back to you.
Email: releaseofinformation@waitematadhb.govt.nz
Postal Address:
Release of Information
Clinical Record Department
North Shore Hospital
Private Bag 93-503, Takapuna, Auckland 740
Information from your clinical records may be used for clinical audit or to check the quality of the services we provide. Auditors may see personal information in your clinical records; however, any information obtained for these purposes will not be used or shared in a way that identifies you.
