Medical Records

Our aim is to provide timely and accurate patient demographic, clinical and statistical data to facilitate an optimal level of patient care.

The Medical Records Department has a number of internal and external customers including hospital staff, patients, solicitors, Ministry of Health, police and clinicians from other organisations. The provision of clinical and non-clinical information is one of the most common services we provide to our customers. This may include provision of statistical data, clinical notes (for medico-legal purposes and continuum of care) and Freedom of Information (FOI) requests.

The department provides a timely record retrieval service for hospital departments and external researchers. It is also responsible for maintaining the confidentiality and security of clinical records and information, ensuring timely retrieval and accuracy of clinical records, processing medico-legal correspondence in accordance with established protocols and coding of medical records.

Medical records are integrated, meaning that each patient has one record at the hospital, which contains inpatient notes, outpatient department notes and investigation data.

Accessing personal health information
Patients/clients/consumers have a legal right to apply for access to their health information a health service holds about them. They may also give consent to an authorised representative or a third party to access this information on their behalf.
Types of Requests:

Copy of health records
Copy of clinical imaging
Viewing of health records
Copy of Discharge Referral
Date of Attendance Confirmation

All facilities within South Eastern Sydney Local Health District (SESLHD) are governed by the Health Records and Information Privacy Act 2002 (HRIP Act). This Act outlines regulations around record control and access. The Privacy Manual for Health Information (2015) has been developed to guide public facilities in application of the HRIP Act.

SESLHD generally processes applications for personal health information under the HRIP Act rather than the Government Information (Public Access) Act 2009 (GIPA Act). However, the GIPA Act may be used to request or process requests for information in special circumstances.

Sydney & Sydney Eye Hospital has procedures in place for supporting patients/clients/consumers to access their health information. Requestors should be aware of the following:

Applications must be made in writing, preferably on an Application To Access Personal Health Information Form SSEH-HRIPA-Form- April 2023 Final 4-4-24.pdf which can be obtained from each facility
Appropriate identification of the patient/client/consumer (and applicant, if applicable) must be provided (For example: drivers licence, passport, etc)
Additional consent or documents may be required (see application form)
A fee, in accordance with NSW Policy Directive Health Records and Medical/Clinical Reports Charging Policy (PD2006_050) where applicable may be charged.
All applications will be processed in accordance with the relevant legislation
Each facility aims to process applications within 28 working days of receipt of an application, on the condition that required information/consent/identification documents and fees have been received. While we strive to complete your application as soon as practicable, sometimes unavoidable situations may cause delay. If a request is urgent, please contact the relevant facility to discuss expediting your request.

To apply for access to personal health information/records, please complete and return this form

Email: SESLHD-SSEH-ClinicalInformation@health.nsw.gov.au

Sydney and Sydney Eye Hospital

8 Macquarie Street
SYDNEY NSW 2001
Phone: (02) 9382 7339
Fax: (02) 9382 7388