Don’t have a family doctor? How to obtain your medical records in Ontario

A growing number of Ontarians—more than 2.5 million—do not have a family doctor and instead rely on a mix of walk-in clinics, urgent care centres and hospital emergency room departments. While this patchwork system can provide timely care, it often leaves patients unsure where their existing medical records are stored or how to access them when needed.

Medical records are essential for continuity of care, helping new providers understand your personal health history, avoid duplicate tests and make informed care decisions. Without a family doctor maintaining a complete chart, patients are often left to manage and track all their medical records on their own.

This article provides a step-by-step guide to obtaining your medical records in Ontario, including how to identify where records are held, request access and review what you receive. It also introduces tools like PocketHealth, which allow patients to securely access, store and share imaging reports in one place and import other health records into the platform.

 

 

Understanding how medical record access works in Ontario

To help you feel more confident navigating your records, the following sections explain what’s included, who stores your information and how it’s shared between providers.

What counts as a medical record?

Under the Personal Health Information Protection Act (PHIPA), medical records are considered personal health information (PHI). PHI includes any identifying information about an individual’s physical or mental health, health history, diagnosis, treatment or care. This applies regardless of whether the information is stored electronically, on paper or in another format.

Medical records can include:

• Visitation notes from doctors or nurses
• Diagnoses and treatment plans
• Laboratory test results
• Referral letters and consultation reports
• Prescriptions and medication histories
• Diagnostic imaging and radiology reports

Who stores your medical records?

In Ontario, medical records are stored by health care organizations and professionals known as health information custodians. These include:

• Hospitals and emergency departments
• Family doctors
• Walk-in clinics
• Specialists
• Outpatient clinics
• Diagnostic imaging centres
• Laboratories

Even if you don’t have a family doctor, your medical records still exist. Each health care organization you’ve ever visited is legally bound to keep patient records for a minimum of 10 years (or in the case of a minor, 10 years after they turn 18). Over time, this can result in health records being spread across multiple locations, systems and formats.

How are medical records shared across providers?

There are two main methods of storing and maintaining patient medical information. One is through EMR (electronic medical records) systems, and the other is through EHR (electronic health record) systems. While these terms are sometimes used interchangeably, they differ in important ways, including how they are shared with other care providers.

What’s an electronic medical record (EMR)?

EMRs are digitized versions of a patient’s paper chart, created and maintained by a single medical provider or facility. These health care facilities only have direct access to this information, which isn’t shared externally unless there is a specific need (such as a referral to another clinic) or a written request from the patient.

What’s an electronic health record (EHR)?

EHRs, however, are a unified record compiled from various clinics, hospitals, labs and other health care providers. This record is designed to be easily shared and accessed by multiple authorized entities, improving collaboration and coordinated care. In Canada, EHRs are managed by the territory or province’s health system. Only authorized health care providers can access Ontario’s EHR system—not patients.

How are medical records shared with patients?

Patients may be able to access their records online through their provider’s patient portal. This requires providers to grant patients login permissions. Sometimes, the information in these portals is a fragmented version of a patient’s health history, meaning only certain records may be accessible. When this happens, the patient must specifically request the additional data, which usually requires a signature and may incur a reasonable fee. Patients may also need to use multiple patient portals and logins, depending on how many different providers (e.g., family doctors, walk-in clinics or specialists) they see.

Unfortunately, the challenges don’t end there. Even when patients request their records, sharing that information between providers isn’t always straightforward. Patients may encounter common challenges, such as providing written consent before records can be sent to a new provider, which can slow the process. Sometimes, different clinics use electronic systems that don’t talk to each other, making information sharing more difficult. In other cases, records are stored in separate systems, meaning extra steps are needed to move information from one place to another.

If patients want more control over accessing and sharing records, secure online platforms like PocketHealth are also an option. Patients have immediate access to their medical imaging records and reports, and can upload and import other health records directly into their account. These records can then be easily viewed and shared at the patient’s convenience, all in one place.

 

How to obtain medical records in Ontario in 4 steps

Here’s a step-by-step walk-through of how to get your medical records in Ontario when you don’t have a family doctor.

Step 1: Identify where your records are located

The first step is to determine which health care providers may hold your records. Start by listing places where you’ve received care, such as:

• Walk-in clinics
• Hospitals or emergency rooms
• Specialists or outpatient clinics
• Imaging or diagnostic centres

Try to include approximate dates of service and the types of care received. This will help the provider’s administrative staff locate your records more quickly.

If a clinic closes or a physician retires, records are typically transferred to another provider or a medical records storage company. The College of Physicians and Surgeons of Ontario (CPSO) can help patients locate records from closed practices or direct them to the appropriate custodian.

Step 2: Submit a request to each provider

Under PHIPA, patients have the right to submit an access request to view or obtain copies of their medical records. Most health care providers have a formal process for handling these requests.

Typically, you will need to provide:

• A completed access request form
• Government-issued identification
• Your contact information
• The specific records and date ranges requested

Health care providers must respond within 30 days of receiving a request. In certain circumstances—such as complex requests or large volumes of records—this timeframe may be extended to 60 days, but providers must notify you of the extension. It is also essential to follow up with the provider to ensure your request was received and is being processed as expected.

Step 3: Ask about fees and timelines

Some health care providers charge administrative fees to process medical record requests. Fees can vary depending on the type of records, the volume of information and the format provided. Paper copies and imaging records are more likely to incur costs.

Records may be delivered in several formats, including:

• Paper documents
• CDs or DVDs
• Downloadable digital files (e.g., PDF) via patient portal or other secure transfer method

Access to digital records varies widely across Ontario. While some providers offer online portals or secure electronic delivery, others still rely on physical formats. This inconsistency can make it difficult for patients to efficiently manage, store and share records.

Step 4: Receive and review your health records

Once you receive your records, take time to review them carefully. Look for:

• Missing visits, test results or imaging
• Errors or outdated information
• Reports that reference attachments or images that were not included

Reviewing your records ensures accuracy and completeness. It also helps you to better understand your health history and advocate for yourself when interacting with new or temporary care providers.

The challenge of managing health information without a family doctor

When patients rely on walk-in clinics, urgent care and multiple hospitals, medical records become scattered. Information may be spread across different organizations, portals and formats, making it difficult for you and your care providers to get the full picture of your health.

This fragmentation can lead to:

• Repeating tests or imaging unnecessarily
• Delays in diagnosis or treatment
• Increased administrative burden for patients
• Difficulty sharing information with new providers

Without a family doctor acting as a central hub for medical information, patients are often left to manage this complexity themselves. Centralizing records can help reduce confusion and improve continuity of care.

An easier way to centralize your medical records

Taking control of your health starts with understanding your medical records and knowing how to access them. Having your information organized and readily available can be invaluable during emergencies, care transitions or when managing complex conditions.

PocketHealth is a secure, patient-centred platform that lets you quickly access, understand and share your medical imaging records and reports. You can also upload and store your other health records, keeping everything under a single login for consolidated access.

Additional AI-enabled educational tools and personalized recommendations further expand PocketHealth’s platform, such as easy-to-understand report summaries and simplified definitions of complex medical terms. For substitute decision makers of patients or anyone wanting to manage their family’s records, up to four family members can be added to one account, letting you access their health information alongside your own.

By centralizing your health information in one secure platform, you can navigate the health care system with confidence, clarity and full control over your care, whether or not you have a family doctor.

 

Obtaining medical records in Ontario: FAQs

What is the easiest way to obtain medical records?

To obtain copies of your medical records, you will need to submit an access request directly to each health care provider where you received care. Keeping a list of providers and approximate dates can help streamline this time-consuming process. Digital platforms like PocketHealth make it easier to access imaging and keep health records in one place, while also handling image record sharing directly with providers—so you don’t have to contact each one individually.

Can I get full access to my medical records?

In most cases, yes. Under PHIPA, patients have the right to access their medical records, with limited exceptions for specific clinical or legal reasons. Providers must provide an explanation for any information that cannot be disclosed.

How far back do medical records go in Ontario?

Retention periods vary by provider and record type. Many physicians are required to retain medical records for at least 10 years from the date of the last entry, or for minors, at least 10 years after they turn 18. Hospitals and imaging centres often keep records for longer periods.

Can I get a digital copy of my medical records?

Most clinics and health care facilities use some form of online record-keeping and often provide patients with access through portals. However, you may still encounter providers who don’t offer this, in which case you would need to submit a formal records request. Once you have this information, you can scan or download it to a secure platform or save it to your computer.

How can I find a family doctor in Ontario?

If you are looking for a new primary care provider or family physician in Ontario, you have three options:

1. Conduct your own local research to identify available doctors in your area. You can call the doctor’s office directly to ask whether they’re accepting new patients, then schedule an appointment and have your records transferred.
2. Use Health Care Connect to find a new health care provider. This Ministry of Health and Long-Term Care (MOHLTC) program helps Ontarians find new family doctors and nurse practitioners in their area who are accepting new patients.
3. Call 811 for health information, or check with your local hospitals and health centres to see if they know of any doctors currently accepting new patients.

Published: January 8, 2026