How to transfer medical records to a new doctor in Ontario

Patients have many reasons to switch to a new family doctor—from moving to clinic changes to retiring physicians, just to name a few. However, many patients are unsure what happens to their records when they change providers.

This article provides clear guidance for anyone in Ontario who needs to transfer their patient medical records to a new family doctor. It explains how records are stored and accessed by family doctors and clinics and details the importance of understanding Ontario-specific patient rights to access and request their medical information.

Understanding your Ontario medical records

If you’re planning on transferring your medical records, it can be helpful to understand how patients’ personal health information is stored, shared and legally managed in Ontario.

Who owns and manages your personal health information?

In Canada, most provinces have their own individual legislation when it comes to protecting personal health information. While they are all very similar, in Ontario, the applicable legislation is the Personal Health Information Protection Act (PHIPA).

This act outlines the responsibilities of health information custodians and the reasonable steps they must take to safeguard and maintain this data. Examples of these custodians include hospitals, clinics and individuals responsible for patient records, such as nurses, doctors and other practitioners.

PHIPA also details patients’ rights to access their records and to request copies or corrections, where applicable. It explains the protections and privacy standards in place regarding their personal health information. While patients are legally entitled to request copies of their records, the underlying records are technically owned by the entity that creates and manages them.

Any changes, corrections or updates to your medical records must be made by the doctor’s office or clinic where you were initially seen. It is the responsibility of the entity that originally created the record to update and maintain it.

How are records stored and shared?

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.

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.

EHRs, however, are a unified record compiled from various clinics, hospitals, labs and other health care providers. This entire record is meant to be easily shared and accessed by multiple authorized entities, which can improve 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.

Though record sharing between providers is common, there can be barriers, including:

• The need for written consent: If a patient wants to send EMR information to a new provider, the law often requires them to formally request that the data be sent, which can take time.
• Incompatible electronic record systems: When two providers have incompatible electronic record systems, it can be more challenging to share data.
• Separate record systems: EMR systems are isolated, so additional steps are required to share data.

Patients may be able to access their records online through their provider via a 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.

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.

What’s included in your medical records?

Today, most providers use electronic medical records (EMRs), digitized versions of all the medical data that would otherwise be recorded in a traditional paper chart. This digital format improves sharing and access methods, making it easier to manage and maintain. The actual data within these electronic charts is essentially the same as what is found in conventional paper-based records, including:

• Medical histories
• Service dates and documentation
• Referral information
• Immunization records
• Clinical notes
• Lab results
• Surgical histories
• Pregnancy records
• Medical imaging reports

How to transfer your medical records to a new family doctor in Ontario

Now that you have a basic understanding of how patient medical records are managed in Ontario, the overview below will walk you through transferring your records to a new family practitioner.

Step 1: Contact your former doctor or clinic

The first step is to contact your previous family physician’s office to discuss the process of transferring all the medical records needed for your new provider. Due to the legal standards required for releasing patient health information, they typically need a written request form with your signature and proof of identity before they can disclose information to outside parties.

Step 2: Ask about fees and timelines

You may want to ask for a fee estimate in advance, as some clinics charge patients administrative fees for transferring records, especially if you have a long health history that requires extra time to manage.

Similarly, more extensive records can also take longer to transfer, so asking for a timeline can be helpful. This will give you an idea of when to expect your records to arrive, hopefully before your first appointment with your new physician.

Step 3: Provide your new doctor’s details

You’ll want to have your new doctor’s contact information available to give to your previous provider, including the new clinic’s name, address, email address, phone and fax number, as well as your new family doctor’s name. Many clinics have an official record transfer form with areas to fill in all these details.

Step 4: Follow up to confirm your new doctor has received everything

If you’re sending records to your new doctor from multiple facilities, it may take time for everything to arrive. They may also arrive in a staggered manner, especially if they are sent separately, such as with imaging reports or lab results.

It can be helpful to pre-determine everything being sent and then double-check with the new provider that nothing is missing. Give yourself plenty of time to follow up before your appointment, in case certain records take longer to arrive.

Special situations: retired, closed or moved clinics

Occasionally, there are special considerations when it comes to your medical records. Sometimes doctors retire, move out of the area or close their practices entirely. In these cases, it is important to find out what happens to the patient information and how to request a copy or have it transferred.

What to do if your doctor has retired or relocated

If your doctor has retired or moved out of the area, you should be informed in advance (or shortly after, if it is unexpected) so that you can request a copy of your records or have them transferred to a new family doctor. If your physician was in a facility with multiple doctors, it is common for your records to stay with the clinic even though your previous doctor is no longer available. When this is the case, you should still have access to your data through a patient portal or a formal request.

If the clinic has closed completely and no other providers can take over patient records, the records may be stored in a specialized medical records facility. Alternatively, they may be held by a commercial storage provider or another secure environment managed on the clinic’s behalf. The clinic should then provide patients with contact information to request their records from an authorized health information custodian.

The same applies to virtual storage for electronic records. They should be kept in restricted-access areas and stored in a way that allows patients to request copies of their records and expect a response within 30 days.

PHIPA has strict guidelines regarding the accessibility, retention requirements and safeguarding of your records, even when a doctor is no longer practicing or has moved out of the area. In Ontario, patient records must be kept for 10 years from the date of the last entry recorded or 10 years from the time the patient reaches the age of majority.

If the physician no longer practices, there may be exceptions to these retention period requirements. For instance, primary care or family medicine physicians can securely destroy medical records after only two years, provided they no longer practice medicine and notify the patient in advance.

The College of Physicians and Surgeons of Ontario (CPSO) provides detailed guidance for health practitioners and patients on accessing, storing and safeguarding medical records in line with PHIPA requirements. When patients are uncertain, they can contact the CPSO to determine who the new custodian of their health records is and how to request a copy or transfer. They can also file complaints with the CPSO, such as when patient information is not delivered in a timely manner or if there is a concern that facilities are overcharging patients during the record release process.

An easier way to manage your medical records

Keeping track of your records can be complicated, especially when a previous clinic closes unexpectedly or you need to transfer them to a new provider. Having access to your own medical history not only gives you deeper insights into your health, but it also lets you easily and securely share your records as you choose. When you need to transfer copies to a receiving physician, you already have your medical records at your fingertips.

PocketHealth is a safe, 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 educational tools and personalized recommendations further expand PocketHealth’s platform, including clear illustrations and simplified definitions of complex medical terms. For substitute decision makers of adult 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. This means when you’re transferring your family records, you have everyone’s complete medical history wherever you go.

FAQs

Here is an overview of common questions about transferring medical records to new doctors in Ontario.

How do I transfer files from one doctor to another?

If you have access to an electronic system, such as a patient portal, you may be able to download and transfer copies of your file on your own. Be aware that some transfer methods, such as unprotected email, may not be secure. PocketHealth users can securely share this data from their account at any time.

You can always request that your previous doctor send your records to your new doctor, though you will need to submit an official written agreement (often in an electronic format) and possibly pay a small service fee. Keep the expected arrival date and time in your records so you can ensure they arrive before your first appointment.

How do I switch doctors in Ontario?

If you are looking for a new primary care provider or family physician in Ontario, you have two main options. First, you can do some research and find available doctors in your area. You should be able to call and ask if they’re accepting new patients, at which point you can make an appointment and have your records transferred.

Another option in Ontario for finding new health care providers is Health Care Connect. This is a Ministry of Health and Long-Term Care (MOHLTC) program that helps Ontarians find new family doctors and nurse practitioners in their area who are accepting new patients. You can also call 811 for health information or check with your local hospitals and health centres to see if they know of doctors accepting new patients.

How do I change to another doctor?

If you’re looking to find a new general practitioner, it is as simple as using Health Care Connect or finding one on your own who is accepting new patients. At that point, you can have your records transferred from your previous provider or send them yourself if you already have access to your personal health information.

If you’re seeking a specialist, you may need a referral from your current physician. In that case, you’ll need to contact your family doctor to initiate the process. It is common for them to send your relevant records on your behalf, at which point the specialist’s office may call you to set up an appointment.

How do you switch your primary care physician?

If you want to change your primary care provider, you have a few options. If you’re seen in a facility with multiple providers, there is a chance that a different physician in the same clinic can see you. In that case, they usually already have access to your records.

If you want to see a provider from an entirely different clinic, you’ll need to contact them to schedule an intake appointment. After that appointment, you or the new clinic will inform your previous doctor of your transfer. It’s essential to make sure your records are sent to the new doctor. This gives them a chance to better understand any underlying health conditions and avoid redundant tests and questions.

Published: December 12, 2025