Getting a copy of your chart

Update September 2011

Health PEI has offered to take the server that our Electronic Medical Record is stored on.

We are therefore no longer able to create copies of your chart.

If you would like a copy of your chart, please contact Health PEI.




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We recommend that patients obtain a copy of their medical chart before our office closes at the end of October.

How do I order a copy of my chart?

You should call into our office which is open Mondays until the end of October 2011.   You're chart will usually be ready for collection within a couple of weeks. 

Why should I get a copy of my chart?

Your medical chart contains important information about your health that you should give to your next doctor.  This includes measurements, test results, screening dates, letters from specialists, and entries that your health care team have made.

You might need this information if you have problems in the future, or if you want to apply for insurance.

How much will it cost?

Patient rate: $35 per chart
Family Rate: $70 for a family of up to two adults and up to two children (under the age of 18)

We accept payment with visa, mastercard, and debit cards as well as cash.

What will my chart look like like?

Phoenix Medical Practice uses an electronic record.  There is no paper copy of your chart.  You will therefore receive a disk containing your chart as a set of pdf documents.  These documents can be opened on any computer using a pdf viewer.  You should keep your chart safe.

Why is there a fee to access my own data?

There is no fee for the data, but there is a fee for the costs of accessing it.  This is standard practice in Canada, the US, and the UK.  The fee covers the cost of offering the service. 

But I thought my chart belonged to me?

The data belongs to you, the patient.  But the doctor is the data controller.  That means that the doctor must look after your chart and keep it safe.  In our case that means storing the data on our computers safely.   We make sure it is not lost or destroyed.  We make sure that no-one else can access the data.   Legally, we must store the data for at least 10 years.

I thought it was free before?

There has always been a fee for this service.  We previously waived the fee if a patient moved doctor and the new doctor requested a copy.

Is it still free if I get a new doctor and the doctor requests a copy of my chart?

We will be waiving the fee for doctor-requested charts until the 21st of July 2011.  After that, there will be a fee for all requests.

If I bring my own CD can I get a free copy of my chart?

No.  The fee for providing access to the data is based on the costs of providing the service.  The CD itself is only a small part of that service.

Can I bring a USB drive and have you copy the chart onto that instead?

No.  Our security policy does not allow us to use unknown USB drives.  These could compromise our security and put patient data at risk.

Can you email me my chart as a PDF?

No.  Email is not secure and your chart will not be encrypted.  We don't use email for any clinical information.  This keeps your data safe.

Can I download my chart online? 


No.  That technology does not currently exist for OSCAR.  There are also security issues about making sure that your chart does not fall into the wrong hands. 


Why can't you just leave a copy of my chart in a storage facility when you close?

There are no charts to leave behind.  Because the Phoenix Medical Practice is a paper-less office, all the information is stored in databases that only work with the OSCAR clinical system.   There is no storage facility for such charts available in PEI.

What if I can't afford a copy of my chart?

If you are genuinely unable to afford a copy of your chart then you should discuss this with staff at the medical practice.

What will happen after you close at the end of October 2011?

After we close it will be more expensive for patients to obtain a copy of their chart.  It will need to be produced in and shipped from Dr Coull's UK medical practice.


Where can I get more information?


This is a good article on Canadian medical charts from the Globe and Mail.
Globe and Mail: Why you have to pay for your own medical records

The PEI College of Physicians and Surgeons publishes advice on what doctors must do when they leave a practice.