How do I get a copy of my medical records in New Zealand?

Your right

Health information is covered by the Health Information Privacy Code 2020, which applies the Privacy Act’s principles to health agencies with some changes. Rule 6 gives you the right to ask for your health information, and rule 7 the right to ask for corrections.

That includes notes from your GP, hospital records, test results, specialist letters, and records held by physiotherapists, counsellors, dentists and pharmacies.

How to ask

Contact the practice or provider and ask for a copy of your records. You can ask in person, by phone or in writing. A short email is enough. Our request letter builder writes one for you. Say whether you want everything or something specific, such as records from a particular year.

They must respond as soon as reasonably practicable and within 20 working days. They’ll probably check your identity first.

Many people can also see some of their records through a patient portal. Portals are convenient but don’t always show everything, so you can still ask for a full copy.

Charges

Based on the Privacy Commissioner’s charging guidance and Community Law:

• Public sector providers, such as Health NZ hospitals, generally can’t charge for your own health information. They may charge for copies of X-ray, video, MRI, PET or CAT scan images, and for repeat requests for the same information within 12 months.
• Private providers usually don’t charge, but may charge a reasonable fee in limited cases, including copies of imaging, and information that is essentially the same as something you were given after a request in the last 12 months.

If you’re asked to pay for an ordinary first request, ask what the charge is for.

When information can be withheld

A provider can withhold information in limited circumstances, for example where releasing it would breach someone else’s privacy without justification, or would be likely to endanger someone’s safety. They must tell you what’s withheld and why, and that you can complain.

If something’s wrong

Ask for a correction. If the provider won’t change the record, it should attach your statement of the correction you asked for.

If you’re refused or ignored

Raise it with the practice manager or privacy officer. If that doesn’t work, complain to the Privacy Commissioner. For concerns about the care itself, the Health and Disability Commissioner is the right place.