What is Freedom of Information?
The Victorian Freedom of Information Act (“FOI Act”) gives the public the right to request information held by Northern Health.
The FOI Act provides a right to:
- Accessing documents relating to one’s personal affairs and the activities of Northern Health
- Requesting corrections or amendments to any information held by Northern Health that is incorrect or misleading.
The FOI Act outlines the process that Northern Health must follow when responding to requests for information. Further details can be found in the Northern Health Freedom Of Information Fact Sheet.
Adoption Application Form
For applicants seeking access to medical records relating to an adoption at Preston and Northcote Community Hospital, please complete this form. For further information or clarification, please contact the FOI team
What information is available?
The FOI Act allows members of the public to seek access to documents created by Northern Health in the conduct of its operations. In the majority of freedom of information requests to Northern Health come from individuals seeking access their medical record.
Northern Health uses a unit record system where all clinical information relating to a patient is kept in one medical record. Information kept within the record can include test results, doctor’s notes, drug charts, assessment forms and care plans. The FOI Act also provides for access to documents that are not in paper form. The word ‘documents’ covers a broad range of media including x-rays, photographs, audio tapes and computer printouts.
What forms of access exist?
An FOI request should specify the form of access sought. Northern Health can provide access to documents requested under the FOI Act via hard copy or electronic format including CD, USB or a secure electronic link. Access formats also include:
- Black and white photocopies of requested documents; or
- in person inspection of the documents under the supervision of a Northern Health representative.
With respect to documents such as x-rays and audio tapes, it is generally best to discuss with the FOI Officer the forms of access that are available.
Can someone make a request on behalf of another person?
It is possible for a carer, relative or legal representative to make an FOI request on behalf of another person. In such situations, the person to whom the information relates must sign an authority to permit release of the information.
If the person to whom the request relates is deceased, signed authority must be supplied from the deceased’s next of kin before documents can be released.
If the person to whom the request relates is a minor, signed authority must be obtained from both parents/legal guardians. A Freedom of Information Request Form can be obtained from the Freedom of Information Officer at Northern Health. The form includes a section where one can authorise another person to seek access to documents on their behalf.
The Freedom of Information Officer requires photographic identification or certification be presented to validate the identity of the person making the request, for example a driver’s licence, or a passport.
What are the associated costs?
The FOI Act requires that requests for access to documents be accompanied by a $33.60 application fee. Northern Health will waive the application fee for those in possession of a Pension or Healthcare Card if they provide a photocopy (front and back) of their card when making the request. The fees may also be waived if the payment of the fee will cause financial hardship.
Please note that further processing charges may still apply.
The Freedom of Information (Access Charges) Regulations sets out the costs to be charged by Northern Health for granting access to requested documents. Charges for providing copies of the documents are as follows:
- Hard copies – 20 cents per black and white A4 page
- CD – $25
- photograph – $5 per photograph
- in person inspection of documents – $5 per 15 minutes.
Where hard copy documents are sought and collection in person is not possible, a cost of $13 plus weight-based charges will apply for forwarding the documents by registered post.
Making a request
The FOI prescribes that all requests for access to documents must:
- Be in writing and clearly describe the documents being requested
- Include a $33.60 application fee or evidence of eligibility for waiver of the application fee
- Be accompanied by photo ID.
Northern Health has a Freedom Of Information application which can also be obtained from the Freedom of Information Officer. The completed form should include all of the information and details necessary for the request to be processed.
FOI application forms are to be submitted to:
The Freedom of Information Officer
C-/ Northern Hospital
185 Cooper Street
Epping VIC 3076
Alternatively, an online application can be made by clicking here.
How long will it take for the request to be processed?
The FOI Act prescribes that Northern Health has 30 days from first receiving a request to ‘make a decision’ about granting access. In some cases, Northern Health may write to the applicant to request an extension of time, of up to an additional 30 days when consultation is required with a third party.
The Freedom of Information Officer will respond within this timeframe to communicate whether access has been granted, and will advise of the applicable access charges (which must be paid before documents can be dispatched).
When Northern Health first receives requests for information, the Freedom of Information Officer will respond in writing to the person making the request, confirming that the request has been received.
Is access guaranteed?
In most cases, requests for information are granted in full. In some instances, only partial access may be granted, or access may be denied. The FOI Act allows the applicant to seek a review of the decision with the Office of the Victorian Information Commissioner.
Who can I contact for further information?
Any enquiries about Northern Health’s Freedom of Information process can be directed to foi@nh.org.au. For general information relating to Freedom of Information, please visit the Office of Victorian Information Commissioner website.
Freedom of Information Survey
We invite you to complete this short survey here on the Freedom of Information process for applicants. The Freedom of Information team is continually looking for ways to improve our service. We thank you in advance for your time.
