Accessing records via Freedom of Information

Under the Freedom of Information Act 1992 (external site), everyone has the right to apply for access to medical and other records held by Fiona Stanley Fremantle Hospitals Group, subject to some limitations or exemptions.

Who can request information

You can request access to:

  • your own records
  • another person’s records on behalf of that person
  • another person’s records.

Please note the Freedom of Information Act 1992 (external site) does not apply to requests received from outside Australia.

How to request information

Requests must be submitted either:

  • in writing, via a formal letter of request
  • by completing an application form (PDF 285KB) or (Word 174KB) and lodging with the Freedom of Information Coordinator. If you cannot access these forms, please phone the Freedom of Information Coordinator on 6152 1057 and ask for a form to be mailed.

In accordance with the Freedom of Information Act 1992 (external site), applications must include:

  • enough information for the requested documents to be identified, such as:
  • patient’s full name (and previous names if applicable)
  • date of birth
  • date of attendance
  • other information or details to assist in processing the request
  • an Australian address where notices can be sent
  • a day-time telephone contact number, if possible.

Different processes apply depending on whether you are seeking access to your own records or another person’s – please find further details below.

Our hospitals routinely upload discharge summaries and reports to My Health Record (external site). Before lodging your application, you may wish to check if the information you require is available on this site.

In addition to providing a valid application as outlined above, please also provide one current form of proof of identification, such as a driver’s licence or Medicare card.

You do not have to pay an application fee to access for your own personal records.

Requesting amendments to your personal information

You may apply to have your personal records amended if you believe they are:

  • inaccurate
  • incomplete
  • out-of-date
  • misleading.

The responsibility to prove this lies with you as the applicant, not Fiona Stanley Fremantle Hospitals Group.

Your request must be made in writing and include as much information and supporting information as possible to demonstrate how or why you considered the records to be inaccurate, incomplete, out-of-date or misleading.

If your request for amendment is refused, you will be informed of the reasons for this decision and the process to request an internal review.

In addition to providing a valid application as outlined above, additional consent and/or supporting documentation is required.

If requesting information on behalf of someone else, you will need to provide their written permission.

If applying for records about someone who has died, you must provide:

  • one current form of proof of identification, such as a driver’s licence or Medicare card
  • supporting documentation that clearly shows you are the closest relative to that person, such as a birth certificate, marriage certificate or death certificate. If you are not the closest relative, you must provide written authorisation from the closest relative permitting you to access the information.

A $30 fee must be paid at the time of lodging an application for records relating to another person.

General practitioners (GPs), specialists and other health centres are asked to email Health Information Management Service or fax 6152 4041.

A $30 fee must be paid at the time of lodging an application for records relating to another person.

Lodging your application

You can lodge your application, along with any fee payable, by:

  • mail to the Freedom of Information Coordinator – Fiona Stanley Fremantle Hospitals Group, Locked Bag 100, PALMYRA DC WA 6961
  • email to the Freedom of Information Coordinator – an email will be sent acknowledging receipt of your application
  • delivering in person to Freedom of Information Coordinator, Administration Building, Fiona Stanley Hospital, Barry Marshall Parade, Murdoch

When to expect our decision/response

Once a valid application is received, we have a maximum of 45 calendar days to make a decision regarding access. You will be sent a notice of our decision which will include details such as:

  • the date when the decision was made
  • the name and the title of the person who made the decision
  • the information you requested, if your application is approved.

If access is refused, we will advise the reason for this and what you need to do if you wish this decision to be reviewed.

More information

Read the SMHS Freedom of Information Statement of Compliance (external site).

For a comprehensive review of Freedom of Information in Western Australia, visit the Office of the Information Commissioner Western Australia (external site).

Contact us

Freedom of Information Coordinator – Fiona Stanley Fremantle Hospitals Group
Locked Bag 100, PALMYRA DC WA 6961

Phone 6152 1057

Email the Freedom of Information Coordinator

Opening hours

8:00am to 3:00pm, Monday to Friday

Last Updated: 29/09/2023