Information for Access to CHR Health Records for Research

Calgary Health Region Health Record Services must review and sign off all Ethics applications that will require a chart review of Calgary health Region charts managed by Health record Services. A copy of the full protocol is not required.

The application can be forwarded to Gladys Glowacki or Lourine Norman by fax (943-0916), email ( Gladys.Glowacki@calgaryhealthregion.ca or Lourine.Norman@calgaryhealthregion.ca ) or inter-site mail (Health Record Services, ATTN: Gladys Glowacki or Lourine Norman, Southport ). The application will be reviewed for workload and financial impact to Health Record Services. If a chart review is taking place, applicable fees should be included in the budget (fee structure is currently under review).

If Tom Baker Cancer Centre charts will be accessed, approval from their Health Records Department is also required. We will only sign off applications for charts in our custody.

After the application has been signed off by Health Record Services, the original application, along with our internal approval letter, will be sent back to the Principal Investigator/designate via inter-site mail unless otherwise indicated in the correspondence accompanying the application.

The turnaround time for review is currently 10 days . Please consider this timeframe when sending the application to our office. If you require expedited review please contact Lourine Norman at 943-1156.

To obtain access to charts, you will be required to present a copy of the Ethics approval letter, our internal approval letter and a listing of charts (including patient first name, last name and health record number) to the Health Record Services department at the specific site where charts will be pulled. You will also be required to present CHR picture identification prior to access being granted to the charts.

To keep fees to a minimum, it is suggested you make your request for charts as specific as possible.

If you have any questions, or require further clarification of the above process, please contact Lourine Norman at Lourine.Norman@calgaryhealthregion.ca or 943-1156.