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Privacy & Security is where you can ask your clinic to limit who on their team can see your record, and see a log of who has looked at it. Select Privacy & Security in the list on the left of the portal.

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Staying signed in

For your privacy the portal signs you out after a period without activity, and after 12 hours in any case, even if you closed the tab and came back later. Your clinic chooses the inactivity time, from 5 to 240 minutes; if it has not chosen one, it is 30 minutes. When that happens you see the sign-in page; ask for a new login code and carry on.

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My record

The My record section is where you ask your clinic about your own information.
  • Download my record (readable) and Download as a data file give you a copy straight away. Clinics offer this by default; if you do not see it, your clinic has turned it off, and you can still ask for a copy from the same page. The copy has what you can see in the portal; anything your clinic does not publish to the portal is listed as not included. Keep the file somewhere safe, because anyone who has it can read it.
  • Ask the clinic for a copy sends a request. The clinic must answer within 30 days.
  • Ask for a correction lets you say which part of your record is wrong and what it should say. The clinic must answer within 60 days. If it says no, it tells you why and you can select I disagree: add my statement; your statement is kept with that part of your record.
  • Ask who my record was shared with asks the clinic for a list of the times your information was shared outside the clinic over the last six years. The clinic must answer within 60 days.
  • Ask not to share a service I pay for with my health plan is for a service you pay for yourself, in full. The clinic must answer within 30 days; if it agrees, it will not send that service to your health plan.
Each request shows its status and the date the clinic must answer by. You can withdraw a request while it is waiting.

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Ask for a restriction

If you’d like your clinic to limit who on their team can open your record, select Ask for a restriction. You can add a short note about why, though this is optional. Your request goes to your clinic’s owner and managers, who review it and either approve it — which restricts your record to the staff they choose — or decline it, sometimes with a note explaining their decision. You’ll see the outcome on this same page. You can only have one request open at a time. If a request is declined, you’re free to ask again.

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Who accessed my record

This section lists every time someone at your clinic opened, downloaded or printed your record, and every use of emergency access — newest first. Each entry shows only a role and a date, for example:
A nurse viewed your record on 3 Sep
Never a staff member’s name. Your own visits to this page, or to any part of your own record, are not included — this list is about your clinic’s team, not you. If this isn’t available yet, you’ll see a note that it isn’t available at your clinic’s current plan — check with your clinic if you’d like to see it.

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Who has received my records

This section lists any organization outside your clinic that has received your information, for example a health plan or a pharmacy network your clinic works with. Each entry shows the organization’s name, the date, and the kind of information, such as Appointments or Demographics, and how many times that day if it was more than once. It never shows the information itself, and it never shows anyone else’s. If no organization outside your clinic has received your records, you’ll see: No organization outside your clinic has received your records. That is the usual case. Every time you open this section is itself recorded in your clinic’s access trail.

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If you’re a guardian viewing a dependant’s record

If you reach a family member’s record — a child too young to have their own email, for example — through your own portal login, some sensitive categories of record, including documents, consultations, lab results, imaging reports and prescriptions (behavioural health, substance use, reproductive health, HIV status, and similar) may not show, even though they’d be visible on that person’s own login. Your clinic controls this and can widen it for a specific category if appropriate — ask them directly if you believe you should be able to see something that isn’t showing.