Closure of the Warehouse District Medical Clinic

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   January 29, 2022

Before requesting that you receive a copy of your chart or have a copy sent to your new family physician, please have the discussion whether this needs to be done. For myself I do not usually  request a copy of the old chart as most of the information was not particularly useful, out of date or available online through E Health. I found that taking a thorough history was far more efficient in helping me understand my new patients. If a specific document is required from your family physician, this can be faxed directly to them upon their request at no charge.

In addition, your medications for the past 3 years, your Lab work for the past 6 years, radiology reports for the past 6 years, hospitalization reports and immunization history are available through E Health which interfaces with almost all the electronic medical records in physician's offices now.

Lastly, patient information is retained by me for 6 years from your last visit with exception of minors (children less than 18 years of age).  For minor's  patient information is retained for 2 years after they reach the age of majority or  or 6 years after last  patient visit, which ever is longer. Because of my records are now all electronic this will be available upon request as per these future dates.

There is a small charge for providing a copy  or transfer of your medical record. The cost of providing a copy  or transfer of your medical record is not covered under Saskhealth. This principal is recognized by the Saskatchewan Medical Association and the College of Physicians and Surgeons of Saskatchewan. I am charging less than the recommended fee by the Saskatchewan Medical Association for processing requests for medical records. Of course, if you are in financial distress, I will not charge you for this information. I also encourage you to keep a copy of your own chart if you wish as there will be a repeat charge  for further requests. I have made an allowance for a discount family rate when the records are forwarded by secure e-mail Medeo for families with children who were still minors.

For those of you requesting a paper chart, please discuss with my staff who will notify you of the cost as this varies greatly from patient to patient depending upon the number of pages that need to be printed.

  Unfortunately I have to  forward and or print out the whole chart as these requests are processed by my support staff and do not have the expertise to pick out relevant information from non relevant information.  Many patient's charts are 100  2 well over 300 documents and this is why I am encouraging use of the secure e-mail.  So to print out a single 300 page chart would be a cost of $130.00 =$30 (processing )  plus $100 dollars for printing.  This is versus  a $ 30 dollar charge for having your chart  emailed to your secure Medeo account.   There you can print out the the relevant material and provide your new  family  with it or put the information on a  usb  memory storage device to give to them.

Clinic is recently changed to a online faxing system it is quite a bit more efficient than her old system.  So we are now able to fax your chart if requested to your new family physician.

At this time there is no mechanism currently to transfer records to the family physician by secure e-mail.

I am sorry that I cannot provide your information on a CD disc as I do not have the necessary electronic gear or knowledge to do this. 

Lastly, for all the reasons I described above I encourage you to discuss with your family physician whether you really need your medical chart. However, if you wish it is certainly available to you.

If you are comfortable with computers and email, I encourage you to set up a Medeo health account. This is the same one you use to book online appointments. I can transfer the medical file directly to this secure e-mail account that meets HIPA guidelines for confidentiality. Please make sure the e-mail account that we have for you in our electronic medical records is the same as your Medeo account.

Link is  https://booking.medeohealth.com/warehouse-district-medical-clinic

For children I will be using their parents Medeo account to send the information to the parent.

-Secure e-mail through your Medeo account $30.00. This is by far the most efficient, secure, and cheapest. For families where the children are still under the age of 18 there is a maximal charge of $ 80 dollars regardless of the number of members in the family.

-Faxing your chart to your new family physician $30.00. This is by far the most efficient, secure, and cheapest. For families where the children are still under the age of 18 there is a maximal charge of $ 80 dollars regardless of the number of members in the family.

-Paper chart if picked up by yourself $30.00 + 30 cents/ page for printing costs. Due to the increased time required to do this unfortunately there is no family discount for the paper charts

-Paper chart if mailed out to yourselves by normal surface mail is an additional $ 10 dollars for postage plus the $ 30 & 30 cents/ page for printing costs.

Payment will need to be received prior to completion of their request. Please mail or fax in these requests that way my office staff can see and process them promptly. Due to security concerns, I can not be accepting emailed forms.

Payment and receipt of the authorization form can be received by

1. Paying at the clinic with either cash, cheque or debt machine or credit card.

2. Mail including the completion of the authorization form and cheque

3. E transfer to my e-mail to randy.radford@gmail.com

I am sorry my debt machine cannot do over the phone acceptance of credit cards.

Please complete the authorization form fully and return it to my office.  

Authorization form to release my medical chart from the Warehouse District Medical Clinic 

Please print off the authorization form complete and forward to my office

How you wish to receive or transfer your medical file. Please tic the desired choice

1. Medeo account $30, maximum of $80 dollars for family with children less than 18 years age _________

2. Printed medical chart that I will pick up $30 plus 30 cents/page_______

For those of you requesting a printed copy of your chart or fax copy of the chart please contact my staff who will notify you of the cost as this varies greatly depending on the number of pages in the chart.

3. Printed medical chart to be mailed to the above address $30 & 30 cents/page $10 postage -_______

4.  Fax chart to your new family physician$30  please provide doctor's name and fax #___________________________________________________________________________________

Method of payment please take the appropriate line for your desired method of payment

E-transfer to randy.radford@gmail.com _____;

Cheque ______ can being enclosed if mailing in with the completed form or paid at the office;

 Credit card, Debit card or cash which must processed in our office ______

PATIENT’S: Name first, middle initial, last_______________________________________________

Date of Birth _______________________________________________________________________

Address _____________________________________________________________________________

phone_________________________________________________________________

Email________________________________________________     Please make sure this is the same email that you use in your Medeo email address if you have ticked the box for electronic transfer of your medical file and for minors, please use the guardian’s Medeo email address’

I understand that this is an uninsured service not covered by my medical insurance plan. I realize there may be a charge for this service and that I am responsible for it. Payment must be received before processing of request. For individuals who are experiencing financial distress please speak with Dr. Radford as he will wave the cost.

Signature of patient ____________________________________ Date __________________

If not signed by the patient, please indicate relationship: (Parent or guardian of minor patient, or guardian of an incompetent patient)

Name of Guardian/Representative __________________________________________________________

Legal Relationship _________________________________________________________________________

Date __________________ Witness ___________________________________

Please remember to keep a copy of your medical record on hand as every request for a new record will generate the same cost. Thank you

For medical legal purposes and retention, the authorization form is required to be dropped off at the clinic or mailed by surface mail. Email copies will not be accepted due to confidentiality issues on the form 

Warehouse District Medical Clinic, # 1-1230 Saint John Street, Regina Saskatchewan, S4R1R9 Fax 306 569 5998