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Administrative Access application process

You have a right to apply for access to your personal information held by the Cairns and Hinterland Hospital and Health Service, including copies of your medical record.

Although health records are the property of the Cairns and Hinterland Hospital and Health Service and you may apply for access to your own health record under the Administrative Access Scheme.

Administrative Access Application forms can be obtained from:

  • Cairns Hospital
  • The Medical Records Department of Atherton, Innisfail, Mareeba Hospitals and the Mossman Multipurpose Health Service; or
  • Via email to (proof of identity will need to be mailed as only originals of requisite documents can be accepted).

To lodge an application for your own health records

When making an application for access to your health record you will need to complete the Administrative Access Application form (PDF 222 kB) and send or deliver this is person to the Cairns Hospital, or one of the other Hospitals within our Health Service. You need to specify the hospital from which you are seeking the records. You must accompany this form with your evidence of identity.

Please submit proof of your identity (either a photocopy of your driver's license or full birth certificate or passport) certified by a Justice of the Peace or Commissioner of Declaration as a true copy of the original document. If delivering your application in person, hospital staff may site your proof of identity so that a certified copy will not be required in this instance.

A third party e.g. legal practitioner can apply for your medical records on your behalf. In order to do this, we will require your signed consent and your certified proof of identity along with the request of the third party on their letterhead.

If you have any enquiries requiring administrative access please contact our Administrative Access Officer directly on 4226 8684.

If you are seeking the records in relation to a child or another person, other requirements apply. Please contact the Release of Information Unit on 4226 8683.

Additional information

It is important to understand that access to health records is not an automatic right and may be subject to limitations under legislation.

Applications processed under the Administrative Access Scheme are processed within a minimum of 15 days from receipt of a valid application, i.e. your consent and proof of identity must accompany your application.

In some cases information cannot be released under the Administrative Access Scheme and may be referred for a decision under the Information Privacy Act. Staff at the Release of Information Unit will contact you.

Frequently asked questions (FAQs)

Format of documents released

Where documents have been determined suitable for release they are provided in Portable Document Format (PDF).  If a copy of the information is required in an alternative format, please contact

Last updated: 22 August 2018