The Royal Women's Hospital has obstetric medical patient records dating back to 1960, and gynaecology records from 1968 onwards.
Prior to 1960, minimal birth details (for example, time of birth, weight and length) are available from Births, Deaths and Marriages Victoria.
More recent patient records are stored at the hospital. Older patient records are stored either in paper format in a tertiary storage area off-site or on microfiche/microfilm.
To access your own patient record, please refer to the Freedom of Information section below.
Requesting patient information
Depending on your role and the reason for your request, there are different ways to access patient information at the Women’s. The sections below explain how to request records under specific legislation, including the Family Violence Information Sharing Scheme (FVISS), the Child Information Sharing Scheme (CISS), and the Freedom of Information Act. You’ll also find guidance on amending records, accessing historical adoption records, and requesting information for continuity of care.
Under Victorian law, authorised Information Sharing Entities (ISEs) and Risk Assessment Entities (RAEs) can request information to:
- assess and manage family violence risk, and/or
- support a child’s wellbeing or safety.
These requests can be made under:
- Part 5A of the Family Violence Protection Act 2008
- Part 6A of the Child Wellbeing and Safety Act 2005
If you are an ISE or RAE, you can submit a request using the Women’s Family Violence and Child Information Sharing Request Form (PDF, 344 KB).
Under the Freedom of Information Act 1982 (Vic), you can request access to your own medical record or the record of a relative (with appropriate consent). This may include:
- Copies or summaries of medical records
- Time of birth details
To make a request, please complete the Freedom of Information application form (PDF, 365 KB).
Charges associated with requests (effective from 1 July 2025) may include:
| Application Fee | $33.60 (non-refundable) |
| Search Fee | $25.20 |
| USB (digital copy of record/radiology and scans) | $10.00 per USB |
| Paper file (Copies and Scanned) | 20c per page |
| Electronic Medical Record Pages (PDF) | 5c per page |
| There are costs associated with retrieving, handling, processing and posting your request: an estimation will be provided after receiving your application and a deposit may be payable before proceeding. | |
The Standard FOI application fee is only waived for applicants who can provide a copy of their Concession card (e.g. Penson or Healthcare card). Please note: This is not applicable for Time of Birth Requests.
Following the requirements of the FOI Act, requests will receive attention as soon as possible but no later than 30 days upon acceptance of a valid application. In some cases, this time may be extended in which a decision is due if we require you to pay a deposit or if we need to consult with third parties as part of your request. If the time is extended, we will inform you of this and provide you with a new due date.
If you believe your medical record is inaccurate, incomplete, outdated or misleading, you can request an amendment under Section 39 of the Freedom of Information Act 1982. There is no fee for this request, and it may take up to 30 days to process.
To make a request, please complete the Amendment to medical record request form (PDF, 315 KB).
Please note: Medical records cannot be deleted or expunged. An alteration or notation may be added as per Section 41 of the Act.
For more information, visit the Office of the Victorian Information Commissioner website.
For many years, the Royal Women’s Hospital operated as an adoption agency. During that time, unmarried pregnant women were often separated from their babies under distressing circumstances. These mothers were usually very young and deserved compassion and care. Instead, they were shamed and judged at their most vulnerable time.
The Women’s acknowledges this painful history and is committed to listening, learning and offering support. To read more, see our statement: Acknowledging our past role in the forced separation of mothers from their babies.
The Women’s is committed to listening to and acknowledging the devastating experiences of these mothers and their now, adult children.
Accessing adoption records
While the Women’s holds patient records (including birth records), it does not hold adoption records.
When the hospital ceased to be an adoption agency in 1987, all adoption-related records were transferred to what was then known as Community Services Victoria. You can find adoption information on the Victorian Government website.
Accessing medical records
The information available depends on the year of birth and your relationship to the person whose record you are requesting:
- For births up to 1959: records contain minimal details such as date and time of birth, weight and length.
- For births from 1960 onwards: records include obstetric notes with more detailed information.
You can access:
- Your own medical record.
- Your child’s medical record.
- Information in your mother’s record about yourself (with consent).
If you are seeking your mother’s medical record, you will need her consent or that of her most senior next of kin. If this is not possible, our Freedom of Information (FOI) team will work with you to release as much information as permitted under the law.
To make a request, please complete the Application for medical records relating to adoption form (PDF, 348 KB).
Fees
There is no cost for accessing medical records related to historical cases of forced separation and adoption.
If you were charged a fee before July 2021, you may be eligible for a refund.
Please contact our FOI team:
P: (03) 8345 2610
E: foi@thewomens.org.au
Health care providers can request patient information to support ongoing care. This includes:
- GPs requesting current pathology results for a patient they are treating.
- Hospitals requesting previous admission details and any drug sensitivities for a patient that has presented to their emergency department.
- A patient is moving interstate and would like to transfer their antenatal care notes to another hospital.
Patient consent is obtained prior to the release of information, according to the relevant legislation.
Requests are handled on a daily basis with urgent requests being processed promptly, usually within two hours.
To make a request, please fill in the Release of Information - application form (PDF, 154 KB).
Information sharing requests
The Women’s has developed a process to support Information Sharing Entities (ISEs) and Risk Assessment Entities (RAEs) in requesting relevant information under the Family Violence Information Sharing Scheme (FVISS) and the Child Information Sharing Scheme (CISS).
These schemes complement existing processes for releasing patient information. The table below outlines the relevant legislation, purpose of each scheme, and who to contact.
Who to contact
| Legislation | Scheme or purpose | Description | Forward request to |
|---|---|---|---|
| Child Wellbeing and Safety Act 2005 | Child Information Sharing Scheme (CISS) | Enables authorised ISEs and RAEs to request information to promote the wellbeing or safety of a child or group of children. | Family Violence Team E: Infosharing@thewomens.org.au P: (03) 8345 3050 |
| Family Violence Protection Act 2008 | Family Violence Information Sharing Scheme (FVISS) | Enables authorised ISEs and RAEs to request information for family violence assessment or protection purposes. | Family Violence Team E: Infosharing@thewomens.org.au P: (03) 8345 3050 |
| Children, Youth and Families Act 2005 | Child protection information sharing | Allows authorised child protection practitioners to request information to protect children from harm. | Legal Counsel E: MedicoLegal@thewomens.org.au P: (03) 8345 2724 |
| Freedom of Information Act 1982 | Access to personal medical records | Allows individuals to request access to their own medical records. | Freedom of Information E: FOI@thewomens.org.au P: (03) 8345 2610 |
| Other requests | Third-party information requests | Includes requests from the Coroner, Courts, Victoria Police, AHPRA, Ambulance Victoria, Centrelink, Department of Veterans Affairs or other health services. | Release of Information Unit E: Medical.Enquiries@thewomens.org.au P: (03) 8345 2616 |
Related information
- Alfred Health For information sharing requests about non maternity and gynaecology patients of Sandringham Hospital
- Registry of Births, Deaths and Marriages Victoria For birth details prior to 1960
- Adoption Information Services For information and support for those affected by past adoption