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Appropriate Supporting Documents for a Substitute Decision Maker (SDM)

A Substitute Decision Maker (SDM) is a person given authority to act on behalf of someone who is unable to legally represent themselves.


MedChart requires supporting documents for a SDM be uploaded into the portal before requests can be made. Without these documents, HICs will reject records requests stating the SDM has no proof of authorization and cannot request records on behalf of the client. 


We review all documents uploaded into MedChart and it has become apparent that there is some confusion surrounding what constitutes appropriate supporting documents.


Below is a list of what documents are accepted by HICs as supporting documentation in the case of SDMs. 


For a parent or guardian of a minor, the preferred documentation is as follows:

  • Long form birth certificate, or
  • Litigation guardian, or
  • Power of Attorney for Personal Care.


For an executor of estate, the preferred documentation is as follows:

  • Will and Testament and
  • Death Certificate.


For a guardian of an incapacitated adult, the preferred documentation is as follows:

  • Litigation Guardian or
  • Power of Attorney for Personal Care.


If you do not have any of the preferred documentation, you are welcome to upload a blank page in PDF format.


We make no guarantees that alternative documentation will work, especially with hospital requests, but you are welcome to try. We recommend that you contact your Client and/or their SDM to procure the preferred documents for you in case your request is rejected. 


If you have questions or feedback, please feel free to reach out to us at support@medchart.ca.

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