You have the right to ask your therapist to correct information in your file, and most people don’t know that. Requesting a correction to your therapy records is a formal process protected by law in Nova Scotia, and knowing how it works can save you a lot of frustration. A factual error in your file, a misattributed statement, or a detail recorded incorrectly can matter, especially if those records are ever shared with another provider or an insurer. Three things shape this process more than people expect: which law applies to your situation, what counts as a correctable error, and what happens when your therapist disagrees with your request.
Why your therapy records matter more than you might think
Most people assume their therapy notes stay locked in a filing cabinet and never affect anything. That assumption is worth questioning. Your therapy records can follow you in ways that matter: they may be shared with a family doctor coordinating your care, reviewed by an insurer processing a disability claim, or subpoenaed in certain legal proceedings. A record that contains an inaccurate diagnosis, a misquoted statement, or a factual error about your history is not just an administrative inconvenience. It can shape how other professionals understand you.
Consider a client preparing for a difficult custody proceeding who discovers their file incorrectly states they have a history of substance use. That kind of error, left uncorrected, could carry real consequences. Or someone whose records note a diagnosis they were never actually given, because a previous clinician used shorthand that was misread and carried forward. These are not hypothetical edge cases. They happen, and the correction process exists precisely for situations like these.
Understanding your rights before you need them is far easier than trying to figure them out under pressure. The sections below walk through the process step by step, including what the law says, what you can and cannot request, and what to do if your request is refused.
The law behind your right to request a correction to therapy records in Nova Scotia
In Nova Scotia, your right to request a correction to your personal health information is protected under the Personal Health Information Act, S.N.S. 2010, c. 41, commonly called PHIA. PHIA came into force on June 1, 2013, and it governs how regulated health care professionals and organizations collect, use, disclose, retain, and destroy personal health information. That includes the records kept by your psychotherapist.
Under PHIA, your therapist is considered a “custodian” of your health information. Their staff and contractors who handle your file on their behalf are considered “agents,” and both carry defined legal obligations. One of those obligations is responding to correction requests.
What PHIA says about correction requests
Under PHIA, you have the right to request a correction to your personal health information in writing, and your custodian, meaning your therapist or their clinic, must respond to that request in writing within 30 days. That 30-day window is a hard deadline under the law, not a courtesy guideline. If your therapist needs more time, they are required to notify you and explain why.
It is also worth knowing that PIPEDA, the federal Personal Information Protection and Electronic Documents Act, may apply alongside PHIA for private psychotherapy practices operating as commercial entities in Nova Scotia. In practice, PHIA is the primary framework you will be working within, but PIPEDA reinforces similar rights at the federal level.
What counts as a correctable error and what does not
This is where many people run into confusion, and it is worth being direct about it. The law does not give you the right to remove information from your file simply because you disagree with it or find it upsetting. The right to correction applies to factual errors, not clinical judgments.
A correctable error might look like:
- Your date of birth recorded incorrectly
- A medication listed that you never took
- A statement attributed to you that you did not make
- A diagnosis carried forward from another provider that was never confirmed by your current therapist
- An event recorded in the wrong year or with the wrong details
What is generally not correctable through this process:
- Your therapist’s clinical observations or professional opinions
- Session notes that reflect your therapist’s interpretation of what you said
- A diagnosis your therapist genuinely believes is accurate, even if you disagree
The distinction matters because many people approach this process wanting to remove something that makes them uncomfortable, only to learn that the law protects clinical documentation as a professional record. If you believe a clinical judgment is wrong, that is a different conversation, one that might involve a second opinion or a complaint to a regulatory body, not a correction request.
Step-by-step: how to submit your correction request
The process is more straightforward than most people expect, but it does require you to be specific and to put things in writing.
Step 1: Identify the specific error
Before you write anything, review your records carefully. You have the right to access your file before submitting a correction request. Note the exact information you believe is incorrect, where it appears in the record, and what the correct information should be. Vague requests (“I want my file updated”) are harder to act on and easier to deny.
Step 2: Submit a written request
Your request must be in writing. An email to the clinic is generally acceptable, but ask whether the clinic has a specific form or preferred process. Your written request should include your full name, the specific information you believe is incorrect, the correction you are requesting, and the reason you believe the current record is inaccurate. Keep a copy of everything you send.
Step 3: Wait for the written response within 30 days
Under PHIA, the custodian must respond in writing within 30 days. If you do not hear back within that window, follow up in writing and note the date your original request was submitted. Document everything.
Step 4: Review the response
The response will either confirm the correction has been made, explain why the correction was refused, or request more time. If the correction is made, ask for written confirmation of what was changed and when.
Step 5: If your request is refused, understand your options
A refusal is not the end of the road. See the section below on what to do when a correction request is denied.
What happens when your therapist refuses to correct your records
A refusal can feel like a dead end, but it is not. Under PHIA, if a custodian refuses a correction request, they are required to explain the reason in writing. They must also note in your file that you requested the correction and that it was refused. This is sometimes called a “statement of disagreement,” and it means your objection becomes part of the permanent record even if the original entry is not changed.
That notation matters. If your records are ever shared with another provider or used in another context, the fact that you disputed the information will be visible. It does not erase the original entry, but it does signal that the accuracy of that entry was contested.
If you believe the refusal was improper, you have the right to file a complaint with the Nova Scotia Office of the Information and Privacy Commissioner (OIPC). The OIPC has the authority to review the custodian’s decision and, in some cases, order a correction. This is a formal process and takes time, but it is a real avenue of recourse.
You may also want to consult a lawyer, particularly if the inaccurate information has caused or could cause you concrete harm, such as in a legal or insurance context.
Practical considerations for clients at a Nova Scotia therapy clinic
If you are a client at a clinic like Wholetherapy in Dartmouth, the process follows the same legal framework described above. Private psychotherapy practices in Nova Scotia are custodians under PHIA, and their obligations to respond to correction requests within 30 days apply regardless of clinic size.
A few practical points worth knowing:
- Correction requests are separate from access requests. If you have not yet seen your file, you may want to request access first, then submit a correction request once you have reviewed the records.
- If you are receiving EMDR therapy or another specialized treatment, your file may contain structured assessment notes alongside session records. Both types of documentation fall under PHIA.
- If you have questions about how your records are stored, shared, or protected, your clinic’s FAQ page is a good starting point before escalating to a formal request.
- Clinics are not required to correct information that is accurate, even if you find it distressing. The process is designed for factual errors, not for removing difficult truths.
One edge case worth raising: if you are a minor or if someone holds power of attorney for your health decisions, the correction request process may involve additional steps. Ask the clinic directly how they handle requests from authorized representatives.
When a correction request is not the right tool
There are situations where a correction request will not solve the problem, and it is worth being honest about that. If your concern is not about a factual error but about how your therapist documented their clinical impressions, a correction request is unlikely to succeed. Clinical notes are professional records, and therapists have the right to document their observations and reasoning.
If you feel your therapist has documented something in a way that is unfair or that misrepresents you, the more productive path may be to raise it directly with your therapist first. Many documentation concerns can be addressed through a direct conversation, without any formal process. A good therapist will take your concern seriously and may be willing to add a clarifying note even if they do not change the original entry.
If the relationship has broken down to the point where that conversation is not possible, or if you believe your therapist has acted unprofessionally, a complaint to the relevant regulatory college may be more appropriate than a correction request. A correction request is a privacy rights tool. It is not a disciplinary mechanism.
If you are unsure which path fits your situation, contact us to speak with someone who can help you think it through before you commit to a formal process.
Frequently asked questions
Can I request a correction to my therapy records in Nova Scotia?
Yes. Under the Personal Health Information Act (PHIA), S.N.S. 2010, c. 41, you have the right to request a correction to your personal health information in writing. Your therapist or clinic, as the custodian of your records, must respond to that request in writing within 30 days. The right applies to factual errors, not to clinical opinions or professional judgments your therapist has documented.
What if my therapist refuses to correct my therapy records?
If your therapist refuses your correction request, they are required under PHIA to explain the reason in writing and to note in your file that you requested the correction and that it was refused. Your disagreement becomes part of the permanent record. If you believe the refusal was improper, you can file a complaint with the Nova Scotia Office of the Information and Privacy Commissioner, which has the authority to review the decision.
How do I request a correction to my therapy records step by step?
Start by reviewing your records to identify the specific error. Then submit a written request to your clinic that names the incorrect information, states what the correct information should be, and explains why you believe the current record is wrong. Keep a copy of your request. The clinic must respond in writing within 30 days. If the correction is made, ask for written confirmation. If it is refused, you will receive a written explanation and your disagreement will be noted in your file.
Does the correction request process apply to therapy records in Nova Scotia?
Yes. Private psychotherapy practices in Nova Scotia are governed by PHIA, which came into force on June 1, 2013. Regulated health professionals in private practice are custodians under the Act, and their obligations include responding to correction requests within 30 days. The federal PIPEDA may also apply alongside PHIA for private practices operating as commercial entities.
Can I remove a diagnosis from my therapy records if I disagree with it?
Not through a correction request alone. The right to correction under PHIA applies to factual errors, not to clinical judgments or professional opinions. If your therapist documented a diagnosis they genuinely believe is accurate, that entry is protected as a professional record. You can request that your disagreement be noted in your file, and that notation will appear alongside the original entry if your records are ever shared. If you believe the diagnosis is clinically wrong, seeking a second opinion from another provider is a more appropriate step than a correction request.