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. Whether a date is wrong, a diagnosis was recorded inaccurately, or a clinical note misrepresents something you said, you don’t have to simply accept an error in your own health file. Three things shape how this process actually goes: what the law requires, what your therapist is and isn’t obligated to change, and how you frame your request in writing.
What the law actually says about correcting therapy records in Nova Scotia
Your right to request a correction isn’t a courtesy your therapist can choose to offer or withhold. It’s written into Nova Scotia’s health privacy legislation. The Personal Health Information Act, S.N.S. 2010, c. 41 (PHIA), which came into force on June 1, 2013, gives clients a clear statutory right to request corrections to their personal health information in writing. Under PHIA, the custodian (your therapist or their clinic) must respond to that request in writing within 30 days.
PHIA governs how regulated health care professionals and organizations in Nova Scotia collect, use, disclose, retain, and destroy personal health information. That includes the notes your therapist writes after sessions, your intake forms, any assessments on file, and correspondence related to your care. If you’re seeing a therapist in private practice, they are considered a custodian under PHIA, and any staff or contractors working on their behalf are considered agents, each with defined obligations under the Act.
It’s also worth knowing that the federal Personal Information Protection and Electronic Documents Act (PIPEDA) can apply to private psychotherapy practices in Nova Scotia as a commercial health activity, which means some practices may have obligations under both pieces of legislation. If you’re unsure which law applies to your situation, your therapist’s privacy policy should clarify this, and you can ask them directly.
What counts as personal health information under PHIA
Personal health information includes your name, health history, clinical notes, diagnoses, treatment plans, and any identifying information connected to your care. If it’s in your file and it’s about you, it almost certainly qualifies.
What a correction request can and cannot change in your records
This is where most people run into confusion, and it’s worth being direct about it. A correction request is not the same as asking your therapist to delete something you don’t like or rewrite a clinical opinion you disagree with. The law is specific about what qualifies for correction.
You can request a correction when information in your file is factually inaccurate or incomplete. Examples include: a wrong date of birth, an incorrect medication listed, a session note that attributes a statement to you that you never made, or a diagnosis recorded under the wrong name. These are errors of fact, and they are exactly what the correction process is designed to address.
What a therapist is not required to change is their professional opinion or clinical judgment. If your therapist wrote that you presented as guarded during a session and you feel that characterization is unfair, that is a disagreement about interpretation, not a factual error. The therapist is not obligated to revise that note simply because you see it differently. This distinction matters, and understanding it before you submit your request will help you focus on what’s actually correctable.
When a disagreement isn’t a factual error
If your request is declined because the information reflects clinical judgment rather than a factual mistake, you have the right to ask that a statement of disagreement be added to your file. This doesn’t change the original note, but it ensures that anyone who reads your records in the future will also see your perspective documented alongside it. That option exists, and it’s worth using if you feel strongly about the record.
How to write a correction request that actually gets results
Your request must be in writing. A verbal conversation with your therapist about an error in your file is not a formal correction request under PHIA, even if your therapist agrees to look into it. Putting it in writing starts the 30-day clock and creates a paper trail you may need later.
A good correction request does four things clearly. First, it identifies you: your full name, date of birth, and the file or client number if you have it. Second, it identifies the specific record you want corrected: the date of the session note, the document type, or the section of your intake form. Third, it states what the error is and what the correct information should be. Fourth, it asks for written confirmation of the outcome.
Keep your tone factual and specific. A request that says “the session note from March 14 states I reported no history of anxiety, but I disclosed a history of generalized anxiety disorder at intake” is far more actionable than “my records are wrong and I want them fixed.” The more precisely you identify the error, the easier it is for the clinic to locate it and respond appropriately.
Send your request by email or registered mail so you have a record of when it was received. If you’re submitting it in person, ask for a dated receipt.
What happens after you submit your request
Once your therapist or clinic receives your written request, the 30-day response window under PHIA begins. Within that period, they must respond in writing. That response will either confirm that the correction has been made, explain why the request was declined, or ask for additional information if the request was unclear.
If the correction is accepted, the clinic should update the record and, where reasonable, notify anyone who received the incorrect information if that disclosure could affect your care. For example, if an incorrect diagnosis was shared with your family doctor as part of a referral, the corrected information should follow.
If the request is declined, the clinic must tell you why in writing. At that point, you have options. You can ask for a statement of disagreement to be added to your file, as described above. You can also file a complaint with the Office of the Information and Privacy Commissioner for Nova Scotia if you believe your rights under PHIA were not respected. That office has authority to investigate complaints and make findings, though the process takes time and is not a quick fix.
If you have questions about how this process works at Wholetherapy specifically, the FAQ page covers common questions about records, privacy, and how the clinic handles client information.
Common mistakes clients make when requesting corrections
The most common mistake is submitting a vague request. “I want my records corrected” without specifying what is wrong, where the error appears, and what the correct information should be gives the clinic very little to work with. The 30-day clock still runs, but the response may simply ask you to clarify, which costs you time.
A second mistake is conflating a correction request with a complaint. If you’re unhappy with your care, that’s a separate process from correcting a factual error in your file. Mixing the two in the same letter tends to muddy both. Address them separately.
A third mistake is not keeping copies. Before you submit anything, make sure you have a copy of your request and any supporting documents. If the clinic later says they never received it, or if you need to escalate to a regulator, your copies are your evidence.
Finally, some clients assume that because they’ve already left a clinic, they’ve lost their rights. You haven’t. Your rights under PHIA apply regardless of whether you’re currently a client. A former client can still request access to their records and submit a correction request, and the same 30-day response obligation applies.
Specific situations where a correction request matters most
Consider a client who is preparing for a custody proceeding and discovers that their therapy records contain an incorrect diagnosis that was never discussed with them. In that context, an uncorrected error isn’t just a paperwork problem. It could affect how a court or assessor interprets their mental health history. Getting that error corrected, or at minimum documented as disputed, is genuinely consequential.
Another situation: someone whose records were shared with an insurer as part of a disability claim, and the records contain a session note that misrepresents the severity of their symptoms. If the insurer used that information to make a decision, the client has an interest in both correcting the record and ensuring the corrected version reaches the insurer.
Or consider a client who moved from another province and had records transferred to a Nova Scotia clinic. Errors can enter records during transfers, particularly when paper records are scanned or when information is re-entered manually. Reviewing transferred records for accuracy is a reasonable step that most people skip.
If you’re working through something like EMDR therapy and your records are part of an ongoing treatment plan, accurate documentation matters for continuity of care, not just for legal or insurance purposes.
How to take the next step if you have concerns about your records
If you’ve identified an error in your therapy records and you’re ready to act, start by requesting a copy of your records so you can review them in full. You have the right to access your personal health information under PHIA, and that access request is separate from a correction request, though you’ll often need to do one before the other.
Once you’ve reviewed your file and identified the specific error, draft your correction request using the structure described above: who you are, what the error is, where it appears, and what the correct information should be. Submit it in writing and keep a copy.
If you’re unsure how to proceed, or if you want to understand how a specific clinic handles these requests before you submit anything, reaching out directly is a reasonable first step. You can contact us at Wholetherapy to ask questions about your records or the correction process without committing to anything formal. The goal is to make sure your file accurately reflects your history and your care, and that’s a reasonable thing to want.
For broader questions about how Wholetherapy handles privacy, records, and client rights, the FAQ page is a good starting point.
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 is required to respond to that request in writing within 30 days. This right applies whether you are a current or former client.
What if my therapist refuses to correct my therapy records?
If your correction request is declined, the clinic must tell you why in writing. If the information reflects clinical judgment rather than a factual error, the therapist is not required to change it, but you can ask for a statement of disagreement to be added to your file. If you believe your rights under PHIA were not respected, you can file a complaint with the Office of the Information and Privacy Commissioner for Nova Scotia.
How long does a therapist have to respond to a correction request in Nova Scotia?
Under PHIA, the custodian (your therapist or clinic) must respond in writing within 30 days of receiving your written correction request. The clock starts when they receive the request, which is one reason it’s important to submit by email or registered mail so you have a record of the date. If the clinic needs more time or more information, they should communicate that within the 30-day window.
Can I request a correction to therapy records if I’m no longer a client?
Yes. Your rights under PHIA do not expire when your therapeutic relationship ends. Former clients retain the right to access their personal health information and to request corrections to it. The same 30-day response obligation applies. If you’ve moved to a different provider or province, your records held by a Nova Scotia clinic are still subject to PHIA.
What is the difference between a correction request and a complaint about my therapy?
A correction request addresses factual errors in your health records, such as a wrong date, an incorrect diagnosis, or a misattributed statement. A complaint about your care addresses concerns about how you were treated, whether your therapist acted ethically, or whether the clinic followed proper procedures. These are separate processes handled by different bodies, and it’s worth keeping them distinct when you’re deciding how to proceed.