Accessing a client's record because a condition is of interest, uncommon or educational is not an authorized reason for access. Unauthorized viewing of personal health information ("snooping") is considered a privacy breach and may result in a report being sent to CNO and/or the Office of the Information and Privacy Commissioner (IPC) of Ontario. Nurses should seek educational opportunities that do not require accessing identifiable client records when they are not involved in the client's care.

It is appropriate to access a client’s record only when there is an authorized, care-related purpose connected to the nurse’s role. If a transfer is only possible and the client has not yet been assigned to the nurse, access may not be appropriate. Once the nurse is assigned to provide or assist with the client’s care, they may only access the information needed to prepare for and provide safe nursing care.

A nurse should not access a client’s health record because of a personal relationship or informal request. Even if the client gives consent, the nurse must consider whether they are authorized to access the record in their professional role and whether the access is connected to providing or assisting with care. The client should be directed to the organization’s process for obtaining results or accessing their health information. Nurses should maintain professional boundaries, protect confidentiality and follow employer policies for access requests.

Even if information is easy to access in an electronic record system, nurses should only access information that is necessary for providing care or carrying out authorized duties. Curiosity, personal interest or familiarity with the client do not constitute an authorized purpose. Access should be limited to the minimum amount of information required to provide nursing care.