Email script: requesting your wait position

Ontario hospitals and clinics are required to provide your wait list position on request. Most have a referral coordinator or patient services contact you can reach by email or phone.

How to find the contact

1. Call the main number of the hospital and ask for the Referral Coordination Office or Patient Services
2. Check the hospital website under "For Patients" — most publish a referral coordinator contact
3. Ask your GP's office — they sent the referral and should have the contact on file

The email template

Copy and customize this:

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Subject: Wait list position inquiry — [Your Name], referral from Dr. [GP Name]

Dear Referral Coordinator,

My name is [Your Name] and I was referred to [Facility Name] by Dr. [GP Name] on approximately [date] for [procedure name].

I would like to know:

1. Has my referral been received and accepted?
2. What is my current estimated wait time?
3. What is my position on the wait list?

My date of birth is [DOB] and my health card number is [OHIP number].

Please feel free to reply to this email or reach me at [phone number].

Thank you, [Your Name]

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What to expect

• Most facilities respond within 3–5 business days
• If you don't hear back within a week, follow up by phone
• If you are told the referral was not received, ask your GP to re-send and get a confirmation number

Your rights

Under the Excellent Care for All Act, Ontario patients have the right to receive information about expected wait times. If a facility refuses to provide this, you can escalate to the Ontario Patient Ombudsman at 1-888-321-0339.

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Template last reviewed May 2026. Adjust the language to match your situation.