Medical Records

To request a copy of your records, complete the Authorization to Disclose Confidential Information form and bring it to the Medical Records department. You may also fill out the form at the Records window.

Authorization to Disclose Confidential Information, English

Authorization to Disclose Confidential Information, Spanish

Authorization to Disclose Confidential Information, Creole

You may request records for your children until they turn 18. There are some exceptions. We cannot release records related to reproduction or drugs and alcohol without the child’s permission once the child turns 14. We cannot release records related to mental health without the child’s permission once the child turns 13.

Fees

There is no fee for records that are sent directly to a health care provider. There is also no fee for records that are requested by Medicare or other public assistance programs. There is no fee charged for patients who request a copy of their own records.

 

Frequently asked questions about medical records

 

May I receive a copy of my medical records by mail?

We can mail your medical records to the address you specify on the authorization form, or you can arrange to pick them up 8 a.m. to 5 p.m. Monday–Friday.

Can a representative or family member pick up my medical records?

If you are unable to pick up your records, you may send a representative. They must have the following items:

• A notarized letter from you stating that they have permission to pick up the records on your behalf
• Their picture ID
• A copy of your picture ID

Will you fax medical information in response to a request?

We will fax medical records only to another health care provider or facility.

How long will it take before I receive my records?

Requests are generally honored in 5-10 business days. In exceptional circumstances, it may take up to 15 days.

Is there a fee for record requests?

There is no fee for records that are sent directly to a health care provider. There is also no fee for records that are requested by Medicare or other public assistance programs. There is no fee charged for patients who request a copy of their own records. A fee is charged if the requestor is not the patient or the patient’s representative. Call Medical Records for details.

If I want my records sent to another healthcare entity or physician for an upcoming appointment is there a fee?

There is no fee when records are being sent for continued patient care. There are fees for records requested for personal use, such as for attorneys, insurance companies, workman’s compensation claims, or disability claims.

If records are received by the health department from an outside facility, are those records re-released?

If the records were used by the Department to assist in treating the patient, they can be re-released. Records from an outside facility can also be re-released if requested by a court order.

Does the Authorization to Disclose Confidential Information have an expiration date?

The authorization form expires one year from the date it is signed, unless the requestor enters an earlier date on the form.

Can I review my records without requesting copies?

Yes, you can review your records. Contact Medical Records to schedule an appointment. Medical Records staff will not be able to answer clinical questions. If you have clinical questions, please let us know when you schedule the appointment so we can try to reach the appropriate clinical staff.

Can I request my records to be sent to me via email?

No, we cannot send records via email.

What is the Notice of Privacy Practices?

The Notice of Privacy Practices explains how health care providers may use patient information. The notice is posted in health department facilities and is available at customer service counters. Click the following links to download a copy.

Notice of Privacy Practices, English

Notice of Privacy Practices, Spanish

Notice of Privacy Practices, Creole