Obtaining Copies of Medical Records

1. The patient or patient's legal guardian will need to complete and sign an authorization form to release medical records.

2. Click here to download the form Request for Release of Medical Information ( Adobe PDF PDF, 37k).

3. Submit signed authorization form and fees if applicable, to Health Information Management by mail or by faxing the signed form to
443-481-4111.

5. Record delivery options:

• Pick-up from Release of Information Management customer service window during business hours (Monday – Friday 8am to 4:30pm). A photo ID is required.
• Mailed to designated address on authorization form.
• Faxing is only used to send records for immediate patient care to physician offices, hospitals, or other treatment facilities.

Processing Time:

• Turnaround time is 10 to 14 business days except when needed for continuing care.
• Walk-in requests are accepted for the following:
  • Abstract record, ED Records, Radiology Reports/Radiology Images (CD), Laboratory, or request for single document from your medical record (i.e., Discharge Summary, History and Physical, Facesheet, etc…) for 5 or fewer visits.
• Request for "Complete Medical Record" will be processed by Release of Information vendor and in accordance with Maryland law, fees will be charged for the records. See record fees on this page.

References sites

• Authorization for Use and Disclosure of Medical Information
• Letter of Administration
• Advance Directives
• Health Information Privacy (HIPAA)
• Consumer Rights 

FAQs

How do I request a copy of my medical record?

Complete and sign a copy of Authorization Release of Medical Record form and submit it to Health Information Management by mail, fax or drop off.

Drop off Authorization form at Release of Information customer service window located on 1st floor of Hospital Pavilion North. Do I have to pay for copies? A fee will be charged for records for 5 or more visits or for a copy of complete medical record.:

Please contact (443) 481 – 4123 to verify fees for your request.

How long does it take to receive my records?
It will take at least 10 to 14 business days to process requests. Walk – in request for Abstract record, ED records, and request for individual documents from the record (H&P, Discharge Summary, and Radiology Report) for 5 or fewer visits can be processed same day, usually. Questions about your request, contact Release of Information
443-481-4123

What if I believe there is an error in my medical record?
You will need to complete a "Request for Amendment of the Medical Record" form that can be obtained from the Release of Information customer service window, during normal business hours (8am-4:30pm), or you may request to have the form mailed to you. On the form, clearly specify the date of service in question, the change to be made, and the reason for the change. You may mail the form to Health Information Management Department or drop off the form at the Release of Information customer service window (located in Hospital Pavilion South Tower).

Note: In accordance with Maryland law, amendment request are allowed up to 30 days for processing. How can my spouse get my medical records?

How can my spouse obtain my medical record?
To obtain your medical records, your spouse must have valid authorization – signed by you or your legal representative- specifying that your medical records may be released to him/her.

How do I get a copy of my deceased family member's records?
You will need a Letter of Administration or Will stating you are the executor of estate for the deceased patient. You can obtain a Letter of Administration at the Office of Register of Wills, Circuit Courthouse (see link: http://registers.maryland.gov/main/faq.html#faqtop)

Who should sign a release for a minor?
If the patient is younger than 18 years of age, the parents have rights to their child's medical record.
If the patient is 18 years of age or over, the patient will have to sign for himself/herself, unless a legal guardian has been established by the court. Documentation of authority to sign for the patient must be provided.

Can I request an electronic copy of my records?
Yes. The Authorization for Use and Disclosure of Medical Information form has a section for format and select "electronic" for a copy of your records on CD.

Services Offered

• Copies of medical records (Paper or CD)
• Copies of Radiology Images (CD)
• Request for medical records amendment
• Onsite medical record review. Must be scheduled at least 3 days in advance of review

Record Fees

In accordance with Maryland law, fees do apply for processing record request for personal use. Number of Copies Medical Records 1 to 10 pages Free

Number of Copies	Medical Records
1 to 10 pages	Free
10 and above pages	$.76 per page

Request for 6 or more visits a fee of $.76 cents for each page of the medical record will be charged

No charges apply when records are mailed to another healthcare provider for continuing care.

Radiology images will be provided on CD free of charge.

Medical record review in the Health Information Services office may be done at no charge if scheduled with 3 days advance notice.

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