The Health Information Department is available for requesting records from 8 a.m. to 4:30 p.m. Monday through Friday. Please note that this office has moved to a new location. We are now in the Applegate Medical Building, across the street from the hospital (enter the front main entrance and it will be the first office on the left). Walk-In requests are available for small requests, but if you have a large request, we ask that you call in advance so that we can have them ready for you when you arrive. HIM releases medical records for all facilities owned by Pershing Health System. Please contact the HIM department and we will be happy to assist you with your medical records requests.
For requesting records:
Please note that there are several HIPAA regulations that we must follow prior to processing your requests.
- A married couple does not automatically have access to their spouse’s medical records without the written permission of the other spouse.
- Patients must sign a release of information form when picking up medical records. Please bring a picture ID with you as you may be asked to provide this information when picking up your records.
- Patients must sign for themselves if they are over the age of 18. A parent may not pick up their child’s records if they are over the age of 18, even if they still live at home and the parent provides their health insurance. If the patient is over the age of 18 and has a legal guardian, you must provide documentation that states you are the guardian and the appropriate legal personnel must sign it.
- If the patient is under 18, a parent or legal guardian must sign for the records. There are several instances when a patient under the age of 18 may pick up their own records, i.e., if they have a child of their own, they are married, or if the records pertain to pregnancy, STD testing or mental health issues as outlined by HIPAA.
- When requesting records for a deceased patient, please note that any DPOA or Advanced Directive that was signed while the patient was living is null and void upon the death of the patient. In order to have access to these records, you must obtain papers from the court stating you are the executor or administrator of their estate or in some cases, the request can be granted based on a hierarchy system with next of kin having access. Each request will be reviewed on a case-by-case basis to see who qualifies as next of kin. If you are deemed next of kin and able to pick up records you will need to provide a copy of the death certificate and show that you were actively involved in the care of the patient prior to their death.
A request for medical records does not guarantee that the request will be fulfilled. There are certain instances where records will not be released. Please contact the HIM department and we will be happy to assist you with all of your medical record request needs.
To meet your needs further, we also offer the portal to view your health record. To access your portal, please call the department to receive an invite.