Pittsburgh Children's Hospital: Record Retention Policies Explained

The UPMC Children's Hospital of Pittsburgh, also known simply as Children's, is the only hospital in Greater Pittsburgh dedicated solely to the care of infants, children, teens, and young adults up to around age 26. The hospital is affiliated with the University of Pittsburgh School of Medicine and features a state-verified level 1 pediatric trauma center. In 2002, Children's Hospital was one of the first pediatric hospitals to implement a computerized provider order entry (CPOE) system, removing written orders from the medication ordering system and creating a unified electronic medical record (EMR) system. The Health Information Management (HIM) Department maintains records for all inpatient, same-day surgery, and outpatient services, and access to these records is protected by Pennsylvania State Department of Health regulations and the Health Insurance Portability and Accountability Act (HIPAA). While it is not clear how long the hospital keeps patient records, individuals can request their medical records by completing and signing an Authorization for Release of Protected Health Information form and sending it to the Health Information Management Department.

The Health Information Management Department maintains records for all inpatient, same-day surgery and outpatient services

The UPMC Children's Hospital of Pittsburgh, popularly known simply as Children's Hospital, is dedicated to the care of infants, children, teens, and young adults up to around age 26. The hospital is also known to treat older adults requiring pediatric care.

The Health Information Management (HIM) Department maintains records for all inpatient, same-day surgery, and outpatient services. To request a child's medical records, parents or legal guardians must complete and sign an Authorization for Release of Protected Health Information form. The form can be mailed or faxed to the Health Information Management Department. The record can be requested in several formats, including electronic and paper. The hospital charges a reasonable cost-based fee for copies of medical records.

The Children's Hospital was one of the first pediatric hospitals to implement a computerized provider order entry (CPOE) system in 2002. The CPOE system removed written orders from the medication ordering and delivery process, creating a unified medication record. The hospital has also implemented an advanced electronic health record system (EHR) to maintain patient records.

The Health Information Management Department at the Children's Hospital Pittsburgh is committed to protecting the privacy and security of patient information. The department adheres to the regulations set by the Pennsylvania State Department of Health and the Health Insurance Portability and Accountability Act (HIPAA). The hospital has partnered with Verisma, a national correspondence company, to securely process and copy medical records requested by parents and third-party requestors.

Parents can request their child's medical records in paper or electronic format

The UPMC Children's Hospital of Pittsburgh maintains health records for all inpatient, same-day surgery, and outpatient services. The hospital has been paperless since 2002, with each child's full history, including radiology images and medications, stored electronically.

UPMC Children's Hospital of Pittsburgh

Health Information Management Department

4401 Penn Ave.

Pittsburgh, PA 15224-1334

Alternatively, parents can email RecordRelease@chp.edu or call 412-692-6834 with any questions about requesting medical records.

The hospital charges a reasonable, cost-based fee for copies of medical records, unless they are requested to maintain continuity of care. These fees follow the Pennsylvania State Department of Health Charges for Medical Records fee schedule.

According to US law, parents have access to their child's medical records until the child turns 18. However, there are some exceptions to this rule. For example, if the parent agrees that the child and healthcare provider may have a confidential relationship, the parent would not be considered the minor's personal representative under the Privacy Rule, and would not have access to the medical records. Additionally, in some states, parents lose access to their child's mental health records at ages 15 or 16.

The hospital uses a national correspondence company, Verisma, to copy and process records

The UPMC Children's Hospital of Pittsburgh, popularly known simply as Children's, is the only hospital in Greater Pittsburgh dedicated to the care of infants, children, teens, and young adults up to around age 26. The hospital also treats older adults requiring pediatric care.

The Health Information Management (HIM) Department maintains records for all inpatient, same-day surgery, and outpatient services. The HIM department provides access to medical records in several formats, including electronic and paper. The hospital's implementation of a computerized provider order entry (CPOE) system in 2002 has helped streamline the process, removing written orders from the medication ordering system and creating a unified medication record.

In 2009, Children's Hospital became the first pediatric hospital in the United States to achieve a Stage 7 Award from HIMSS Analytics for its virtually paperless patient record environment and comprehensive use of electronic medical records (EMR). This recognition highlighted the hospital's forward-thinking approach to planning and implementing a campus-wide wireless data network with 2,000 access points, enabling efficient access to electronic health records.

To request medical records from the UPMC Children's Hospital of Pittsburgh, individuals can complete and sign the Authorization for Release of Protected Health Information form. This form can be mailed or faxed to the Health Information Management Department at the hospital's address.

The hospital was one of the first pediatric hospitals to implement a computerized provider order entry (CPOE) system

The UPMC Children's Hospital of Pittsburgh has long been a pioneer in the field of healthcare. In 2002, seven years before the opening of its new hospital building, the hospital became one of the first pediatric hospitals to implement a computerized provider order entry (CPOE) system. This system revolutionised the way patient data was stored and managed, marking a significant shift towards a paperless environment.

The CPOE system replaced the traditional written orders in the medication ordering and delivery processes with a digital alternative. This change resulted in the creation of a unified medication record for each patient, improving efficiency and safety. The electronic medical record (EMR) system ensured that each child's full medical history, including radiology images and medications, was securely stored electronically.

The implementation of the CPOE system was a bold step towards the hospital's goal of becoming paperless. This ambition was fully realised when the new hospital opened its doors in 2009, with staff already accustomed to working in a digital environment. The hospital's forward-thinking approach to technology was recognised when it became the first pediatric hospital in the United States to receive the Stage 7 Award from HIMSS Analytics in the same year.

The Health Information Management (HIM) Department at UPMC Children's Hospital of Pittsburgh maintains comprehensive medical records for all inpatient, same-day surgery, and outpatient services. These records are protected by the Pennsylvania State Department of Health regulations and the Health Insurance Portability and Accountability Act (HIPAA). To access their child's medical records, parents or authorised individuals must complete and submit the necessary forms, with the hospital providing records in both electronic and paper formats upon request.

The hospital is affiliated with the University of Pittsburgh School of Medicine

The UPMC Children's Hospital of Pittsburgh, popularly known simply as Children's, is affiliated with the University of Pittsburgh School of Medicine. The hospital houses the paediatrics division of the University of Pittsburgh School of Medicine, and attending physicians at the hospital are also professors at the school. The hospital's teaching program is home to 275 interns and residents at the university.

The hospital is also a leader in the treatment of childhood conditions and diseases, pioneering the development of new and improved therapies. It is consistently ranked as one of America's best children's hospitals. In 2024-25, it was ranked in the top 11 in all specialties by U.S. News & World Report.

The hospital has a long history of innovation in medicine. In 1947, Dr Jonas Salk took a job at Children's and at the University of Pittsburgh School of Medicine as an associate professor of bacteriology and the head of the Virus Research Lab. While there, he began research on polio and the process of developing a vaccination. In 1952, he created the first polio vaccination. In 1971, hospital physician Dr Richard Moriarty created the campaign, logo, and sticker for Mr Yuk, which warned children about poisons. In 1981, pioneering surgeon Dr Thomas E Starzl came to the hospital and launched the country's first paediatric and adult liver transplant programme.

The hospital has been at the forefront of implementing electronic medical record (EMR) systems. In 2002, it was one of the first paediatric hospitals to implement a computerized provider order entry (CPOE) system, removing written orders from the medication ordering system and delivery process. In 2009, it became the first paediatric hospital in the United States to achieve a Stage 7 Award from HIMSS Analytics for achieving a virtually paperless patient record environment and the most comprehensive use of EMRs.

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