Jordan Ellis
If you are looking to request your child's medical records from a hospital, there are a few steps you can take. Firstly, many hospitals offer online patient portals, such as MyChart, where you can access your child's medical information. If the records you require are not available through the patient portal, you may need to submit a written request. This can usually be done by mail, fax, or in person, and some hospitals also accept requests by email. There may be a fee for providing copies of medical records, and you may need to provide a valid form of identification. It is important to note that due to the large volume of requests and compliance regulations, requests for medical records may take up to several weeks to process.
| Characteristics | Values |
|---|---|
| Online access | Available through MyChart, MyChildrensPortal, or Phoenix Children's Patient Portal |
| Online request process | Log in to MyChart, fill out an editable PDF form, or use the Verisma Request App (for attorneys) |
| In-person request process | Submit a written request to Health Information Management |
| Mail request process | Send a completed Medical Record Request Form to the Health Information Management Department |
| Fax request process | Fax the completed Medical Record Request Form to the provided number |
| Request fee | Varies; may include a base fee plus additional charges per page |
| Processing time | Typically up to 10 business days, may take up to 21 or 30 days in some cases |
| Records provided | Appointment information, medications, lab results, diagnostic images, visit history, etc. |
| Records not provided | Clinic notes, letters, operative notes, audiology reports, etc. |
| Consent requirements | Signed consent required on or after the treatment date; patient signature required if 12 years old or older for behavioral/psychiatric records |
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What You'll Learn
Requesting records via MyChart
To request sick kids' hospital records via MyChart, you must first have a MyChart account. If you are a parent or legal guardian, you can sign up for proxy access to your child's account. This will allow you to view their medical records, schedule and manage appointments, renew prescriptions, and communicate with their care team.
To apply for MyChart proxy access, you must fill out the appropriate MyChart Access Request Form. The Health Information Management team will review your application. If your application is approved, you will receive an email with your activation code and instructions on how to log in.
Once you have a MyChart account and have been granted access to your child's records, you can log in to your child's MyChart account to access their medical information. You will be able to view, print, or download information to your computer.
It is important to note that, due to privacy and confidentiality concerns, there may be limitations on the specific types of information that are accessible through MyChart. In some cases, you may need to submit a formal request for certain types of records. This can be done directly through MyChart via the Document Center. Alternatively, you can submit a written request by mail or email to the Health Information Management department.
Overall, requesting records via MyChart can provide a convenient and secure way to access your child's medical information without having to make a formal written request.
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Requesting records by mail
To request sick kids' hospital records by mail, you will need to submit a written request to the Health Information Management department of the relevant hospital. Here is a step-by-step guide on how to do this:
Identify the relevant hospital and department
First, you need to identify the hospital where your child received treatment and locate the contact information for their Health Information Management department. This department is typically responsible for handling medical record requests.
Gather the necessary information
Before making your request, ensure you have the following information ready:
- The patient's full name and date of birth
- Specific information being requested (type of report/information, dates of service, etc.)
- The purpose for which the information will be disclosed (e.g. inspecting health information, obtaining a copy, etc.)
- The name and address of the person or organization to whom the information will be sent
- Any relevant medical record numbers, health card numbers, or other identification numbers
- The authorization's expiration date, if desired (otherwise, the authorization is typically valid for 180 days from the date signed)
Obtain and complete the necessary forms
You will need to obtain and complete the appropriate medical record request forms, which are usually available on the hospital's website or by contacting the Health Information Management department directly. Fill out the forms accurately and completely, providing all the necessary information mentioned in the previous step.
Include any required authorizations or consents
Make sure to include any necessary authorizations or consents with your request. For example, if you are requesting records on behalf of your child, you may need to provide documentation that establishes your parental or legal guardianship status. Additionally, the patient's consent may be required, especially if the request is related to sensitive information or treatment received after a certain date.
Specify the format and delivery method
Clearly indicate your preferred format for receiving the records (e.g. electronic or physical copies) and your chosen delivery method (e.g. mail, email, or fax). Some hospitals may charge a fee for providing copies of medical records, so be sure to inquire about any applicable fees and payment methods.
Submit your request by mail
Finally, mail your completed and signed request form, along with any required authorizations and payments, to the address specified by the hospital's Health Information Management department. Remember to keep a copy of your request for your records.
Please note that processing times for medical record requests may vary between hospitals, and there may be delays due to high volumes or compliance regulations. Always refer to the specific guidelines provided by the hospital you are requesting records from.
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Requesting records by fax
To request sick kids' hospital records by fax, you will need to fill out a request form and, in some cases, an authorization form. The exact forms required will depend on the hospital and the type of records requested. Here is a step-by-step guide:
Identify the Required Forms:
Different hospitals have different procedures, so it's important to check their websites for specific instructions. Some common forms include:
- Medical Record Request Form: This form is used to request your child's medical records. It typically requires the patient's full name, date of birth, specific information requested, and the purpose of the request.
- Authorization for Release of Information: This form authorizes the release of protected health information to a specified individual or entity. It may be required when requesting records on behalf of a patient or for disclosure to a third party, such as an attorney or insurance company.
- Request/Authorization for Access to Personal Health Information: This form is specifically for requesting diagnostic imaging reports and CDs containing MRI, CT scans, or ultrasound images.
Complete the Necessary Forms:
Fill out the required forms accurately and legibly. Make sure to include all the necessary information, such as the patient's full name, date of birth, specific records requested, and the purpose of the request. Some hospitals may require additional information to verify your relationship to the patient and your authority to request their records.
Submit the Forms by Fax:
Fax the completed forms to the hospital's Health Information Management (HIM) department. The fax number will vary depending on the hospital. Here are some examples:
- Nationwide Children's Hospital: (614) 355-0797
- Children's Wisconsin: (414) 266-6316
- Phoenix Children's Hospital: (602) 933-2469
- Children's Minnesota: (612) 813-5980
Follow up on the Request:
Record requests may take several days to process, and delays may occur due to high volumes. After faxing the forms, you can follow up with the hospital's HIM department to confirm receipt and inquire about the status of your request.
Remember to include all the necessary information and ensure your relationship to the patient is clear to facilitate a smooth and timely records request process.
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Requesting records in person
If you are looking for appointment information, medications, lab results, diagnostic images reports, after-visit summaries, and other letters since June 2018, you can request a MyChart account. MyChart is a secure, online patient portal that provides access to parts of the SickKids electronic health record.
If the records you are looking for are not in MyChart, or you are not eligible for a MyChart account, you must submit a written request to Health Information Management. Records typically not included in MyChart are clinic notes, letters, operative notes, audiology reports, and other test results. Due to COVID-19, SickKids is currently unable to facilitate requests to view patient charts in person. However, once regular services resume, you may request to view your chart in person.
- Identify the relevant department: Visit the hospital's website or contact their customer service to find out the specific department or office where you need to go to request records in person.
- Prepare the necessary documentation: Before your visit, ensure you have all the required documentation. This typically includes a completed request form and a valid form of identification. The request form may vary depending on the hospital and the type of records requested. Some common information required on the form includes:
- Patient's full name and date of birth
- Specific information being requested (type of report/information, dates of service, etc.)
- Purpose for which the information will be disclosed (inspect health information, obtain a copy, etc.)
- Name and address of the person or organization to whom the information will be sent
- Authorization's expiration date (optional, but typically valid for 180 days from the date signed)
- Patient's address and phone number (optional)
- Health Card Number (optional, leave blank if unknown)
- Medical Record Number (optional, leave blank if unknown)
- Visit the office: During their business hours, go to the identified department or office. You may need to make an appointment in advance, especially if you wish to view the records without making copies.
- Submit the request: Present your completed request form and provide your identification for verification. Depending on the hospital's procedures, you may be able to submit the request at a front desk or concierge service, or you may need to request assistance from a staff member.
- Pay any applicable fees: Some hospitals may charge a fee for providing copies of medical records. These fees vary and may be waived in certain circumstances, such as when the records are sent directly to a healthcare provider.
- Arrange for pickup or delivery: Depending on the hospital's policies and your preference, you may be able to receive the records immediately, or they may need to process your request and notify you when the records are ready for pickup or delivery.
Please note that due to COVID-19 restrictions, some hospitals may have specific guidelines or limitations for in-person visits. It is recommended to check their website or contact them directly to understand any additional protocols or requirements before your visit.
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Requesting records via email
When requesting health records via email, it's important to follow the correct procedures and provide all the necessary information to ensure your request is processed efficiently. Here are the steps to guide you through the process:
Identify the Relevant Department
Locate the contact information for the Health Information Management (HIM) department or the Medical Records department of the hospital. This department is typically responsible for handling health record requests. You can usually find their email address on the hospital's website or by searching for ""[Hospital Name] health records email" online. Make sure to use the official hospital website to obtain the correct email address.
Prepare the Required Information
Before sending your email request, gather all the necessary information. This typically includes personal details such as the patient's full name, date of birth, and specific information about the records you are requesting, such as the type of report or information, dates of service, and the purpose of your request. Some hospitals may also require additional information, such as the patient's address or other forms of identification.
Compose the Email
When drafting your email, it's important to be clear and concise. Begin by stating your full name and your relationship to the patient (e.g., parent, legal guardian, or patient themselves). Clearly state that you are requesting access to the patient's health records. Provide all the relevant information mentioned in the previous step, including the patient's personal details and specifics about the records you require. If you are requesting records for a specific period, be sure to include those dates.
Attach Any Required Forms
Some hospitals may require you to complete and attach specific authorization forms to your email request. Check the hospital's website or contact their records department to obtain the necessary forms. Ensure you have filled out the forms accurately and completely before attaching them to your email.
Send the Email and Follow Up
Once you have composed your email and attached any necessary forms, send it to the appropriate email address. Make a note of the date you sent the request. If you do not receive a response or confirmation within a reasonable amount of time (usually a few business days), follow up with the records department to ensure they received your request. They may provide you with a request number or confirmation for your reference.
Note on Processing Times and Fees
Keep in mind that processing times for health record requests can vary. Some hospitals may take up to 21 or 30 business days to fulfil your request. Additionally, there may be fees associated with obtaining copies of health records. These fees can vary depending on the number of pages requested and the hospital's fee schedule. Always review the hospital's policies regarding processing times and fees before submitting your request.
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Frequently asked questions
You can request your child's medical records by submitting a request form via mail, fax, or in person. Some hospitals also offer online records request tools.
Many hospitals provide access to medical records through MyChart accounts. However, if you do not have a MyChart account or cannot access the required records, you may need to submit a written request.
Yes, some hospitals charge a processing fee for providing medical records, which may vary depending on the number of pages requested. There may also be additional administrative fees.
Processing times vary between hospitals, but it generally takes a few business days to a few weeks. Some hospitals offer expedited processing for urgent requests.
You will typically need to provide the patient's name, date of birth, and medical record number (if known). Some hospitals may also require a health card number and signed consent for the release of information.
