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University of Washington

I have a question about my medical record and release of information.

1. Why is it important to maintain a medical record?

Each time you visit a Hall Health Center provider, a record of your visit is made. Typically this record contains your symptoms, examination and text results, diagnoses, treatment, and a plan for future care or treatment. This information, often called your health or medical record, serves as:

  • the basis for planning medical care and treatment
  • a means of communication among the many health care professionals who contribute to your care
  • a legal document describing all the health care received by the patient
  • a source of data for research and planning
  • a means by which you or a third-party payer can verify that the services billed are actually provided

2. Who maintains my Hall Health Center (HHC) medical record?

HHC maintains an individual and confidential medical record for each person receiving care.

3. Who owns my medical record? (Please note: laws may vary from state to state)

Your health record is the physical property of the healthcare provider/facility but you have a right to:

  • Review and/or have a copy of that record.
  • Ask to have your medical record corrected.
  • Not have your medical information disclosed to others unless you direct us to do so or unless the law authorizes or compels us to do so.

4. Can my medical record be disclosed without my authorization?

Yes, there are state laws, which provide disclosure without patient authorization but every effort is made to get a written authorization from the patient prior to release.

Examples: referrals to another provider, court orders, and insurance companies for billing purposes.

5. How can I request a review of my medical record?

Contact your clinic/provider to set-up time to review your record. When you come in to review your record, you will be asked to sign a written Authorization to Release Medical Records.

For Mental Health Records, contact the clinic or your provider. When you come in to review your record you will be asked to sign a written authorization.

6. How do I request a personal copy of my medical record?

Patients can request a personal copy of their medical record only after an Authorization to Release Medical Records is signed. These forms are available at Hall Health Center Health Data Services - Room 30. Patients can also request their record in writing. To be valid the authorization must include the following required information should be included:

  • Full name and address at the time of treatment. (Include any former names)
  • Date of Birth
  • Name and address of person or facility to which disclosure is to be made
  • Type of information to be disclosed. (i.e. summary of visit, last pap/annual exam, all medical records etc)
  • Your signature
  • State the purpose of need for the information
  • Date of the authorization

NOTE: if you think that your medical record contains information related to: Mental Illness or Mental Health treatment records, Drug and Alcohol abuse treatment records, HIV/AIDS or Sexually Transmitted Diseases (STDs) treatment records, then your authorization should specifically state that you are allowing the provider or facility to release this information. The above categories are referred to as "protected records".

Effective September 1, 2008: Personal copy is $0.47 cents per page (excludes sales tax & postage).

7. How do I request a transfer of my medical record to another provider or facility?

An Authorization to Release Medical Records must be signed. The forms are available at HHC Health Data Services- Room 30, or your provider's office/clinic.

8. Is there a charge involved?

Patients requesting a personal copy of their record can be charged a "reasonable fee". This fee is set by Washington State laws and is subject to change. Refer to Revised Code of Washington (RCW) 70.02.010.

Effective September 1, 2008: Personal copy is $0.47 cents per page (excludes sales tax & postage).

Medical records being sent to another provider/health care facility can be sent at no cost to the patient.

9. How long does it take to process a release of information?

Records will be made available in a timely fashion not to exceed 15 working days. If records are not available at the time of request, patients will be informed of the status of their medical records and the medical record will be produced within 21 days from the receipt of the request. If the information requested does not exist or cannot be found the patient will be notified within 15 working days. (RCW 70.02.080, 70.02.090)

NOTE: requests from other healthcare facilities may take longer than 15 working days especially if you are requesting records from out of state.

10. How long will HHC maintain my medical record?

According to Washington State law, medical records must be kept 10 years from the last date of encounter or 10 years after the patient is 18 years of age, whichever is longer. (The retention cycle may vary from state to state. Check with the provider or health care facility for specific information.)

There are many organizations that provide health care consumers information related to Patient Health Information (Medical Records, Patient Records.) Many of the sites listed below provide further links to other helpful websites. If you have any questions or concerns related to your medical record you may contact your provider or clinic. Some health care facilities have a Health Information Department (Medical Record Department) that can address a patient's questions or concerns.

If you would like more information or to make an appointment with us, please call (206) 616-2495.