Health Information
Management Department
The Health Information Management Department (commonly known as the Medical
Records Department) is the central location for the processing and storage of
medical information. HIM serves a vital role in assuring compliance with State
and Federal guidelines, which are related to medical information. HIM also
serves physicians, hospitals, clinics, and patients with the appropriate
tracking, reporting and disseminating of medical information.If you should need copies of medical information from services received at Madison County Memorial Hospital, please contact or visit the HIM Department. We will need prior notification, along with a
properly executed Release of Medical Information form before we can release any
medical information, as there are specific Federal guidelines that we are
required to follow. After receiving the properly executed form/s, copies will be available for your pick up within seven working days. This time frame allows us to conduct for research and ensures the availability of the requested information.
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We can only release medical information to the patient or his/her designee. In the cases of a minor, records can be released to parents/guardians.
You may reach Health Information Management by calling
(850) 973-2271. Our fax number is (850) 973-8396.
Our office is open Monday – Friday from
FREQUENTLY ASKED
QUESTIONS
What is a medical
record?
It is a record of the information generated during the course of a patient’s treatment. It includes a variety of information in a variety of formats (written, electronic, x-ray film, et.), including personal, financial, social, and medical information. Your medical record serves as a basis for planning your care and treatment, a means of communication for the healthcare professionals contributing to your care, legal documentation describing the care you received, verification of services and treatment covered by your insurance, and basic data for health research and education.
Are medical records
confidential?
The information found in medical records is confidential. Patients confide in their physicians because they are assured of this confidentiality and might not share the necessary personal information if this privilege did not exist. Healthcare workers are mandated by law and by professional standards to protect patient confidentiality. There are also state and federal laws to protect information related to specific diagnoses such as psychiatric/psychological, treatment of substance abuse (drugs and alcohol), and AIDS/HIV.
How can I obtain a
copy of my medical records?
Request the copy from MCMH by calling or coming by the Health Information Management Department. Before records are released there must be a properly completed and signed release of information form executed.
Records will not be released while a patient is still hospitalized.
How long does it
take to get copies of my medical records?
It depends on the availability of the record. However, most requests are filled within five to seven days.
Can I review my
medical records in person?
You may review your medical record by appointment only. You may be charged a fee.
Who owns the
medical record?
Your record is the physical property of the hospital. However, the patient controls the release of the information contained in the record.
Is a consent for
release of information “good” forever?
No. It must be less than one year old. (A release must also be dated after the date of service.)
Who can access my
medical record?
In general, you must give permission for anyone, other than a member of your healthcare team, to have access to your medical record. By law, your records may be disclosed without your permission under certain circumstances such as in response to a subpoena or court order, to certain government and regulatory bodies, to someone who holds your power of attorney, to someone you have designated as your healthcare surrogate, to another healthcare provider for continued care, and to your healthcare insurer to obtain reimbursement for your care.
What can I do if I suspect that someone is looking at my medical record without my permission?
You should report this to the Privacy Officer appointed by your healthcare provider. For MCMH, call the Privacy Hotline at (850) 973-2442.
My son is a 19 year
old college student. My insurance
pays his hospital bills and I claim him as a dependent on my income tax.
Why can’t I see his medical records?
By law, only the adult (age 18 or older) patient or a legally designated representative has the authority to release the information contained in a medical record about them, regardless of who is paying the bills. Legally designated representatives include court-appointed guardians or others with power of attorney for the patient. For children under age 18, only a parent or court appointed guardian may authorize release of medical information.
My mother died last
year. Can I request a copy of her
medical records?
The next of kin or personal representative for the estate may request those records. It may be necessary to verify that the patient has actually died and the identify of the next of kin.
How long will you
keep my medical record?
By
My husband and I
are divorced. Can we both have
access to our children’s medical records?
Yes, unless parental rights have been severed by the court.