What is a medical record?

Every time you visit your doctor or hospital, information about your visit is gathered.  This information is stored in your medical record.  Your medical record is used to help doctors and other medical workers plan how to take care of you.  It also shows the care you received.

Why is it important for me to understand my medical record? 

The folder that holds your medical record information belongs to the doctor or hospital.  The information in your medical record belongs to you.  It is important that you understand what is in your medical record, because it helps you to:

• Make sure your medical record is correct and complete; and
• Be aware that information from your medical record may be given to others with your permission.

 How can I see my medical record or get a copy of it?

Call your doctor's office or the hospital where you were treated.  You may have to fill out a form that asks you to say what information you would like to have.  Sometimes, you will be asked to pay for the copies.  Be sure to ask how much it will cost before the copies are made.  You can save money by asking for information about a particular sickness or injury and not the whole record. 

How do I get my medical record if I can't find my doctor, or the doctor has died?

The law says your doctor must keep your medical record for a certain amount of time.  There may be people who can help you get your record.  Try calling these places:

• The Columbus Medical Association at 240-7420, extension 114;
• The Columbus Academy of Osteopathic Medicine at 486-6634;
• The State Medical Board of Ohio at 466-3934 and ask for the Verification Department;
• The hospital where your doctor worked;

• Local companies that store medical records.  Some of the companies that store medical records in the Columbus area include:

• Andrews Record Management at 777-1701 Fireproof Record Center at 299-2122 Iron Mountain Record Storage at 430-3363  

What if I want my shot record?

If you still can't find your shot record after you have called the places listed above, you may need to get your shots again.   Ask your doctor about this.

I am moving to a different city.  How do I send my medical record to my new doctor or hospital?

Ask the doctor or hospital that is now taking care of you to send a copy     of your medical record to your new doctor or hospital; or ask for a copy of your medical record so that you can carry it with you to your new doctor or hospital.  

I was given a Notice of Privacy Practices.  What is this?  Do I have to sign it?

No.  A law called HIPAA gives you some rights to your medical record information and protects the information in many ways. 

The law says that doctors and hospitals must give you their Notice of Privacy Practices.  The notice tells you:

• How doctors and hospitals may use the information from your medical record;
• When doctors and hospitals may give information from your medical record to  others; and 
• How you can see your medical record and get a copy of it.

You will be asked to sign a paper that says you have been given the notice.  You do not have to sign it if you do not want to. Nothing bad will happen to you if you do not sign the paper.  The doctor or hospital cannot stop treating you just because you do not want to sign the paper.

Click here to obtain Notice of Privacy Practices

How does the HIPAA law protect the information in my medical record?

You can ask for limits on how the information in your medical record is used or given to others.  However, doctors and hospitals do not have to agree to what you want.  Also, you can look at your medical record and get a copy of it.

You can ask that changes be made to your medical record if you think something in your medical record is wrong.  

Call the doctor or hospital where you were treated.   Sometimes, the doctor or hospital will not okay the change you want to make.  If that happens, you can ask that a note about the change you wanted to make be placed in the record.  Anyone who asks for a copy of your medical record in the future will see your note.  You can see what information from your medical records has been given to others with your permission.

Can information from my medical record be given to someone else without my permission?

Yes.  Information from your medical record can be given:

• To doctors and hospitals so that they can take care of you;
• To pay the doctors and hospitals for taking care of you;
• To family members or others who are taking care of you;
• To the police when there might be abuse, neglect, domestic violence or criminal activity; and
• To the courts when there is a court order.

What do I do if I think someone has made a mistake by giving information from my medical record?  

Find out who the Privacy Officer is at your doctor's office, hospital, or insurance company and write or call that person about the mistake.  If doing that doesn't help, write a letter to the government office that checks out HIPAA complaints. Their address is:

U. S. Department of Health and Human Services
HHS Privacy Advocate John Fanning
HHH Building, Room 440-D
Washington, D. C.  20201

Put this information in your letter:

• Your name and full address;
• Your home and work telephone numbers;
• The name, full address and telephone number of the doctor, hospital, or insurance company that made the mistake; and
• Why you think a mistake was made

If you need help with making a complaint, call the Office of Civil Rights at this toll free number:  1-800-368-1019.

The law says that no one can get back at you for making a complaint. 

If they try, you should write a letter to the address listed above or call the Office of Civil Rights at their toll free number: 1-866-627-7748 as soon as possible. 

For More Information

This information was updated in April, 2006 by Columbus Public Health's Records Management Department. For questions, call (614)645-2738.

Related Programs and Services

Medical Records at the Columbus Health Department