Medical Records Request

Request Copy of Medical Records

You have the right to view and/or request copies of your medical record. To view your medical record, you must make an appointment with the Health Information Management (HIM) Department. Copies are provided only after the patient is discharged. Please allow 30 days from the date of discharge for record processing before requesting copies will be available.

To receive copies of your medical record, submit a completed authorization form directly to the HIM Department. This form must be signed and may be submitted by fax, mail or in person. Verification of identity is required. Acceptable forms of identification include driver’s license, employment ID, state issue ID, current school ID, military ID, V.A. ID or a valid, current passport. Please allow 7 – 10 working days for the request to be processed.

To Submit in Person:

University of Cincinnati Medical Center

An authorization form may be picked up or dropped off in the Health Information Management department Monday through Friday from 8 a.m. to 4:30 p.m. A picture ID is required at the time of the request.

West Chester Hospital

An authorization form may be picked up or dropped off in the Medical Records department Monday through Friday from 8 a.m. to 4:30 p.m. A picture ID is required at the time of the request.

To Submit by Mail:

University of Cincinnati Medical Center

Submit completed and signed form to:

University of Cincinnati Medical Center
Health Information Management
234 Goodman Street
Cincinnati, OH 45219

West Chester Hospital

Submit completed and signed form to:

West Chester Hospital
Medical Records
7700 University Drive
West Chester, Ohio 45069

Obtaining Forms

Download Forms

If you are requesting copies for someone other than yourself, you will need to provide legal documentation verifying legal guardianship, power of attorney, executorships, or next-of-kin relationship of a decedent. Parents may request copies of their minor child’s records if they have legal custody of the child and the child is not legally emancipated.

Note: The HIM and Medical Records Departments do not have access to radiology or other imaging films or billing information. Please contact the respective departments for those records.

Fees

University of Cincinnati Medical Center

The Ohio Department of Health sets the fees hospitals charge for copies of medical records. This can be found in Section 3701.742 of the Ohio Revised Code. These are reviewed and updated annually. The following fees are effective as of January 31, 2012:

  • $2.92 per page for the first 10 pages
  • $ .61 per page for pages 11-50
  • $ .25 per page for pages numbering more than 50

For a request made by someone other than the patient or patient’s representative, hospitals may now charge:

  • An initial fee of $17.97 to compensate for the records search
  • $1.18 per page for the first 10 pages
  • $ .61 per page for pages 11-50
  • $ .25 per page for pages numbering more than 50

With respect to data recorded on something other than paper (e.g., x-rays, CDs), the new maximum charge is $2.00 per page. The actual cost of postage may be charged.

West Chester Hospital

Please refer to Frequently Asked Questions at West Chester Hospital’s Medical Records page.

Request for Amendment to Medical Record

University of Cincinnati Medical Center

For Medical Information
You have the right to request an amendment to your medical record if you believe it is incorrect or incomplete. Submit a completed amendment form directly to the HIM Department. This form must be signed and may be submitted by fax, mail or in person. Verification of identity is required. Please allow 21 days for the request to be processed.

For Demographic Information
Changes to demographic information (name, date of birth, address, etc.) in your medical record do not require the request form. You may request a change to this information by submitting a written request by fax or mail to:

UC Health – University of Cincinnati Medical Center
Health Information Management
234 Goodman Street
Cincinnati, OH 45219
Fax: 513-584-0739

  • Contact Us

    University of Cincinnati Medical Center

    Health Information Management
    Phone: (513) 584-0444
    234 Goodman Street
    Cincinnati, OH 45219

    Operating Hours:
    Monday-Friday
    8 a.m. - 4:30 p.m.
    After Hours: (513) 584-0141

    West Chester Hospital

    Medical Records
    Phone: (513) 298-7750
    7777 University Drive, Suite A
    West Chester, Ohio 45069

    Operating Hours:
    Monday-Friday
    8 a.m. - 4:30 p.m.

  • Medical Records In General

    You can read general information on your medical record rights, the flow of medical information and how to create a personal medical record at www.myphr.com, a website operated by the American Health Information Management Association, an association of professionals who manage medical records and information.

    Medical Terms

    You can find out the meaning of many medical terms and medical shorthand from the Medical Library Association.

    Your Medical Record Rights In Ohio

    For a guide to consumer rights under HIPAA, visit Your Medical Record Rights in Ohio.

    Notice of Privacy Practices

    The Notice of Privacy Practices describes how medical information about you may be legally used within UC Health and disclosed to other health care providers, businesses or government agencies.