To receive copies of your medical record, please submit a completed authorization form directly to the Medical Records Department.
Verification of identity is required to be presented with your request. 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.
This form must be signed and may be submitted in the following ways:
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.
West Chester Hospital Business Center
Medical Records Department
7777 University Drive, Ste. A
West Chester, Ohio 45069
Send written requests to:
West Chester Hospital
7700 University Drive
West Chester, Ohio 45069
Over the phone:
Request an authorization form by calling (513) 298-7750.
Frequently Asked Questions Regarding Medical Record Requests:
Q: May I obtain a copy of my record that will reflect treatments/care received from other UC Health facilities?
A: At this time, we are only able to release West Chester Hospital records. You will need to contact the specific facility where the service was provided and follow similar steps to request a copy of your records from that location. UC Health facilities other than West Chester Hospital include:
- University of Cincinnati Medical Center
- Daniel Drake Center
- University of Cincinnati Physicians’ Offices
- University of Cincinnati Clinics
- West Chester Hospital Surgical Center (previously named University Pointe Surgical Hospital)
Q: May I obtain copies of my spouse’s (or any other person’s) record?
A: You may obtain a copy of another person’s record only after that person has completed a Release of Information Authorization form, which must identify you as the recipient of the information on the patient’s behalf.
Q: Is there a charge for the copies?
A: There may be a charge for the copies depending on the reason for the record request. Any related cost will be determined at the time the records are requested.
Q: How do I receive copies of the medical record? Do I need to pick them up?
A: Copies of records can be sent via the United States Postal Service or they may be picked up at the appropriate facility. Faxing of records is not usually an option given the volume of paper often required and in light of the risk that the fax may be intercepted by an unauthorized party once sent from West Chester Hospital.
Q: How long will it take to obtain a copy of my record?
A: On average, copies of medical records will be provided within 30 days of the initial request. However, incomplete medical records (physician documentation pending), or records that are awaiting medical updates from other clinicians may present further delays.
Q: May I designate another person to collect the record if I am unable to do so?
A: Yes. If you would like to have someone else pick-up your medical record, please record the name of that person within the “TO:” field on the authorization form. Please note that this person will need to present valid picture identification before claiming the record.