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Requesting Medical Records

Ensuring patient confidentially is a top concern for Shands HealthCare. To learn more about our privacy procedures, read about our terms and privacy.

If you are a patient of Shands HealthCare, you can print the Authorization for Use or Disclosure of Protected Health Information form, complete the form and sign it, then fax or mail to the address listed at the bottom of the form to obtain a copy of your medical record.

If you have any questions about your medical record, how to obtain it, or your rights, please read the following 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, etc.), 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 record?
Request the copy from Shands using the address below. Forms are available in our office, or you may send a written request to our P.O. box or fax. Your request must include the following:

patient�s name and date of birth or social security number
patient�s telephone number
name, address, and telephone number where the records are to be sent
purpose of the request
specific items or dates of service needed
any restrictions on the request
date of the request
date this authorization expires (authorizations must be less than one year old)
a statement in writing indicating that the patient knows that he/she has a right to revoke this authorization at any time
a statement indicating that the patient knows that signing this authorization is not a condition of obtaining treatment
a statement indicating that the patient understands the potential for the protected health information to be re-disclosed by the recipient and no longer protected
the signature of the patient or, if the patient is a child, the parent or guardian
if signed by a personal representative, a description of his/her authority to act for the individual and a copy of the document giving that authority

Records are not usually released while a patient is still hospitalized because they are incomplete.

Is there a charge for copies of my medical record?
Under Florida law you may be charged a fee of up to $1.00 per page (plus applicable tax and handling) for every page copied. You can save money by asking for specific documents or a record abstract (all recent major reports) rather than the entire record. The copying fee is waived for copies provided directly to a healthcare provider for continuing medical care.

How long does it take to get copies of my medical record?
It depends on the availability of the record. However, most requests are filled within five to seven days.

Can I see my medical record from the Internet?
No, at this time Shands medical records are not available on the Internet.

Can you fax the records to me?
We do not fax medical records except in an emergency to another healthcare provider.

Can I review my medical record 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.

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.

How secure are computerized medical records?
Computer-based medical records are as safe as paper records and are covered by the same laws. There are technical safeguards for the protection of computerized data as well as procedures for identifying and punishing violators.

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 Shands HealthCare, call the Privacy Office at (352) 733-0060.

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 of the estate may request those records. It may be necessary to verify that the patient has actually died and the identity of the next of kin.

How long will you keep my medical record?
By Florida law, medical records must be retained for a minimum of eight years. Most records are retained longer.

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.

There is some incorrect information on my medical record. How can I get it corrected?
You can submit a request to have your record amended. Contact your healthcare provider for more information.

How can I contact a Shands HealthCare medical records customer service representative?

Shands at the University of Florida
Health Information and Record Management
Box 100345 �
Gainesville, FL 32610 �
Located in Room 1351
Tel: 352.265.0131
Fax: 352.265.1098

Shands AGH
Contact Shands at the University of Florida (above)

Shands Lake Shore
Medical Records
368 N.E. Franklin Street
Lake City, FL 32055
Tel: 386.754.8100

Shands Starke
Medical Records
922 East Call Street
Starke, FL 32091
Tel: 904.368.2300, ext. 356
Fax : 904.368.2307

Shands Live Oak
Medical Records Dept.
1100 S.W 11th Street
Live Oak, FL 32064
Located across from the lab
Tel: 386.362.0800
Fax: 386.362.0891

Shands Vista
Medical Records
4101 N.W. 89th Blvd
Gainesville, FL 32606
Tel: 352.265.5497
Fax: 352.265.5426

Shands Rehab
Medical Records
4101 N.W. 89th Blvd
Gainesville, FL 32606
Tel: 352.265.5491
Fax: 352.265.5426

Shands Jacksonville
Medical Records
655 W. 8th Street
Jacksonville, Florida 32209
Tel: 904-244-2596 or 2597
Fax: 904- 244-3165 or 3360

Contact Information: