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
7777 University Drive, Suite A
West Chester, Ohio 45069
Obtaining Forms
Download Forms
- Authorization for Release of Health Information form
- To obtain a birth or death record, visit Ohio Department of Health Vital Statistics.
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 following fees are from the Ohio Department of Health (ODH) that specifies what hospitals and companies can charge for copying medical records in 2019. These fees are based on Ohio Revised Code 3701.742 and adjusted by ODH per ORC 3701.742 according to the annual consumer price index for all urban areas for the preceding year as published by the U.S. Department of Labor. The following fees are effective as of May 2019:
For requests made by patient or patient’s representative, hospitals may charge:
$3.25 per page for the first 10 pages
$.68 per page for pages 11-50
$.27 per page for pages numbering more than 50.
With respect to data resulting from an X-ray, MRI or CAT scan, recorded on paper or film: $2.23 per page. The actual cost of postage may be charged.
For requests made by someone other than the patient or patient’s representative, hospitals may now charge:
An initial fee of $20.06 to compensate for the records search.
$1.32 per page for the first 10 pages
$.68 per page for pages 11 through 50
$.27 per page for pages numbering more than 50.
With respect to data resulting from an X-ray, MRI or CAT scan, recorded on paper or film: $2.23 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, West Chester Hospital and Daniel Drake 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.