Medical Records

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

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. There is no charge when records are requested by your physician, job and family service, or social security office.

Learn more by viewing the ODH Medical Records Index.

Q: What is the cost to obtain copies of a medical record?
A: Fees listed below are from the Ohio Department of Health (ODH), which establishes the fees that hospitals and companies can charge for copying medical records within the year 2020.

These fees are based on Ohio Revised Code 3701.742 and are adjusted by the ODH per the Ohio Revised Code 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 2020:

For requests made by the patient or patient’s representative, hospitals may charge:
$3.31 per page for the first 10 pages.
$.69 per page for pages 11-50.
$.28 per page for pages numbering more than 50.

With respect to data resulting from an X-ray, MRI or CT scan, recorded on paper or film: $2.27 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 $20.42 to compensate for the records search.
$1.34 per page for the first 10 pages.
$.69 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: $2.27 per page. The actual cost of postage may be charged.

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.

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