MEDICAL RECORDS FEQUENTLY ASKED QUESTIONS
What is the cost to obtain a copy of a medical record?
The first copy of your records is free. A standard fee of $1.00 per page will be charged for additional copies. Please keep a personal copy of any information you request to avoid future costs of obtaining copies. Additionally, at your request, your medical records will be released to any doctor free of charge.
When will I receive my records?
Records may not always be released at the same time as requested. Because of the large number of requests we receive on a daily basis, it could take from 3-5 business days up to 30 business days. In a case where the records are needed for a physician appointment, the HIMS department will send the records after they are provided with your physician’s name and phone number.
I was treated at CareFirst Urgent Care Center ...
The HIMS department will have records from CareFirst Urgent Care Centers. However, if you are a patient of North Hardin Family Care Center, South Hardin Family Care Center, or the Magnolia Family Care Center, you will need to contact the individual centers for your records.
I had an x-ray and I need my films. Can I get these from you?
No, while we can give you copies of your reports, the Medical Imaging Department will be able to give you a digital copy of your images. This also includes test performed at Bardstown Diagnostic Center, Brandenburg Diagnostic Center, Helmwood Diagnostic Center, Heartland Diagnostic Center and Ring Road Diagnostic Center. For more information about obtaining copies of your images, please call (270) 706-1645.
How long do you retain records?
At this point, we have records on microfilm as far back as the late 1950s. However, the quality of the copy may be less than optimal. In 1995, Hardin Memorial adopted an Electronic Medical Record, which we use today.
Who can receive my records?
Your healthcare power of attorney, legal guardian, and anyone whom you authorize in the authorization form that is signed by you can receive copies of your records.
My parent died. Can I get a copy of their medical records?
The HIMS department only releases records of deceased patients to the executor or administrator of the estate. The patient’s will or order from the court appointing an executor or administrator should be presented to HIMS prior to releasing the records.
Why can I not use a General Power of Attorney to obtain records?
A Power of Attorney document must specify the power to make healthcare decisions, authorize medical treatment, or conduct affairs relating to healthcare. Powers of Attorney for business/financial decisions are not acceptable.
My record contains incorrect information. What can I do?
If you think your records contain incorrect and or incomplete information, you can request an amendment to your medical record. To do this, you will need to fill out a Request for Amendment of Health Information form. The completed form will need to be returned to the HIMS department. Please contact any of our Release of Information Staff for further information.
I think my records were released without my authorization.
Your protected health information (PHI) is very important to us. If you think your PHI has been released without your authorization, please contact the Hardin Memorial Hospital Privacy Officer.
How do I request a copy of my birth certificate?
Birth certificates must be obtained from the Commonwealth of Kentucky. You can order copies of birth certificates at www.vitalchek.com
. Copies Currently Cost $10. For more information contact Kentucky Vital Records
at (502) 564-4214 or 1-877-817-7362.
Can I bring in a copy of my Health Care Power of Attorney and/or Advance Directive to be placed in my medical record?
Yes, as long as you have been a patient at this hospital since 1995, we can place your Advance Directive/ Health Care Power of Attorney on file.
Can information be released over the phone?
For patient confidentiality reasons, we are not able to release any health information over the phone.
Can you fax the copies to my home or office?
For patient confidentiality reasons, we are only able to fax to physician offices, hospitals, and other healthcare providers for direct patient care.