What’s in a medical record?
A medical record is a collection of your personal health information, including:
- Medical history
- Conditions, allergies and medications
- Records of previous procedures and immunizations
- Test and lab results
- Radiology reports for X-rays, ultrasound and CT scans
- Doctor notes about your visits
- Other reports, like your care plan
- And more
Your medical records do not include birth or death certificates.
What medical information is available on MyChart?
Our patient portal, MyChart, contains much of your medical record (from services from us or our partners). You can use MyChart to quickly access and manage your health information online, including:
- Conditions, allergies and medications
- Lab tests (excluding STI, STD or microbiology)
- Radiology (imaging), operation and cardiology reports
- Clinical notes about your visit from your provider
- Discharge reports, summaries, instructions and medications
- Other reports, including your care plan, immunization record and vital signs
Notably, you cannot access mental health information on MyChart. Please visit our Behavioral Medicine Center’s medical records page to learn more and find specific forms for managing mental health information.
Why would I want to request my medical records?
You may want to request access to:
- Find out what’s in your records: It’s a good idea to keep a copy of your medical records and review them when needed. When you know what’s in them, you can make better-informed decisions about your health.
- Share your health information: You may need to share certain information with other providers, a new doctor, family members or organizations like schools.
- Update or correct information: Correcting information in your medical record helps you and anyone who provides you medical services make the best healthcare decisions.
Who has my medical records?
Each healthcare provider you’ve seen keeps a record of the health information relevant to your treatment. Most likely, no single facility has your complete medical record. To obtain your medical records, you’ll need to contact the facilities where you’ve received medical services.
How long do you keep medical records?
At this time, we keep medical records indefinitely.
What do I need to provide to request my records?
To request access to your medical record, you’ll need to:
- Provide your full name, signature, date of birth, address and phone number
- Provide the names and addresses of anyone you would like to share records with
- Indicate whether you’re requesting your full record or specific portions of it
- Identify the locations you were treated, whether at the hospital or a clinic
- Provide the dates you were treated, whether it was one day or multiple
- Specify how you would like to receive your records (mail or in-person pickup)
- Pay the copying fee of 25 cents per page (free if sent to a physician or school nurse)
How can I get outside clinic medical records?
When you receive care from an independent clinic, we may not have access to records of the services you receive there. Please contact the clinic directly for help accessing or managing the health information they have on file.
How much does it cost to request medical records?
The cost depends on the reason the records are being requested:
- If records are for your personal use, you’ll need to pay a copying fee of 25 cents per page.
- Records for continuing care may be mailed to a physician at no charge.
- Records may be mailed to social services or disability benefits at no charge.
- Records may be mailed to insurance companies — if applicable, the insurance company will be billed.
Can I make an expedited (rush) request?
We will make every attempt to accommodate time-sensitive requests. Please call us at 909-651-4191 to discuss your situation.
Will you fax copies to my home or office?
We do not fax medical records to patients' homes. We will fax to your doctor's office or hospital if it is required for your care.
Will you mail the records or will I have to pick them up?
We will mail the records, unless other arrangements are made in advance with a member of our staff.
Can my spouse request and receive copies of my medical record?
Only if your spouse is the executor or has power of attorney over your healthcare. Otherwise, no they cannot.
How can I get imaging results, like X-rays or ultrasounds?
Often, your imaging results will be uploaded to MyChart so you can access them online. Log in to MyChart, then navigate to “Test Results” under the “Health” tab.
If you can’t find your test results in MyChart, please use this form to request a digital copy: PHI disclosure authorization form – Loma Linda University Health
How do I get medical records for a patient who is deceased or incapacitated?
To access medical records for someone who is deceased or incapacitated, the PHI disclosure authorization form must be signed by the next of kin.
How can I get my billing records?
To request billing records for services you received at our facilities, please contact the billing department.
How can I give you access to medical records from other providers?
If you’d like us to have access to certain information in your medical records, there are two ways to authorize sharing:
- You can allow another facility to share your health information with us using this form: PHI disclosure authorization form – external facility to Loma Linda University Health
- You can fill out the other facility’s PHI disclosure authorization form. If you’d like to or are required to use the other facility’s forms, please contact their offices for help.
How can I give another provider access to my medical records?
If you’d like another healthcare provider to have access to certain information in your medical records, there are two ways to authorize sharing:
- You can allow us to share information using this form: PHI disclosure authorization form – Loma Linda University Health
- You can ask the other facility to fax a cover letter with your name, date of birth and the information required to us at 909-558-2454. We can quickly share records related to continuity of care or medical emergencies, free of charge.