For Patients
Location:
Health Information Management (HIM)
Main Hospital, 1st Floor Room #149
Phone: 510-428-3730
Mail:
Children's
Hospital & Research Center Oakland
HIM Dept.
747 52nd Street
Oakland, CA 94609
For Physicians
Physician Contact: Dictation: (24 hours)
1-877-596-4291
Inside hospital: x4888
Dictation Assistance: 8:00am - 4:30 pm Monday - Friday
HIM Dept: 510-428-3795
MedQuist: (24 hours)
1-888-868-1277
Record Completion: 510-428-3795
510-428-3201
Medical Records
- How can I view my child's protected health information?
- How can I obtain copies of or authorize the release of health information?
- How do I submit a request?
- How can I minimize costs and delays when requesting medical records?
- What are the charges for obtaining copies of medical records?
- When will I receive the information requested?
- How do I request an amendment to a medical record?
How We Protect The Privacy Of Your Child’s Health Information:
Your child’s health information is important to us and we make every effort to ensure that it is kept confidential. Protected Health Information (PHI) is information about your child’s health care that may include information that can identify your child or is related to your child’s health, the care received here or payment for care.
Our Notice of Privacy Practices describes how your child’s PHI may be used and disclosed and how your can get access to or change this information.
How To View Your Protected Health Information:
Parent, guardians or patients 18 or older may set up an appointment with the HIM department to come in and review their medical record at Children’s.
- Appointments are made during business hours.
- Appointments will be scheduled within 5 business days of the request.
- There is no charge to review your medical record at the HIM department.
To schedule an appointment call: 510-428-3738
How To Obtain Copies Or Authorize The Release Of Health Information
We can release your child's health information only when we receive proper written permission. You will need to submit written permission in the form of a release form or a letter to obtain private health information.
Submitting a release form:
Please print, complete, sign, and deliver or mail this release form to us:
- Authorization for the Release of Medical Records (PDF)
- Autorización Para Divulgar Historiales Médicos (PDF)
Submitting a letter:
Your letter must include the following information:
- Patient’s name
- Patient’s date of birth
- Date of visit
- Description of the information you are requesting (i.e. surgery report, x-ray report, discharge summary, etc.)
- Purpose of your request (i.e. personal use, for you, physician, attorney, court, etc.)
- Delivery address
- The requesting person’s name and signature
- The requesting person’s relation to the patient (i.e. parent, grandparent, sibling, self.)
- Copy of a picture ID
How to submit your request:
Mail:
Children's Hospital & Research Center Oakland
Health Information Management Department
747 52nd Street
Oakland, CA 94609Fax: 510-658-1923
Walk-in:
Monday – Friday, except holidays
8:30am – 4:30pm
1st floor, Hospital, Room 149Contact us: 510-428-3738
Note: If the patient is now 18 or older, only the patient may authorize the release of their medical records.
How To Minimize Costs & Delays When Requesting Medical Records
Requests for ALL medical records (including progress notes, consent forms, registration forms, etc.) can delay processing and become very costly. (see: Charges)
If you are requesting information for continuing patient care or an overview of the care received, a patient abstract is probably sufficient.
- Discharge Summary: A summary of the care, treatment and services provided. (Inpatients only)
- Emergency Record: The record documents the care, treatment and services provided for a visit to the Emergency Department.
- History & Physical: The form details the present illness or care needs, and notes any important past history. (Inpatient and outpatient surgery patients)
- Operative Report: The report details the surgeon’s findings, technical procedures used, specimens removed and post-operative diagnosis. (Inpatient and outpatient surgery)
- Consultant Report: The report documents the findings of a physician who has been asked to examine a patient. (Included when the attending physician has requested a consultation. All patient types.)
- Test Results: These reports include the results of x-rays, labs or other tests that were performed during the care provided. (All patient types)
- Clinic Notes: Clinic notes include the initial assessment and the most recent visit documentation. (Outpatient clinic)
- Immunizations: If you/your child have received immunizations at Children’s, there will be a record of the immunizations provided.
| A Patient Abstract Includes: |
If you need help deciding what to request, an HIM analyst will be happy to help you. Please call 510-428-3738.
Charges for Obtaining Copies of Medical Records
Healthcare Providers:
- There is no charge for copies requested by physicians or healthcare providers, or for copies needed for consultation or continuing care. The copies of the records must be sent directly to a physician or health-care provider.
Patients:
- There is a charge of 25¢ per page.
- If the records are mailed, the invoice for reproduction fees will also include the postage charges.
- Other charges (i.e. sales tax) are determined by our copy service as allowed by California state law.
Receiving Your Requested Records
Due to a large volume of requests, copies of record are not immediately available. Once the HIM Department receives your authorization, the records will be mailed in 7 to 15 business days.
- Business days do not include Legal holidays, Saturdays and Sundays.
- Individuals picking up records must show a picture ID for verification.
- Under no circumstances can medical records be faxed.
How to Request An Amendment To A Medical Record
We can amend or correct your child’s protected health information (PHI) only when we are in possession of a proper written request. You may submit written permission in the form of a release form or a letter.
Submitting a request form:
Please print, complete, sign, and deliver or mail this request form to us:Submitting a letter:
Your letter must include the following information:
- Patient’s name
- Patient’s date of birth
- Description of the information that is incorrect
- The correct information
- Purpose of your request. (Provide a reason to support a requested amendment.)
- Delivery address
- The requesting person’s name and signature
- The requesting person’s relation to the patient (i.e. parent, grandparent, sibling, self)
You will receive a response within 60 days of the receipt of your request. Children’s Health Information Management director, privacy officer or designee will respond in one of the following ways:
- Your request was completed.
- Your request was denied.
- Your request is outstanding.
- If more time is needed to process your request, you will receive a written explanation stating by what date we will respond to your request.
- The response date may not be later than 90 days from the receipt of the request.
Privacy Concerns
I
f at any time during your treatment you have a concern about a privacy issue, we encourage you to first report concerns to the physician or nurse providing your health care and/or the department's director or manager.
You may also contact Children's Compliance and Privacy Officer:
Phone: 510-428-3574
Mail: Children's Hospital & Research Center Oakland
Attn: Compliance and Privacy Officer
747 52nd Street, Oakland, CA 94609
Concerns may also be reported anonymously to Children's:
- Compliance Hotline: 510-428-3234
- Privacy Officer: 510-428-3574
If you are not satisfied with the response you receive from our staff, you have the right to contact the Department of Health & Human Service:
Office for Civil Rights, U.S. Department of Health & Human Services,
90 Seventh Street, Suite 4-100
San Francisco, CA 94103
(415) 437-8310
(415) 437-8311 (TDD)
(415) 437-8329 FAX
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