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Health Information Management and Medical Records

Your Child's Medical Records

The Health Information Management (HIM) Department at UCSF Benioff Children's Hospital Oakland provides patients, patient families, and healthcare professionals with access to:

  • Medical records
  • Nurse and healthcare provider notes
  • Lab tests and results
  • Reports
  • Treatment plans

Frequently Asked Questions

  1. How can I obtain copies of or authorize the release of health information?
  2. How can I view my child's protected health information?
  3. How do I submit a request?
  4. How can I minimize costs and delays when requesting medical records?
  5. What are the charges for obtaining copies of medical records?
  6. When will I receive the information requested?
  7. How do I request an amendment to a medical record?
  8. How do you protect the privacy of a patient's health information?

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 authorization in the form of a release form or a letter to obtain private health information.

(Referring Physician's offices using MD Link may request records through their MD Link account.)

Submit 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)

Submit a Letter

Your letter must include the following information:

    1. Patient's name
    2. Patient's date of birth
    3. Date of visit
    4. Description of the information you are requesting (e.g., surgery report, x-ray report, discharge summary, etc.)
    5. Purpose of your request (e.g., personal use, for you, physician, attorney, court, etc.)
    6. Delivery address
    7. The requesting person's name and signature
    8. The requesting person's relation to the patient (e.g., parent, grandparent, sibling, self.)
    9. Copy of a picture ID

Ways to Submit Your Request

e-Request: Submit a request online

By Mail:
UCSF Benioff Children's Hospital Oakland
Health Information Management Department
747 52nd Street
Oakland, CA 94609

By Fax: 510-658-1923

Walk-in Requests:
Outpatient Center, Concierge Desk, 1st floor
Monday – Friday, except holidays
8:30 AM – 4:30 PM

  • Go to the Concierge desk located in the Outpatient Center atrium. 
  • Bring the completed forms that you downloaded using the links above or request an Authorization Form to release medical records. 
  • Give the completed form to the concierge.
Processing Time
  • Requests will be processed and completed within 7-15 business days.

Note: If your request is for a patient who is 18 or older, only the patient may sign the authorization for the release of their medical records.

How to View Your Protected Health Information

Parent, guardians, or patients that are 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: 510-428-3730


Medical Records Contact and Location Information


Medical Records/Health Information Management (HIM)

  • Phone: 510-428-3730

  • Office: Main Hospital, 1st Floor Room #149

  • Mailing Address:
    UCSF Benioff Children's Hospital Oakland
    Health Information Management (HIM)
    747 52nd Street
    Oakland, CA 94609

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. If you are requesting information for continuing patient care or an overview of the care received, a patient abstract is probably sufficient.

Patient Abstract Contents

  • Discharge Summary: A summary of the care, treatment and services provided (inpatients only)
  • Emergency Record: This record documents the care, treatment, and services provided for a visit to the Emergency Department
  • History & Physical: This form details the present illness or care needs, and notes any important history (inpatient and outpatient surgery patients)
  • Operative Report: Detailed report of the surgeon's findings, technical procedures used, specimens removed and post-operative diagnosis (inpatient and outpatient surgery patients)
  • Consultant Report: This report documents the findings of a physician who has been asked to examine a patient (included when the attending physician has requested a consultation, available for 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

If you need help deciding what to request, an HIM analyst will be happy to help you.

Please call 510-428-3730 for more information.
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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 healthcare 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 (e.g., 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 the 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, or 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 the Amendment/Correction Request Form (PDF) 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:

    1. Your request was completed.
    2. Your request was denied.
    3. Your request is outstanding.
Additional Time:
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.

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 you can get access to or change this information.

Privacy Concerns

If 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: 510-428-3446

Mailing Address
UCSF Benioff Children's Hospital Oakland
Compliance and Privacy Officer
747 52nd Street
Oakland, CA 94609

Concerns may also be reported anonymously to UCSF Benioff Children's Hospital:
Compliance Hotline: 510-428-3234
Privacy Officer: 510-428-3446

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

Phone: (415) 437-8310
TDD:
(415) 437-8311
Fax:
(415) 437-8329

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