My Medical Records

How to obtain copies of your medical records

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You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF download]
- Submit form via fax, mail, or in person

You may receive a copy of your medical records Paper or Electronic Form.

Fees for copies of records [PDF download]

Hospital & long-term care facility medical records

Select a hospital

Home health & durable medical equipment (DME) medical records

Information/instructions on the multiple ways to obtain a copy of records

Español

You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF download]
- Submit form via fax, mail, or in person

You may receive a copy of your medical records Paper or Electronic Form.
Puede recibir una copia de su historia clínica papel o formato electrónico.

Fees for copies of records [PDF download]

Radiology medical records

Information/instructions on the multiple ways to obtain a copy of records

Español

You may request a copy of your diagnostic imaging study by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF download]
- Submit form via fax, mail, or in person

Diagnostic images are provided in electronice format and a copy of the written diagnostic image report can be provided in paper or electronic copy format.

There are no fees for copies of diagnostic imaging records: Other Record Fees [PDF download]

Physician office medical records

Information/instructions on the multiple ways to obtain a copy of records

Español

You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF download]
- Submit form via fax, mail, or in person

You may receive a copy of your medical records Paper or Electronic Form.

Fees for copies of records [PDF download]

Find your physician’s office here.

Urgent care medical records

Information/instructions on the multiple ways to obtain a copy of records

Español

You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF download]
- Submit form via fax, mail, or in person

You may receive a copy of your medical records Paper or Electronic Form.

Fees for copies of records [PDF download]

Find your urgent care facility here.

Retail pharmacy records

Information/instructions on the multiple ways to obtain a copy of records

Español

You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF download]
- Submit form via fax, mail, or in person

You may receive a copy of your medical records Paper or Electronic Form.

Fees for copies of records [PDF download]

Tennessee

Mailing address:
523 State of Franklin Road
Johnson City, TN 37604

Phone: (423) 926-6154
Fax: (423) 926-5571

Business Hours:

Monday through Friday, 9 a.m. to 7 p.m.
Saturday, 9 a.m. to 3 p.m.
Closed Sunday

Home infusion department

Mailing address:
523 State of Franklin Road
Johnson City, TN 37604

Phone: (423) 926-4663
Fax: (423) 232-9875

Business Hours:

Monday through Friday, 8 a.m. to 6 p.m.
On-call pharmacist available 24/7

Located in the Johnson City Medical Center lobby

Mailing address:
400 N. State of Franklin Road
Johnson City, TN 37604

Phone: (423) 431-2140
Fax: (423) 431-2144

Business Hours:

Monday through Friday, 9 a.m. to 7 p.m.
Saturday & Sunday, 11 a.m. to 5 p.m.

Mailing address:
1657 East Stone Drive
Kingsport, TN 37660

Phone: (423) 247-2126
Fax: (423) 247-2138

Business Hours:

Monday through Friday, 9 a.m. to 6 p.m.
Saturday, 9 a.m. to 3 p.m.
Closed Sunday

FAQs about medical records

General FAQs

Right of access PHI in a “designated record set”
A “designated record set” is defined as a group of records maintained by or for a covered entity that comprises the medical records and billing records about individuals maintained by or for a covered health care provider.

Other records that are used, in whole or in part, by or for the covered entity to make decisions about individuals. This last category includes records that are used to make decisions about any individuals, whether or not the records have been used to make a decision about the particular individual requesting access.

Excluded from the right of access are:
Psychotherapy notes, which are the personal notes of a mental health care provider documenting or analyzing the contents of a counseling session, that are maintained separate from the rest of the patient’s medical record. Information compiled in reasonable anticipation of, or for use in, a civil, criminal, or administrative action or proceeding.

Personal Representatives
An individual’s personal representative (generally, a person with authority under State law to make health care decisions for the individual) also has the right to access PHI about the individual in a designated record set (as well as to direct the covered entity to transmit a copy of the PHI to a designated person or entity of the individual’s choice), upon request, consistent with the scope of such representation

Requiring a Written Request
A covered entity may require individuals to request access in writing, provided the covered entity informs individuals of this requirement. In addition, a covered entity may require individuals to use the entity’s own supplied form, provided use of the form does not create a barrier to or unreasonably delay the individual from obtaining access to his PHI.

Verification
A covered entity is required to take reasonable steps to verify the identity of an individual making a request for access. Generally, the covered entity will request a government issued photo ID (such as a driver’s license, or passport).

Fees for Copies
The HIPAA Privacy rule permits a covered entity to impose a reasonable, cost-based fee if the individual requests a requests a copy of the PHI (or agrees to receive a summary or explanation of the information).

Individual’s Right to Direct the PHI to Another Person
An individual also has a right to direct the covered entity to transmit the PHI about the individual directly to another person or entity designated by the individual. The individual’s request to direct the PHI to another person must be in writing, signed by the individual, and clearly identify the designated person and where to send the PHI. The same requirements for providing the PHI to the individual, such as the fee limitations and requirements for providing the PHI in the form and format and manner requested by the individual, apply when an individual directs that the PHI be sent to another person.

Must a covered entity inform individuals in advance of any fees that may be charged when the individuals request a copy of their PHI?
Yes. When an individual requests access to her PHI and the covered entity intends to charge the individual the limited fee permitted by the HIPAA Privacy Rule for providing the individual with a copy of her PHI, the covered entity must inform the individual in advance of the approximate fee that may be charged for the copy.

When do the HIPAA Privacy Rule limitations on fees that can be charged for individuals to access copies of their PHI apply to disclosures of the individual’s PHI to a third party?
The fee limits apply when an individual directs a covered entity to send the PHI to the third party. Under the HIPAA Privacy Rule, a covered entity is prohibited from charging an individual who has requested a copy of her PHI more than a reasonable, cost-based fee for the copy that covers only certain labor, supply, and postage costs that may apply in fulfilling the request. This limitation applies regardless of whether the individual has requested that the copy of PHI be sent to herself, or has directed that the covered entity send the copy directly to a third party designated by the individual (and it doesn’t matter who the third party is). To direct a copy to a third party, the individual’s access request must be in writing, signed by the individual, and clearly identify the designated person or entity and where to send the PHI

May a health care provider withhold a copy of an individual’s PHI from the individual who requested it because the covered entity used the individual’s payment of the allowable fee for the copy to instead pay an outstanding bill for health care services provided to the individual?
No. Just as a covered entity may not withhold or deny an individual access to his PHI on the grounds that the individual has not paid the bill for health care services the covered entity provided to the individual, a covered entity may not withhold or deny access on the grounds that the covered entity used the individual’s payment of the fee for a copy of his PHI to offset or pay the individual’s outstanding bill for health care services.

Can an individual be charged a fee if the individual requests only to inspect her PHI at the covered entity (i.e., does not request that the covered entity produce a copy of the PHI)?
No. The fees that can be charged to individuals exercising their right of access to their PHI apply only in cases where the individual is to receive a copy of the PHI, versus merely being provided the opportunity to view and inspect the PHI. The HIPAA Privacy Rule provides individuals with the right to inspect their PHI held in a designated record set, either in addition to obtaining copies or in lieu thereof, and requires covered entities to arrange with the individual for a convenient time and place to inspect the PHI.

How do I request birth/death certificates?
Birth and death certificates are not available from Ballad Health’s health information department. These certificates must be ordered from the Tennessee Vital Records office, Virginia Vital Records office, or by calling your local health department.

OWL FAQ

Who is eligible for an OWL account?
At this time, only patients who are admitted to a participating Ballad Health hospital are eligible for an OWL account. As OWL continues to evolve, individuals who complete an outpatient procedure at any participating Ballad Health facility, or visit any participating Ballad Health emergency department will be able to register for an account.

Can my child have an OWL account?
At this time, only patients 18 years of age and older will be able to register for an OWL account.

What information is on OWL?
Patients will be able to view a Continuity of Care Document (CCD), which provides a summary of the hospital visit. The CCD will have a current problems list, medication, laboratory/radiology reports, recent immunizations, and recent medical history. Some laboratory/radiology reports will not be released to OWL due to their sensitive nature.

Is my information secure?
The OWL has security measures in place to help protect against the loss, misuse, or alteration of information under our control. These measures include encryption of data using the Secure Socket Layer (SSL) system. A secure messaging service is used when personal information is sent electronically.

Does my doctor participate in the OWL?
At this time, OWL is only available as a service for inpatients at participating Ballad Health hospitals. As OWL evolves, Ballad Health medical clinics and outpatient services will be added to OWL.

When will I be able to see my results?
Most results from testing will be posted within five business days. However, some tests require more time to analyze and will not fall within the five business days category. Tests with sensitive results such as pregnancy, STD testing, alcohol, and drug test will not be released to the OWL.

How can I register for an Online Wellness Link (OWL) account?
To register, you must be admitted to a participating Ballad Health hospital and complete a registration form upon discharge. As OWL evolves, you will be able to register for an account upon completion of an outpatient service or by visiting your Ballad Health physician.

How do I log into the portal as a returning user?
Returning users should access the portal at the Online Wellness Link (OWL) Patient Portal page

How do I change my password?
To change your password, click the “Change Password” link on the Online Wellness Link (OWL) home page. You will be prompted to enter your old password, and to confirm your new password by typing it twice. Your new password will be set when you click OK.

How do I change my address/phone number/email address?
To update your personal information, click the “Profile” link on the left side of the Online Wellness Link (OWL) home page. This will bring up your User Information page. Click the “Edit User” button at the bottom of this page, and you will be able to change your date of birth, address, phone numbers, and email address. If your demographic information has changed, please contact your provider's office to update this information.

UCMH eChart

Who is eligible?
To create an account on Online Unicoi County Memorial Hospital (UCMH) eChart, you must be a patient discharged from UCMH.

What information is on eChart?
Patients will be able to view a Continuity of Care Document (CCD), which provides a summary of your hospital visit. The CCD will have a current problems list, medications, laboratory, immunizations, and procedure results. Some laboratory/radiology reports will not be released to eChart due to their sensitive nature.

Is my information secure?
Yes! This patient portal has security measures in place to help protect against the loss, misuse or alteration of information under our control. Remember, anyone you allow to access your eChart account will be able to see your personal health information, so it is your responsibility to keep your eChart login and password confidential and follow the UCMH patient portal terms and conditions of use.

Can my child have an eChart account?
At this time, only patients 18 years of age and older will be able to register for an eChart account.

Contact us:
Phone: (423) 302-2695
Toll free: 1-844-695-6742
UCMHechart@msha.com

UCMH eChart is a service of Ballad Health powered by NextGen®.

Forms

Patient release of information form [PDF download]
Authorization for release of medical information form [PDF]
Fees for copies of records [PDF]

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My Medical Records

Patients & Visitors

How to obtain copies of your medical records

Hospital & long-term care facility medical records

Home health & durable medical equipment (DME) medical records

Information/instructions on the multiple ways to obtain a copy of records

Radiology medical records

Information/instructions on the multiple ways to obtain a copy of records

Physician office medical records

Information/instructions on the multiple ways to obtain a copy of records

Urgent care medical records

Information/instructions on the multiple ways to obtain a copy of records

Retail pharmacy records

Information/instructions on the multiple ways to obtain a copy of records

Home infusion department

Located in the Johnson City Medical Center lobby

Located in the HealthPlex

Located in the cancer center lobby

FAQs about medical records

Forms