Medical Records

Requesting a Copy of Your Medical Record

What is a medical record?

Your medical record is a personal, legal and confidential document. It contains documentation of the health care services you received during your visit to the hospital.

What is included in my medical record?

Your medical record can include your health history, physical exams, lab tests, medications prescribed, plan for further care, nursing notes, physician notes and procedure notes. Your record will not contain a birth certificate or a death certificate or imaging films (such as x-rays).

Who may request a copy of my medical record?

The following people may request a copy of your medical record:

  • You, the patient (not your spouse)
  • Your parent (if you are younger than 18 years of age)
  • Your legal guardian (proof of guardianship document must be provided)
  • Your Power of Attorney, if you are unable to sign (legal documentation must be provided)  

Requests for medical records of a deceased person require a completed, signed and dated authorization, a copy of the death certificate and one of the following:

  • Proof of kinship
  • Executor of deceased's estate
  • Legal representative of deceased  

How much does a copy of my medical record cost?

If your medical record is needed for medical care, your physician should request the record. The record will be sent to your physician at no charge to you.

Copying fees are based on the number of pages copied. Federal and Ohio State Law permits charging a fee for records. An invoice for your records will be mailed or faxed to you. Pre-payment is necessary to receive any records. Cash, check or credit card will be accepted. Reports for tests such as MRI, MRA, CT scans and x-rays are automatically sent to your ordering physician after your hospital visit. 

You will need to complete an authorization in person in the Medical Records Department, online or in your physician's office. Your physician can request your record by faxing a signed request on the office letterhead to medical records at (440) 743-4059.    

Medical record requests for the following require a prepaid fee:

  • Attorneys
  • Insurance companies
  • Patient's own review

Medical record requests for the following are provided at no charge:

  • Bureau of Worker's Compensation
  • Ohio Department of Job and Family Services
  • Social Security Disability benefits (request must include documentation that verifies the filing of a claim) 

How do I request a copy of my medical record?

In Person:

You may request a copy of your medical record by completing and submitting an authorization form. An authorization form may be obtained in the Medical Records Department from 8 a.m. - 4 p.m. Monday through Friday. A photo I.D. is required at the time of the request.  

By Mail:

Mail your completed request and copy of your photo I.D. to:

University Hospitals Parma Medical Center

Medical Records – Correspondence

7007 Powers Boulevard

Parma, OH 44129

Online:

Download an authorization form here.

Phone:

Request an authorization form by phone at 440-743-4242 and we can mail it to your home.

Faxed requests from patients or legal services will not be processed.

When will I receive a copy of my medical record?

Please allow 7-10 business days to process your request. If the requested information is located off site, the authorization form is not properly filled out, or your chart is incomplete at the time of your request additional time may be required to process your request. If your request requires a fee, you will be notified of the fee and payment is expected before the record is sent.

To fill out a form online:

  1. Please print your name, date of birth and/or social security number, address and phone number.
  2. Indicate the reason for your request. (personal use, legal, etc.)
  3. What is the name of the person/relationship of the person picking up your records?  A copy of the photo I.D. of the person who picks up the records will be made at the time of the pick up.
  4. Indicate the date(s) of treatment.
  5. Who is the medical information going to? Please include a fax number if a physician or health care facility.
  6. Check the box(es) for the information needed.
  7. Print your name and date the request.
  8. Print the authorization. The patient or legal representative must sign the authorization. The authorization is invalid if not signed. 
  9. Mail the authorization and a copy of the patient's photo I.D. to:

University Hospitals Parma Medical Center

Medical Records – Correspondence

7007 Powers Boulevard

Parma, OH 44129