As a ProMedica patient, you can rest easy knowing your medical information is safe. Our Health Information Management Department stores and tracks your medical records securely using an electronic medical record system (EMR). You may hear us refer to this EMR as Epic.
We also offer MyChart to help you access your medical records online. With the secure MyChart platform, you can stay informed and involved in your care. MyChart allows you to see part of your medical record. It also helps you stay in touch with your doctors.
Whether you need information about an appointment or details on a past treatment, we’ll help you access it.
At this time, we are not releasing medical records in person at any of our locations. Other options for obtaining your medical records include via phone, fax, email and for MyChart users.
For urgent needs or additional questions, our staff is available by phone at 419-291-4172 or toll free at 877-764-5999.
How To Access Your Medical Records
Option 1: MyChart
MyChart is a secure, online platform for your health records. It’s also a tool you can use to talk with your care team. With MyChart, you can:
- Renew prescriptions.
- Request appointments.
- Review your health history.
- Request and view your medical records.
Sign in/Use your MyChart account
ProMedica MyChart is a simple, secure and convenient way to request electronic medical records.
New user
Don't have a MyChart account?
Make a secure account to request electronic medical records and manage your ProMedica care.
If you have questions about how to use MyChart, email mychartsupport@promedica.org. You can also call ProMedica’s MyChart staff at 419-291-4173.
Option 2: Completing a Release of Information Form
Completing a ProMedica Authorization Form will give us the permission we need to release your medical records to you. You can also use this form to release the records to another person or a doctor, if needed.
Once you fill out and sign the form, you can send it by
Email: medicalrecords@promedica.org
*If you return your form by email, it will not be secured by encryption and could be accessed by others outside of
ProMedica
FAX: 419-479-6919
Mail:
MSC-J28105
ProMedica Health System
300 N. Summit Street
Toledo, Ohio 43604
Attn: Health Information Management
Option 3
In person by appointment only - walk ins not accepted
If you would like to schedule an appt please call: 419-291-4172 or toll-free at 877-764-5999.
Other Questions? Email us at medicalrecords@promedica.org
Medical Record Forms:
How to Access Your Radiology Images
Option 1: MyChart
Images are automatically attached to your imaging report. To view them:
- Log in to your MyChart account.
- Select Test Results.
- Select the image you want to review.
- Scroll to the bottom and click Linked Information
If you need a CD of your images:
- Log in to your MyChart account.
- Select Menu
- Select Sharing Hub
- Select Yourself
- Select Request a formal copy
Option 2: Completing a Release of Information Form
Complete a ProMedica Authorization Form and return in one of the following means:
Email: MedicalRecords@ProMedica.org
Fax: 567-290-3968
Mail:
MSC-J28105
ProMedica Health System
300 N. Summit Street
Toledo, Ohio 43604
Attn: Health Information Management
Option 3
We can send images directly to certain facilities’ PACS systems. Once you’ve confirmed that your provider uses PACS, just give us a call at 567-585-4444, and we can send those images directly to that provider.
Please note that patient walk in requests are no longer accepted and are by appointment only. Please call 567-585-4444.
Other Questions? Email us at MedicalRecords@ProMedica.org.
How to Pay for Your Medical Records or Imaging Requests
If you have a Request ID, you can pay for copies of your medical records via the Medical Records Payment Portal.
FAQ
With access to your medical records, you can feel more empowered in your care. Learn more about asking for and changing medical records.
Can I view a copy of my medical records?
If you would like to view your medical records, please call 419-291-4172 to make an appointment.
How can a parent, guardian or other adult access someone’s medical information in MyChart?
First, you must appoint the person as a proxy. To do this, you need to complete a ProMedica MyChart Proxy Access Request Form. Once you fill out the form, you can send it by:
- Email: medicalrecords@promedica.org
- Fax: 419-479-6919
A proxy can send messages, make appointments and renew prescriptions for a patient. A proxy can also review current medicines and appointment details in MyChart.
How can I ask for a change to my medical record?
If you think something in your medical record is wrong, you can request a change. We review every request carefully. But keep in mind that we aren't required to make the change.
Within 60 days, we'll let you know in writing if your request has been approved or denied.
To request a change, complete a HIPAA Amendment Request form. Once you fill out the form, send it by:
- Email: medicalrecords@promedica.org
- Fax: 419-479-6919
How can my doctor request a medical record?
Your doctor can get a copy of your medical record by calling any ProMedica facility. In most cases, your doctor will not need to fill out an authorization form. You can also send the records to your doctor yourself.
How do I request a birth certificate?
You can request a birth certificate through a state department of health. If the child was born in a ProMedica hospital in Ohio, contact the Ohio Department of Health. If the child was born in a ProMedica hospital in Michigan, contact the Michigan Department of Health.
You may also be able to ask for a birth certificate through the health department in the city or county where the child was born.
How do I request a death certificate?
You can ask for a death certificate through a state department of health. If the person passed away in Ohio, contact the Ohio Department of Health. If the person passed away in Michigan, contact the Michigan Department of Health.
You may also be able to request a death certificate through the health department in the city or county where the person passed away.
How do I ask for medical records from multiple ProMedica hospitals?
Submit your medical records request and we'll take it from there. We can coordinate getting the information from different hospitals.
How long does ProMedica hold on to my medical records?
If you're an adult, we hold on to medical records for 10 years after your treatment date.
For minors (people under age 18), we'll hold on to the records for 10 years after they reach adulthood (age 18), no matter when they were treated.
How much does it cost to access my medical records or radiology images?
You have free access to your medical records through MyChart. If you need a hard copy of your records for something other than medical care, you'll need to pay a fee.
The access fees for patients are:
- Indigent patient first copy: free in Michigan only
- Records printed on paper: $10.26 for labor + $0.03/page + $0.06/envelope + postage
- Records sent on a CD: $10.26 for labor + $0.78 + postage
- Radiology Images on a CD: $6.50 + postage
- Viewing records at a ProMedica site: free
If someone other than the patient asks for the medical records, they may have to pay added fees. These fees are regulated by the State of Michigan and the State of Ohio.
You can pay for hard copies of your medical records or radiology images via the Medical Records Payment Portal.
I am the legal representative for a patient. How do I access his or her medical records?
Please call ProMedica Health Information Management at 419-291-4172 or toll free at 877-764-5999. Keep in mind you must be able to prove you are the legal representative for the patient.
A legal representative may include a:
- Parent or guardian.
- Durable power of attorney for healthcare.
- A surviving spouse.
- Executor of the estate.
Questions? Call 419-291-4172 or toll free 877-764-5999.