Health Information Management

Release of Patient Information

Providence St. Joseph Health (PSJH) is required by law to maintain the privacy of your health information, to provide you with a notice of our legal duties and privacy practices, and to follow the information practices that are described in the Notice of Privacy Practices.

You have the right to receive a copy of your health information that we maintain, with some limited exceptions. You have the right to receive a copy of your health information in one of the following formats: MyChart Patient Portal, email, fax, CD via mail, or paper via mail. You have the right to request that your health information be sent to any person or entity. Medical records are maintained by the hospital for the time period required by state and federal regulations, thus some medical records may not be available.

Patient information processed outside of Health Information Management (HIM) Medical Records: Please contact the department directly at the facility in which you were treated. Example: Radiology, Provider Office/Clinic, Pathology, etc. Be advised, separate authorization required.

Hospital or Provider/Clinic Itemized Billing or Financial Documents: Call Regional Business Office: 1-866-747-2455. You may also visit the Providence St. Joseph Health Online Bill Pay and Financial Assistance website.

Processing time for copies of medical records with valid authorization

Please allow sufficient time for processing of a medical record request. Turnaround time varies according to request type and state law:

  • California: up to 15 business days
  • New Mexico: up to 15 business days
  • Texas: up to 15 business days

Fees for copies of medical records

Continuation of care: Medical records sent directly to providers or other healthcare facilities: No Fees

Patient/patient representative: No fees

Other requester types: Fees are based on State and Federal Regulations

At Providence, your ability to access the highest quality care is of the utmost importance to us. That is why we have made it easy for our patients to request their medical records whenever they may need them. To ensure your request is handled accurately and promptly, Providence has partnered with Sharecare, a trusted leader in health information management.

Patient and Patient Representatives

How to obtain a copy of medical records

Please note: HIM-ROI is not onsite at the various locations.

Option 1: MyChart (patient portal)

MyChart secure patient portal allows patients to view portions of their medical record, and request copies of medical records that are not available through MyChart. There are no fees associated with accessing medical records via MyChart.

Most documents will auto-populate to your MyChart account within 24 hrs from time of visit.

  • Clinical notes are shared immediately to the patient’s MyChart when signed by the authorizing provider.
  • Test results are released hourly after they have been finalized. If not available, please contact the ordering provider.
  • Other documents may be shared immediately when filed to the patient’s medical record.

Sign up for a MyChart account

If you already have a MyChart account, please login.

Option 2: Submit your request online

Submit your request to Providence Queen of the Valley Medical Center

Option 3: Submit a written patient request to access/disclose a designated record set (DRS) form or written document

To receive a copy of your medical records, you may complete the form or write a letter. If you choose to write a letter, it must include the following required elements:

  • Signed by the individual (patient) or patient representative
  • Clearly identify the patient, preferably name and date of birth
  • Clearly identify the intended recipient including name and address designated to receive the records
  • Specify the date range, specific medical records, and name of facility where treatment was received

OR you may complete the Patient Request to Access/Disclose a Designated Record Set Form for Release of Health Information form and fax it to 866-476-4002. 

Important notice

Incomplete requests are considered invalid and will be returned for additional information. Patient representatives may need to provide supporting documentation to fulfill the medical records request e.g. Durable Power of Attorney, Advance Directive, guardianship or conservator forms.

Patient request access to inspect

PSJH shall permit an individual to request access to inspect their medical record that is maintained in a designated record set. PSJH requires individuals to submit a written request for access to inspect. Please follow instructions from option 1- 3 above to submit a request.

Once the request to access has been received, you will be contacted to schedule an appointment.

Provider office/Clinic medical records

Please visit the medical groups page and select the providers location.

Continuation of Care Requests for Medical Records

If you are a provider or health care entity and require medical records please upload your request via the third-party submission portal for Providence Queen of the Valley Medical Center or fax to 866-476-4002.

Third-Party Requests for Medical Records

If you are an attorney, insurance company, or any other entity requesting records, please click on the link below to upload your request along with the patient’s authorization.

Submit your request online for Queen of the Valley Medical Center

Serve subpoenas to the location below:

Sharecare
2461 E. Orangethorpe Ave. Suite 102, Fullerton, CA 92831
Hours of Operation: Monday-Friday 8 a.m. - 4 p.m.
Closed for Lunch 12:30-1:00 pm

If you have any questions, please contact Sharecare via one of the methods below:

Sign up and enjoy complete control of your request process! With this tool, you can easily track the status of your request, download requests, and pay your invoice. Sign up for the Sharecare Gateway.

Additional HIM/ROI Information and Forms

Amendment request

You may write a letter or complete this form to request a correction to your protected health information that was originated or created by a PSJH provider. 

Accounting of disclosures request

You may write a letter or complete this form to request an accounting of disclosures of your protected health information by PSJH.

Restriction and revocation requests

You may write a letter or complete this form to restrict the release of your protected health information and/or, revoke a previously signed authorization.

Opt out of Care Everywhere and/or HIE

Visit the Health Information Exchange website for more information and to access the opt out forms.

Language services

PSJH provides interpreter services for all non-English-speaking patients and patient representatives. Providence Notice of Nondiscrimination and Communication Assistance.