Accessing Your Medical Records
Patient Portal Options
- Epic/MyChart
- Log into your institution's MyChart. Click on “Share Everywhere” in the “Sharing” section of the Menu.
- Using "ShareEverywhere" in your MyChart/Epic portal allows you to give someone temporary access to your medical records.
- Enter the name of the provider you wish to share your records with and click on “Request Share Code.” This will typically be the study coordinator on the research team.
- Then, provide the share code with the research coordinator. This is usually best done during a phone call. They will use the code to access your records by visiting www.shareeverywhere.com. The code is only valid for 60 minutes. Notify the study coordinator that the code expires, so they can copy any needed records during the call.
- Note: if you don't have a MyChart account, you will need to create one. Visit mychart.org and follow the prompts to create your account.
- Using a Patient Portal Other than Epic/MyChart
- Log into your online patient portal.
- Search the menu for an option to download your medical records to your electronic device. Common menu options include Share My Records, Download My Records, Health/Visits Summary, or Sharing Hub. but wording may vary. Once you find the appropriate menu option, follow the prompts on your screen to download your records to your device.
- Your portal may require you to send an online request to your healthcare provider before you can download your records. If this is the case, check back regularly to see when your request is approved.
- Save your records to a place on your device that you know you will be able to easily locate later. Check your Downloads or My Documents folder is you're using a computer or the Files app, if you're on a mobile device.
- Next, open your email and begin a new message and in the "To" line, insert the research team's email address(es).
- Attach your records to the email by clicking "Attach File", "Insert Files", or pressing a paperclip icon.
- Make sure to include a clear subject line which indicates what study the records are for and include a message to the research team about who you are.
- Click "Send" and call or email the research site to ensure they received your emailed records.
Medical Record Release Form
Some institutions provide an online medical record Release of Information (ROI) form or authorization form that allows your provider(s) to send medical records directly to you or the research site. Check on your provider’s website or your online patient portal for a release form. It may be found under a menu option such as Request Records or Medical Records.
Some institutions allow forms to be submitted online through the website, but do require you have a photo ID. This is the best option when available. Other institutions may have a PDF copy of the form. If this is the case, download or print the form complete it, and send it to the research site.
- If you are printing the document, you will need to fax, scan, email, or mail the form to your provider.
If You’re Unable to Retrieve Medical Records Online
- Check your provider’s website: Find out how to access your medical records by checking your provider’s or medical facility’s website. Look for a request form, a phone number, or an email address under the Contact Us section to request medical record sharing information.
- Contact your provider’s facility: Call, email, or text your provider or provider’s office. You may call the front office and ask for the Health Information Services Department or the administrative staff in charge of releasing health records. Here’s what you can say when asking for your medical records:
- Hi! I am [your provider’s name]’s patient and I would like help obtaining and sharing my medical records. Can you please direct me to the appropriate department?
- Visit your provider’s office: If you are unable to access your medical records through any other means, visiting your provider’s office and requesting help from an administrator, a nurse, or your provider may be your best option. They may also direct you to the health information services department where you can electronically request your records
Sending Your Records to the Research Site
Once you have access to your records, you need to send them to the research team so they can review and determine your eligibility for the study.
- Direct submission: Your healthcare provider may send your records directly to the research site on your behalf. Ensure they have the correct contact information for the research site. You should speak with the research team about the exact address, fax number, or email address your healthcare provider should use. Make sure you ask for a tracking number if your records are mailed to the research site. You and the research team can track when the records arrive.
- Personal delivery: If you receive the records directly, you can:
- Mail: Send the records via postal service to the research site’s address. Make sure you ask for a tracking number if your records are mailed to the research site. You and the research team can track when the records arrive.
- Fax: Some research sites accept records via fax. Make sure to confirm the fax number and ensure the records are sent securely. You may want to include a cover letter which states the name of the study coordinator, their department, the study name, and your name and contact information.
- Email: If the research site accepts electronic submissions, you may be able to send the records via secure email.
No matter how you send your medical records, contact the research site to confirm all records were received! This can be done through a phone call or email.
