Patients

Medical records

To request a medical record (patients, insurance companies, attorneys, government agencies, etc.), call the medical records department for information. The requestor must submit a valid authorization form signed and dated by the patient or his or her legal representative. Certain restrictions and fees may apply. CLICK HERE for the form.

To reach the health information management department, please call 814.274.5275.

Frequently asked questions

How long will it take to get a copy of my medical record?

    The average turn-around time for a request is three to five working days, depending on the completion status and the availability of the record.

How much does it cost?

    There is no charge when you request that we send your information to another physician or health care facility for continuation of care. Attorneys, government agencies and insurance companies will be issued a prebill to prepay for the documents. There is a charge to issue copies directly to the patient. This charge will vary depending on the volume of pages per Pennsylvania regulations.

How long do you retain records?

    Charts are kept in our archives for seven years. Records for minors are kept for seven years after the patient turns 18. Please note that some records may be stored off-site and will require extra time for retrieval.

I do not want some parts of my medical record released to anyone. What do I do?

    Contact the medical records department at 814.274.5275 to request that your medical record be flagged to indicate that certain information can be released only with your permission.

May I look at my family member's medical record?

    Unless you are the patient's legal guardian or executor of the patient's estate, you may not review a family member's record without his or her signed consent.

Who can look at my record?

    Cole Memorial staff may look at a patient's record if they are directly involved in his or her care or if they need to look at the chart as an approved function of their job. Patient information cannot be released from Cole Memorial without a valid patient authorization.

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Health information management
814.274.5275
Fax: 814.274.5357

Hours:

Monday through Friday
8 a.m. to 4:30 p.m.