Medical Records

To ensure your medical records are kept private and secure in accordance with federal and state regulations, Mount Carmel has a team of trained professionals in our Health Information Management (HIM) Department. It's their job to safeguard and manage your patient information.

Answers to some of the HIM's most frequently asked questions are listed below. If you have additional questions, please contact Health Information Management at 614-898-4075 during normal business hours.

Normal Business Hours

  • Monday - Friday 8:00 a.m. - 4:30 p.m.
  • Closed Weekends and Holidays

How can I obtain a copy of my medical record?

You can download the "Authorization for Use of Disclosure of Protected Health Information" form or you may write a letter authorizing the HIM Department to release a copy of your medical record. Both the authorization form/letter must state your name, date of birth, social security number, date of service, name of hospital where services were performed, the person/organization to receive the information, along with the address where the information is to be sent. The authorization form/letter must be signed and dated by the patient or the patient's guardian/legal representative.

Where do I send the authorization form/letter to release a copy of my medical record?

Mail the authorization form/letter to our centralized release of information location:

Mount Carmel St. Ann's

Health Information Management
495 Cooper Road Suite 200
Westerville, OH 43081

Is there a cost to obtain a copy of my medical record?

Charges for copies of medical records requested for personal use depends on the number of documents/pages reproduced. Arrangements may be made for you to pick up your medical record copies by calling the HIM Department at 614-898-4075.

I am going to another healthcare provider and would like my records sent to this physician. What do I need to do?

You will need to submit a written authorization form/letter to have your medical record copies mailed or faxed to that provider. You will need to include the name, address and/or fax number of the healthcare provider to whom you'd like the record sent. There is no charge for copies of your medical record for continuity of care. ‘Continuity of Care’ (remaining a patient of your current physician while seeking the services of a specialist) should not be confused with ‘Transfer of Care’ (leaving the care of a physician for reasons which may include:  change of insurance, moving, etc.).

How soon can I expect the request to release my medical record to be completed?

Depending on the location of your medical record, you can expect a 10-15 day turnaround time for your request to be completed. We realize there are circumstances when you may need your medical record more urgently. If this is your situation, please call the HIM Department to discuss your needs.

Am I able to get a copy of a family member's medical record?

Only the patient may release his/her record(s). However, if you have Healthcare Power of Attorney (POA) or are the executor of the patient's estate, you must submit your authorization form/letter along with a copy of the legal document giving you POA or executor rights.

I was born at Mount Carmel. How can I obtain my birth certificate?

You will need to request your birth certificate from the Franklin County Health Department. Their phone number is 614-645-7333. You may also access their website HERE

How long do you keep a medical record?

Medical records are maintained according to Ohio Statute for various periods of time. You will be contacted if your medical record request cannot be fulfilled because the retention period has expired.

Am I able to view my medical record?

Yes, you are able to view your medical record. There is no charge for viewing your record. Here's how:

  • Provide a written, signed and dated authorization form/letter.
  • Provide photo identification.
  • Contact Health Information Management at 614-898-4075 to schedule an appointment to view your record.