Obtaining your medical records from Wyckoff Heights Medical Center, located on Stockholm Street in Brooklyn, NY, is a straightforward process designed to ensure you have access to your health information when you need it. Whether you are a patient or a representative, understanding the procedure will help you efficiently acquire the necessary documents. This guide provides a comprehensive overview of how to request and receive your medical records from Wyckoff Heights Medical Center, serving the community of Brooklyn and beyond.
Requesting Your Health Information: The Authorization Form
To initiate the process of obtaining your health information, you will need to complete and submit an Authorization to Release Protected Health Information (PHI) form. This form is essential for ensuring the privacy and security of your medical records while facilitating their release to you or your designated recipient.
You can submit the completed form to the Health Information Management (HIM) Department through several convenient methods:
- Email: Submit your form electronically for quick processing.
- Fax: Send your form via fax if you prefer this method.
- Mail: Mail your form through postal services.
- In Person: Deliver your form directly to the HIM Department at Wyckoff Heights Medical Center on Stockholm Street, Brooklyn, NY.
For online authorization, please note that you will need to include a scanned copy of one form of picture identification along with your completed form.
Special Circumstances for Record Requests
Wyckoff Heights Medical Center accommodates requests under unique circumstances. Specific procedures are in place if the patient is:
- Deceased: The executor of the estate or a legal distributee can request records.
- Incompetent/Incapacitated: A legal guardian or healthcare proxy can request records on their behalf.
- A Minor: Different rules apply based on the age of the minor. For minors under twelve, a parent or legal guardian must sign. For minors between twelve and eighteen, parental consent is generally required, with exceptions for emancipated minors or specific types of health information.
For detailed guidance in these situations, it is best to contact the HIM Department directly.
Receiving Your Medical Records: Delivery Options
Wyckoff Heights Medical Center offers multiple options for receiving your health information, allowing you to choose the most convenient method:
- Electronic Copy of Records: Receive your records digitally.
- Secure Email: Have your records sent to you via secure email for privacy.
- Mail CD: Receive your records on a CD sent through the mail.
- Mail Paper Records: Opt to receive physical copies of your records via USPS, FedEx, or UPS.
- Fax: Records can be faxed to your specified fax number.
- Patient Portal: Connect to the patient portal to access your records online.
You will indicate your preferred method on the Authorization to Release Protected Health Information form.
Paper Forms and In-Person Pick-Up
While online submission is preferred for efficiency, Wyckoff Heights Medical Center understands that it may not be feasible for everyone.
- Paper Form Availability: If you cannot scan and send a picture ID, you can print a paper form, complete it, and mail it to the HIM Department at the Stockholm Street, Brooklyn, NY location.
- In-Person Pick-Up: While delivery is typically arranged via your chosen method, you can specify on the authorization form if you prefer to pick up your records in person.
Healthcare Proxies and Access to Records
If you are a healthcare proxy seeking medical records for a parent or another individual you represent, it is recommended to contact the HIM Department directly. They can provide specific guidance based on your situation and ensure you have the necessary authorization and documentation.
Fees Associated with Medical Records
Understanding the fees associated with obtaining medical records is important:
- No Fee for Treatment Purposes: There is no charge when records are released directly to a doctor or healthcare provider for continuity of care.
- Free Abstract: An abstract, which is a summary of your medical record relevant for treatment, is also provided free of charge.
- Cost-Based Fees for Other Purposes: For records released for other reasons, such as personal use, legal matters, or insurance claims, there is generally a cost-based fee in accordance with federal and New York State laws. You can discuss potential costs with the HIM Department when you submit your request.
Understanding the Abstract of Medical Records
An abstract is a concise summary of your medical record designed to facilitate continuity of care. It typically includes essential information such as:
- Discharge notes and instructions
- Procedure and operative reports
- Consultation reports
- History and physical examination reports
- Laboratory results
- Imaging studies
- Pathology reports
- Problem list
- Medications
- Two years of outpatient visit notes
Processing Time for Medical Records Requests
The time it takes to receive your medical records varies depending on the nature of your request:
- Expedited for Treatment: Requests for treatment purposes, such as appointments with specialists or transfers to other facilities, are expedited and sent to the healthcare provider prior to your appointment.
- Patient/Representative Requests: Requests from patients or their representatives are typically processed within 10 days of receipt. If records are stored offsite, you will be notified within 10 days, and the processing time may extend to 30 days, unless unforeseen circumstances arise.
- Other Requests: Requests for disability claims, attorneys, or insurance companies are usually processed within 30 days, with possible extensions in unforeseen circumstances, in which case the HIM Department will contact you.
It is advisable to allow three days from submission before checking on the status of your request, or five days if you mailed the request.
Sending Records Directly to Your Doctor
To have your medical records sent directly to your physician, complete the Authorization to Release Health Information form and include your physician’s details: name, mailing address, phone number, and fax number. Alternatively, your physician’s office can submit a record request directly to the HIM Department at Wyckoff Heights Medical Center.
Why a Separate Authorization Form?
The forms you signed upon hospital admission do not include the specific Authorization to Release Health Information form required to obtain copies of your medical records post-treatment. A separate authorization is necessary to comply with privacy regulations and ensure records are released according to your explicit consent.
Requesting Records for a Minor Child
The process for requesting records for a minor child depends on the child’s age:
- Minor Under 12: A parent or legal guardian must sign the authorization form.
- Minor Over 12 and Under 18: Generally, a parent or legal guardian must sign. However, emancipated minors may sign for themselves. For non-behavioral health records, both the parent/guardian and minor must sign. For behavioral health records, the minor must sign.
Obtaining Records for a Deceased Family Member
To obtain medical records for a deceased family member, the executor of the estate or legal distributee must complete the Distributee Certification form and provide a copy of the death certificate and proof of their legal status.
Radiology and Billing Records
Requests for radiology films or billing records follow the same procedure as general medical records requests. Complete the Authorization to Release Protected Health Information (PHI) form and submit it to the Radiology Department or Billing Department, respectively, at Wyckoff Heights Medical Center. Contact details for these departments can be found under the Contacts & Locations section.
Need Help or Want to Check Your Request Status?
For assistance with completing the form or to inquire about the status of your request, you can call 718-963-7153. This helpline is available Monday to Friday, from 8 AM to 5 PM.
Behavioral Health Record Release
Due to the sensitive nature of behavioral health information, HIPAA and state laws require physician review and approval before these records can be released. This ensures patient privacy and responsible handling of sensitive data.
Correcting Inaccurate Information
If you find inaccuracies in your medical record, you can request an amendment. Complete and submit a Request for Amendment of Protected Health Information form to initiate this process.
Court Orders and Further Inquiries
For requests involving court orders or any other inquiries not covered in this guide, please contact the HIM Department at Wyckoff Heights Medical Center directly for assistance. They are equipped to handle a wide range of record requests and can provide guidance tailored to your specific needs.
By following these steps, patients and their representatives can efficiently obtain medical records from Wyckoff Heights Medical Center, located at Stockholm Street in Brooklyn, NY, ensuring access to essential health information.
Wyckoff Heights Medical Center located on Stockholm Street in Brooklyn, NY, providing comprehensive healthcare services to the community.
