Patient information cannot be released to anyone without proper authorization.This is to protect the patient’s rights as well as the hospital.Required by Health Insurance Portability and Accountability Act (HIPAA) regulations.
How Do I Request a Copy of My Medical Record?
A patient may request a copy of his/her medical record via a written request.The written request must contain the following information:
Patient’s Name
Date of Birth
Social Security Number
Dates of Service
If someone else is picking up the records for the patient, their name must appear on the request.Requests can be made in person or by mail.Authorization forms are available in the Health Information department.
Physician Request...
A patient or patient family member may have medical records releasedto another physician via a written request from the patient or a written request from the patient’s physician.
Patient Family Member Request...
A patient’s family member (parent/legal guardian) may request copies of medical records if a patient is a minor or incapacitated.Parent/Guardian must have the written permission of the patient to release copies of the record, or have the patient’s power of attorney.The name of the family member must be documented on the request.
Deceased Patients...
In the case of deceased patients, if there is no one with the power of attorney, or no one has been appointed executor of the estate, family members need to contact the Register of Wills in the county they live to open an estate for the purpose of obtaining medical records.Proof of Power of Attorney or Executive of Estate must be presented.For Prince George’s County the number is 301-952-3250.For CharlesCounty the number is 301-932-3345.
Is There a Charge for Copies of My Medical Record?
Yes, there is a base fee of $19.09 and $.63 per page.There is no charge for copies that are sent directly to a physician for continuation of care.
*Price subject to changes as state allows.
Where Should My Request be Directed...
All requests for medical information are to be made to the Health Information Management Department located on the ground floor, Room G193, directly across from the hospital cafeteria.
Hours of Operation:
Monday - Friday
8:00 am - 4:00 pm
Telephone #:301-877-4524
Requests by mail should be directed to the Health Information Management Department, 7503 Surratts Road, Clinton, Maryland20735.
Health Information Management staff are available to answer any questions patients or patient family members may have.
How Long Will it Take? Once a proper request has been received it takes 5-10 working business days to process the request.If the patient has just been discharged from the hospital the request will be processed once the chart is complete.This may take 30 days if requesting a complete copy.
Protecting Your Confidential Medical Information As a patient of SMHC, you have a right to confidentiality.We strive to continuously ensure that your personal health information is kept private.Here are some ways SMHC is maintaining the confidentiality of our patients’ information:
Medical records are secured on the nursing floors and in the Health Information department.Only members of your health care team are permitted access to your information.
Paper information with personal information is shredded before disposal
Access to computers with patient information is password protected
Computer screens are angled so only the person with a need for access sees Patient information.
About Your Bill
Do You Accept My Insurance? We are contracted with most of the major payors in this area. However, some payors require different services be performed at their own facilities, or contracted vendors. We strongly urge you to contact your insurance carrier (HMO, PPO, MCO, etc.) to verify they will cover the services you need to have.
And remember, IF YOU ARE HAVING A MEDICAL EMERGENCY, your health and well being come first, and you should proceed immediately to the Emergency Room or call 911.
I Have Not Received a Copy OF My Bill.
You will receive a summary of your charges within 30 days of your discharge.This summary will also give you additional information, such as what insurance we are billing, and what other providers may be billing you. If you require an itemized billing, please call 301-877-4262 and we will be more than happy to supply you with a listing of itemized charges.
How Do You Know How Much To Charge Me?
Hospitals in the state of Maryland have their charges regulated by the HSCRC (Health Services Cost Review Commission). In 1971 the Maryland legislature created this agency to set the rates that Maryland hospitals may charge. In turn, regardless of whether you are an insurance company or private pay patient, you will pay the same rates. We can not negotiate our charges.
I Need Help Understanding My Bill.
We have a team of account specialists who are willing to help and assist you with your questions regarding insurance billing, and payment plans. Call 301-877-4262 ,Monday through Friday, between the hours of 8:00 a.m. to 4:30 p.m. to reach them.
I Think the Charges on my Bill are Wrong.
If you have any concerns regarding your bill, please call 301-877-4262, and you will be put in touch with a live person who will verify the charges.
