Medical Records
Health Information Management
Health Information Management is Here to Assist You!
Your protected health information (also known as your medical records) are released in accordance with HIPAA, New York State, and Federal laws.
Patient requests are prioritized and are normally processed between 2-14 business days. Please visit the websites below to inquire about the full HIPAA, New York State guidelines, and Federal Laws:
Access Your Records Through MyChart
Our secure online patient portal, MyChart, is the quickest way for patients to obtain access to their medical records. Other options when needing to access your medical record include submitting a medical records request form or submitting a signed letter.
Approved Documents When Someone Other Than the Patient Is Requesting Medical Records
Section 18 of the New York Public Health Law is specific about who is considered to be a "qualified person."
The law permits access by "qualified persons." "Qualified persons" include the patient or an incapacitated adult patient's legal guardian. A parent or legal guardian of a minor may access the minor's records when the parent or guardian consented to the care and treatment described in the record or when the care was provided without consent in an emergency resulting from an accidental injury or the unexpected onset of serious illness. "Qualified persons" also include the executors and administrators of estates of deceased patients, and if there is no will, the distributees of the estate under the Estates, Powers and Trusts Law. An attorney representing a "qualified person" is also a "qualified person," provided that the attorney has a signed power of attorney authorizing the attorney to request medical records. Health care providers, insurance companies, other corporate entities and attorneys lacking a power of attorney are not qualified persons. Although they are not necessarily "qualified persons" under Section 18, health care agents and surrogates with authority to make health care decisions for patients under Public Health Law Articles 29 C and 29 CC have a right to receive medical information in order to make those decisions.
For more information, please visit the New York State Department of Health website.
An authorization signed by the POA is valid when the POA document grants authority to request medical records on behalf of the patient OR if the purpose of a medical records request specifically states the medical records are needed for any billing, claims, or disability payment reimbursement. POA is no longer valid if a patient is deceased.
The legal guardianship document is a formal declaration to the court system that another party is responsible for the well-being of minors.
Required for any patient deemed without capacity over the age of 18, biological parents will need to obtain guardianship paperwork.
Required for any patient under the age of 18 if other than the biological parent.
If guardianship paperwork for a non-parent exists prior to the age of 18, new guardianship paperwork is required after the age of 18.
A document issued by a court system ordering healthcare providers to release medical record information to designated individuals.
Is only able to obtain access to a patient’s medical records if documentation is found within the patient’s electronic medical record that states the patient is incapacitated and unable to sign on their own behalf; in addition to, only when the records request is for treatment purposes and/or is requesting records be sent to another treating provider. If this documentation is not found; the patient's treating physician may write a letter to be submitted with the medical record request and copy of HCP documentation. HCP documentation is no longer valid if a patient is deceased.
Accepted only when a patient is incapacitated and does not, at the time of the request, have a Healthcare Proxy, Medical Power of Attorney, or legal Guardian to request records on their behalf. With the passing of the Health Care Decisions Act; surrogates of a patient, or a patient's next of kin, are able to request records on the patient's behalf. The Health Care Decisions Act affects patients who are currently admitted to hospitals, nursing homes, or other related healthcare facilities and are unable to sign or submit a request themselves. Only in these instances are the surrogates able to sign on behalf of the patient. A “surrogate” (next of kin) qualifies as a personal representative under HIPAA and has the right to access the patient’s medical record just as a health care agent could. Surrogates are only able to request the records be sent to themselves OR a healthcare provider assisting in the treatment and/or decision making for the patient.
Medical Record Copy Fees
The Release of Information department utilizes a third party company, Verisma, for medical record reproduction and delivery. For more information regarding fees, please contact them directly at (315) 350-3779.
Checking Status of a Request
All Patients and Healthcare providers can reach out to HIM directly for the most up to date status on a request.
All other requesters are recommended to contact Verisma directly at (315) 350-3779 for the most up to date status on submitted requests after 10 business days of submitting the request.
Interpreter Services
High quality, compassionate health care depends on clear and thorough communication. In fact, we believe every patient and family member has the right to be able to communicate easily with members of their medical care team. If you are Deaf, Hard of Hearing, or a non-English speaking patient or family member we provide access to several types of interpreter services, at no personal cost to you. For more information visit the Interpreter Services website.
Phone: (585) 275-4778
VP: (585) 206-1922
Text: (585) 465-2565
Fax: (585) 461-5275
In Need of Resources Not Mentioned Here?
Please feel free to browse the other services offered by our hospitals and affiliates to ensure the best patient/visitor experience: