Frequently Asked Questions (FAQ)

No, HIM does not require attorneys to personally deliver subpoenas. Please submit via Fax at (585) 273-1257 or email for HIM to begin processing for records.

Please note: If you have a subpoena for anything other than medical records, please see our contact us page for the correct department contact. HIM responds to subpoenas for medical records only.

Yes, please include enough identifiable information to accurately identify the patient and your electronic signature. If a request does not contain the necessary amount of verifiable identifiers then a manually signed authorization form may be required.

You can contact your provider in MyChart and request correction. You can also submit a Request for Record Change/Amendment form.

Corrections may be made to information within a medical record, deleting information from a medical record may not always be possible.

Go to the Find a Provider page on the UR Medicine website.

If the provider is listed, please submit your request for records to HIM.
If the provider is not listed, but you believe they were a part of UR Medicine, please submit your request to HIM.

Patients are now automatically enrolled in CareEverywhere clinical information sharing with health system EMRs (Electronic Medical Record system). This allows any of your treating providers who also utilize an EMR system to access your records for treatment purposes only. To opt out of sharing your clinical information, please complete the CareEverywhere Refusal (Opt Out) form and submit to HIM. HIM will turn off CareEverywhere sharing once completed Refusal/Opt-Out form is received.

Please be advised that record sharing may also be happening via the Rochester RHIO. The Rochester RHIO is a separate entity and to opt out of sharing through the Rochester RHIO please contact them directly at: 1-877-865-7446.

The next of kin or personal representative of the estate may request medical records.

If you are the executor/administrator of the estate, please complete a Patient Access Request Form and provide a copy of the court documentation.
If an executor/administrator has not yet been chosen, please complete a Distributee Certification Form and a Patient Access Request Form. Please submit the Distributee Certification Form and Patient Access Request form to HIM with a copy of the patients death certificate.

MyChart allows access and printing of information most commonly needed by schools. If you are not a user of MyChart, please submit a request to HIM to have records mailed to the Admitting Office. However, if medical records are needed to be sent to the Health Office, please advise the health provider to contact HIM.

Not necessarily! We always suggest a request for records be submitted for us to investigate if we are able to locate a copy of the original information. If we are not able to locate the immunization records or if the information is needed urgently; you can contact your primary care provider for a Titer Test which shows certain things you may or may not be immunized against.

Yes! Submit a request to HIM and indicate that you need the records certified and we will take care of the rest. Please be advised that the medical records will not have your social security number.

Unfortunately, no, HIM is not able to fill out forms for patients. If you are in need of locating the providers office contact information, please contact our main information line at (585) 275-2121 and ask to be transferred to the provider whom needs to complete the form. If you need assistance in locating the name of the provider who needs to complete the form, please contact patient relations at (585) 275-2851.

The HIM department assists with obtaining/sending of medical records. For billing records or imaging records, please contact the appropriate department.

*If the photos were taken by your provider and NOT through the Imaging Department, you may request any photographs through HIM. They may be also be accessible in MyChart. Please note that we are unable to print color copies of anything scanned into your record so you may opt for an electronic copy via MyChart or link to download.

The majority of your records are available in MyChart. For more information about your electronic medical record/MyChart records, please visit the Your Electronic Medical Record page.

Please contact the office in which you had the procedure as HIM does not have access to videos.

Please submit a request for records to HIM and specifically state on your request the name of the provider and/or practice.

The centralized HIM department is unable to fax records to URMC providers who utilize the Epic EMR system. Please have your provider reach out to HIM directly for assistance in obtaining records not found within the EMR system.

Verisma is the third-party service utilized by URMC HIM for distribution of medical records. Please contact them directly if you have any issues/questions regarding the correspondence received.

Verisma Customer Service: (315) 350-3779

NYS law requires medical records be retained for 6 years or 3 years past the age of majority (age 18).

Please submit your request to HIM. HIM will review and determine if the records can be provided.

Frequently Asked Questions

I am looking to submit a subpoena for records where should I send it? Do I have to personally deliver the subpoena for records?

Can I electronically sign an authorization form?

I received my requested health information and I do not agree with what is noted. Can this incorrect information be corrected or even deleted?

How do I know if my provider is a part of UR Medicine and Affiliates?

My outside provider already has access to my information, how is this possible?

My family member passed away, am I able to request a copy of their medical records?

My school needs my medical records urgently for enrollment purposes, how can they obtain copies quick?

I need my immunizations but I am older than 21. Does this mean my proof of immunizations are gone forever?

The Social Security Administration told me I needed certified medical records to help me obtain a new social security card. Can you help?

My provider needs to fill something out, can HIM help me?

I need medical records, billing statements, and actual images. What can I do?

Are all of my records in MyChart?

My provider took a video of my procedure; how do I go about getting a copy of the video?

My provider retired and informed me that URMC will be retaining my records, how do I access these records?

My URMC provider is requesting me to obtain a copy of another URMC provider/facility record. How can I go about getting the URMC records to my URMC provider?

I received correspondence from Verisma regarding medical records. Who is Verisma?

What is the retention policy pertaining to records for UR Medicine and Affiliates?