University Health Care System
(706) 722-9011

Medical Records

Health Information Services (Medical Records) of University Hospital serves many functions, including the maintenance and storage of patient medical records. A medical record is the written collection of a person's health history as recorded by physicians and other health care professionals. This history includes information about your health, hospitalizations, tests, treatments and much more. We are constantly striving to provide exceptional customer service. Our employees are here to assist you with your questions about the department as well as to ensure that the information maintained within the department is accurate and accessible. Your medical record legally belongs to University Hospital, but you are welcome to request copies of your medical records if you need them.

Requesting Copies of Your Medical Records

You may request copies of your medical record by submitting a Private Health Information form.

Download Medical Record Request Forms

University Hospital
1350 Walton Way
Augusta, GA 30901
Attn: Medical Records
(Health Information Services)

You also can fax your completed form to 706/774-8737.

If you have any questions or would like a Release of Medical Information form sent to you, please call 706/774-5861.

Medical Record Retention Policy

Until Aug. 16, 2004, active medical records were maintained in Health Information Services on paper and older medical records preserved on microfiche. Now records with discharge dates of Aug. 16, 2004, and later are being preserved in an electronic medical record and all paper records have been being converted to microfiche. The electronic record is now the legal record of your hospital visits. Medical records will be maintained in Health Information Services for a minimum of 25 years after the last date of service. Each January, medical records with no visits for the past 25 years will be destroyed.

Birth Certificates

Health Information Services cannot supply a copy, certified or otherwise, of a birth certificate. A copy may be obtained for a fee from the Richmond County Health Department. The first copy is $25 and $5 for each additional copy of the same certificate. You may call 706/667-4334 or write:

Richmond County Health Department
Vital Records - Building E
1916 North Leg Road
Augusta, GA 30909

The completion and submission of the birth certificate is the responsibility of Health Information Services. Parents should determine correctness and report any discrepancies to the Health Department as soon as possible. For changes to a birth certificate if the birth took place in the Georgia, write to the State Vital Records Office (Georgia Department of Human Resources, Vital Records Section, 2600 Skyland Drive, Atlanta, GA 30319). Please allow 6-8 weeks for a copy of or amendments to a birth certificate from Atlanta.

Frequently Asked Questions

Q: What is the difference between "Health Information Services" and "Medical Records?"
A: None. The change to "Health Information Services" indicates that the department's responsibilities include tasks in addition to storing medical records.

Q: Can my medical information be read to me over the telephone?
A: No. Medical information is confidential, and it cannot be released over the telephone.

Q: How long will it take to process my medical record request?
A: The time to complete each request will vary, but please allow at least two consecutive business days for request completion.

Q: Will I be charged a fee for my medical records?
A: Maybe. Under certain circumstances a copying fee may be involved. You will be notified if this applies to your situation.

Q: What will I need to bring when I request or pick up my medical records in person?
A: You will be required to show a current Photo I.D. Acceptable forms of Identification include a State issued photo ID or Drivers License, Military ID or US Passport.

Q: Is Health Information Services able to discuss billing information with me?
A: No. You can contact the Patient Accounts department at 706/828-2333.

Q: Are items such as X-ray films and fetal monitor strips available in Health Information Services?
A: No. Information regarding how these items can be obtained is available through each individual department.

Q: What is PHI?
A: PHI is individually identifiable health information, held or maintained by a covered entity or its business associates acting for the covered entity, that is transmitted or maintained in any form or medium (including the individually identifiable health information of non-U.S. citizens.)

Q: Will I be able to obtain a copy or make changes to my child's birth certificate in Health Information Services?
A: No. Health Information Services cannot supply a copy, certified or otherwise, of a birth certificate. A copy may be obtained for a fee from the Richmond County Health Department. The first copy is $25 and $5 for each additional copy of the same certificate. You may call 706/667-4334 or write: Richmond County Health Department, Vital Records - Building E, 1916 North Leg Road, Augusta, Georgia 30909. The completion and submission of the birth certificate is the responsibility of Health Information Services. It is the responsibility of the parents to determine correctness and report any discrepancies to the Health Department as soon as possible. For changes to a birth certificate if the birth took place in the Georgia, write to the State Vital Records Office (Georgia Department of Human Resources, Vital Records Section, 2600 Skyland drive, Atlanta, GA 30319). Please allow 6-8 weeks for a copy of or amendments to a birth certificate from Atlanta.

Please call 706/774-5852 or click here to send an e-mail if you have questions about Health Information Services.

AWARDS AND RECOGNITION

  
     
© 2014   University Health Care System
1350 Walton Way, Augusta, Georgia
(706) 722-9011