Release of Information: Medical Records Request

Frequently Asked Questions

  • What is the process for getting medical records?

      All requests for medical records must be accompanied by a HIPAA compliant authorization form completed by the parent or guardian, except where the records are going to the patient’s primary care physician or lab/X-ray results are going to the “ordering” physician. Any non-compliant forms will be returned to the requestor.

      Upon receipt of the request for records, and after the number of pages to be released has been determined, the requestor will receive an invoice in the mail. Once payment of that invoice is received, the records will be released. Our turnaround time is seven to 10 business days, but it can take up to 30 days if the chart is stored off-site.

  • Where do I request the records?

      All requests for records are being processed at our Scottish Rite hospital campus regardless of where the patient was seen. You may pick up an authorization form at any Children’s facility. The mailing address is: 

      Children’s Healthcare of Atlanta at Scottish Rite
      Attention: Release of Information
      1001 Johnson Ferry Road
      Atlanta, GA 30342

      You may request to pick up the records at the nearest Children’s hospital location or have the records mailed to you.

  • What are your business hours?

      Routine requests are handled during the following hours:

      Hospitals: Monday to Friday, 8:00 a.m. to 4:30 p.m.
      Urgent Care locations:Monday to Friday, 11:00 a.m. to 9:00 p.m.
      Rehab/Sports Medicine locations: Monday to Friday, 8:00 a.m. to 4:30 p.m.

      If you have an extreme emergency, you may contact the Scottish Rite Medical Record Department at 404-785-2056.

  • Can I get my records sooner?
      Usually, yes. We can expedite requests for an additional $25. We do manage records all over metro Atlanta, and the amount of time required to expedite your request is based on where your child’s records are located and in how many locations.
  • Can I fax my completed authorization form?
      The form will only be accepted if faxed directly from another medical facility in the following situations:

      - The patient is at a medical facility for treatment on the same day.

      - The patient has an upcoming appointment (in less than seven business days) at a medical facility.

      - If you believe your situation needs further review from our release of information department, call 404-785-2431.

  • Why does Children’s ask for my email address?
      So that we can quickly contact someone with a basic question such as the confirmation of the date of birth.
  • Why do I have to pay for my child’s information?

      The release of private health information is a business operation. As such, a fee is applied to cover the costs of labor, time and resources. The state of Georgia regulates how much an organization may charge per page. We comply with such regulations and believe that what we charge is comparable to similar organizations. 

      Currently, our fee schedule is:

      Copying Costs for Records (in paper form); 50 percent discount for choosing CD instead of paper

       

      Per page for pages 1-20

       

      $0.97

       

      Per page for pages 21-100

       

      $0.83

       

      Per page for pages over 100

       

      $0.66

      Additional Costs:

       

       

       

       

      STAT (Quick turnaround=less than five days)

       

       

       

      $25.00

      Search fee for all legal requests

       

       

       

      $25.88

      Certification fee

       

       

       

      $9.70

  • Can I send my fee payment with the authorization form?
      Preferably, no. Our staff will not have an accurate cost for your records until we receive your form, obtain your records and count the total number of pages. We will then send the requestor a pre-bill stating the total number of pages and balance due. Once we have received payment, the records will be released. If you decide to pick your records up, payment may also be made at the same time.
  • What forms of payment do you accept?
      It is preferred that all payments be made via checks; however, if paying in person, cash (in the exact amount) is accepted. We also accept credit/debit cards in person and over the phone.
  • Can I get a quote for the entire medical record and an abstract?
      Yes. Be aware that the abstract is a basic summary of the visit and does not include all documentation in the medical record. An abstract includes discharge summary, history and physical, consultations, operative notes, lab results and X-ray results (including ECHO, EKG, MRI, CT’s, etc).
  • Before I go through the trouble of requesting records, can you look up my child in your computer system to be sure he/she has been there?
      Yes. However, we will only confirm or deny we have records for an individual over the phone. We will not release any other information via phone.
  • My child’s doctor has not received the results from the test he/she ordered to be completed at Children’s. Can you just fax it over?
      Automatic return of results is a procedure normally arranged with the department that has filled the order. Due to the necessity of maintaining accurate and precise records of what information is released and to whom, medical records require that the ordering physician fax us a request on their letterhead. This does not require a signed authorization by the parent/guardian as long as the requestor is designated as the ordering physician for the particular information being requested.
  • My child has a doctor’s appointment next week and they need all of her records. What do I do?
      The quickest way to complete this type of request is for the doctor’s office to fax the request to us directly, indicating the child’s appointment date and time. We do require a parent/guardian signature for any physician requesting records other than the primary care physician. Note, the primary care physician (PCP) office must be listed in our records as the PCP, otherwise, a full HIPAA compliant authorization is required. Have the doctor’s office call us for further explanation.
  • What must I do to get a copy of my child’s films?
      Medical records can only complete requests for paper reports. Films and tapes from radiology, echo and EEG are released by their respective departments. Call the hospital main line to contact these departments. For Egleston, call 404-785-6000; for Hughes Spalding, call the Radiology Department at Grady at 404-616-3933; and for Scottish Rite, call 404-785-5252.
  • My child is over the age of 18 but still lives with me. Can I sign the authorization form?
      No. Any child at or over the age of 18 must sign the authorization form personally. The only exceptions are for patients at or over age 18 who are mentally or physically unable to sign. Appropriate documentation supporting this situation is required.
  • Can I pick up the records that my friend requested for her child?
      If we have received authorization from the requestor in writing that another person is permitted to receive the records, we will release them upon providing a picture ID.
  • I dropped off my request last week and still have not heard anything from Children’s. What do I do?
      Our process takes five to seven business days. If you feel as though we are not responding in a timely manner, call Release of Information at 404-785-2431 so that we may further assist you.
  • Why is the form from my doctor’s office or agency not acceptable?
      The following reasons are the most common (but not an exhaustive list) for us to not accept an authorization form:

      - The form is not compliant with HIPAA laws.

      - The form must contain a statement regarding specific permission to release health information regarding genetic testing, HIV status, psychiatric problems or drug dependency, etc. Even if you are not asking for this information to be released, it must be addressed in your request.

      - The form must contain a statement understanding that the requestor has the right to revoke the authorization at any time in writing.

      - The form must contain a statement regarding the expiration of the authorization.

      - The person providing a signature for the authorization is not in our records as a parent/guardian.

      - The patient is at or over the age of 18 and a parent/guardian has signed the authorization.

      - The requesting agency and/or individual has not been designated as a primary care provider and/or ordering physician.

      Access our form

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Children's Healthcare of Atlanta at Hughes Spalding is owned by Grady Health System and managed by HSOC Inc., an affiliate of Children's.

Revised 12/2012