Medical Records Frequently Asked Questions (F.A.Q.)



Q:How can I obtain copies of my medical records, records for a minor, or for a deceased family member?

A: To obtain medical records, you can contact Plains Memorial Hospital Medical Records department at 806-647-2191 or e-mail joyce.wright@cchdonline.com
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Q:What is the turn-around-time for requests for medical records?

A: It may take up to 15 business days for "personal use" medical records (i.e. yourself, insurance company, attorney, etc.) to be copied and mailed.
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Q:Do I have to wait 15 business days if I need my medical records sent to my physician's office for an upcoming appointment?

A: No, we can get those copied, mailed or faxed to your physician as soon as possible.
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Q:What are the charges associated with obtaining copies of my medical records?

A: Contact PMH Medical Records for further information.
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Q:Is there a charge if my medical records are for continued treatment with my physician?

A: No, as long as our staff sends the medical records directly to your physician, there is no charge.
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Q:Do I have to sign anything in order to obtain copies of my medical records?

A: Yes, an Authorization for Use or Disclosure of Protected Health Information release must be filled out by the patient or personal representative for the patient. You can click here to obtain the release form or you may stop by our office Monday through Friday, 8:00 am to 5:00 pm.

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Q:How do I return the release form to your office?

A: You may choose one of two ways to return the release form to our office. The release form must be completely filled out in order to obtain valid authorization.


Mail:

Medical Records Department
Plains Memorial Hospital
310 W Halsell
Dimmitt, TX 79027


Drop by our office:


Medical Records Department
Plains Memorial Hospital
Monday through Friday, 8 am to 4:30 pm
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Q:If I come to pick up copies of my medical records at your office do I need to bring proof of ID?

A: Yes, a drivers license must be presented at the time to verify identity.
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Q:Instead of signing a release form can I just send a letter or call by phone to request my records?

A: No, Texas law and the Health Insurance Portability and Accountability Act (HIPAA) require that a release form be filled out correctly, signed and dated prior to medical records being released. Only the patient or his/her personal representative may sign the release form.
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Q:If I signed the release form for copies of my medical records to be picked up by myself, can I send my spouse/sibling/child to pick up the record if I don't have time?

A: No, the release form is very specific as to who is receiving copies of the medical records. The only individual that can pick up the copy of the medical records is the person listed on the release form.
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Q:What is the process of obtaining copies of my deceased relatives medical records?

A: A certified death certificate must be brought to the PMH Medical Records department, and the medical record must state next-of-kin. For families trying to obtain copies of medical records for the deceased, the first person authorized is the spouse. If the spouse is not living, then the children are next-of-kin.
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Q:Who can I contact for questions or more information about medical records?

A: The PMH Medical Records department is open Monday through Friday, 8:00 am to 5:00 pm. We are closed on most major holidays. Call 806-647-2191 for questions or more information.
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