Medical Records

Parents or guardians of adolescents with diminished capacity must get approval from the child's doctor to gain full access to their records on MyChart.

You can also submit a request for records not already available in MyChart. If the records are available digitally, they'll be downloaded into MyChart for free. Requests may take up to 14 days to process. To request records via MyChart, go to Menu → Sharing Hub → Yourself → Request a copy.

If you're a parent or guardian who doesn't use MyChart – or you simply need access to records that aren't available digitally – find out how to request records in the next section.

Requesting records from Health Information Management

If you don't use MyChart or are seeking records not available through MyChart, you can submit a request for records from Health Information Management. Requests can be made online, by fax, by mail or in person.

Parents or guardians must complete an Authorization for Release of Health Information form. Patients under 18 seeking records this way need a parent's or guardian's written permission on the form.

Requests are generally processed within 15 days. (For imaging requests, a different process is required. See the "How to get copies of medical images and reports" section on this page.)

Note: There may be a charge if your record is produced from a paper chart (25 cents per page) or for records transferred to a CD ($25). However, the fees are applied on a case-by-case basis and may be waived if the records are being sent to a health care provider's office.

Mail or fax requests

Complete and sign an Authorization for Release of Health Information form (Spanish form: Autorización Para Divulgar Historiales Médicos). Then mail or fax it to one of the Health Information Management offices below, depending on where the patient was treated.

You also have the option to mail us a letter instead of an authorization form.

For Oakland patients, please include the following in your letter:

• Patient's name and date of birth
• Date of visit
• Description of the information you're requesting (for example, surgery report or X-ray report)
• Purpose of request (for example, personal use, doctor's use or court documentation)
• Delivery address
• Requesting person's name, signature and relationship to patient
• Copy of requesting person's photo ID

Send to:

Health Information Management
747 52nd St.
Oakland, CA 94609
Fax: (510) 658-1923

For San Francisco patients, please include the following in your letter:

• Patient's medical record or unit number
• Patient's full name at the time of treatment
• Description of the information you're requesting
• Requesting person's name and signature

Send to:

Health Information Management
UCSF Medical Center
400 Parnassus Ave., Room A88
San Francisco, CA 94143-0308
Fax: (415) 353-4839

In person

You may drop off your request and pick up the records in person at one of our offices. If your child was seen at our Oakland campus, you also have the option to drop off authorization forms and medical record requests at the concierge desk on the first floor of the Oakland Outpatient Center.

When picking up medical records, you must show a photo ID to verify your identity.

You may also view medical records in our offices – without making copies – at no charge. Call to make an appointment.

Requesting copies of medical images and reports

If your child is a San Francisco patient, you may request a CD of medical images and reports free of charge. Simply print out and complete the Authorization for Release of Health Information form (English) or Autorización Para Divulgar Historiales Médicos (Spanish).

Please include the following information with your request:

• Patient's name and birth date
• Medical record number, if you know it
• Your telephone number
• Date of exam and type of exam
• Your mailing address, including zip code

Email your request to [email protected] or fax it to (415) 353-8583.

If your child is an Oakland patient, contact the Oakland radiology department to get a CD of your child's medical images. You'll need to visit the office in person to fill out a release form and verify your identity before you can pick up the CD.

How to amend a medical record

We can amend or correct your child's medical records only after receiving a proper written request.

If you wish to amend a San Francisco patient's medical record, please contact Patient Relations (San Francisco).

For patients seen at our Oakland campus, you may send either a completed Request to Amend Protected Health Information form or a letter to the Oakland Health Information Management office at the address below.

If submitting a letter, please include the following information:

• Patient's name and date of birth
• Description of the incorrect information as well as the correct information
• Purpose of your request
• Delivery address
• Requesting person's name, signature and relationship to patient

We will respond within 60 days of receiving your request.

Send to:

Health Information Management (Oakland)
747 52nd St.
Oakland, CA 94609

Privacy

UCSF Benioff Children's Hospitals are committed to protecting our patients' privacy. For information about your rights and our obligations regarding the use and disclosure of patients' health and personal information, please download our Notice of Privacy Practices.