Frequently Asked Medical Records Questions

While medical records and their contents are the property of the Premier Health, you have the right to view your medical record.

• Premier Health hospitals keep your medical record for 10 years after the date of service. Maternity, newborn, minors, and inpatient psychiatric records will be retained for 22 years.
• Premier Physician Network medical records are kept on file for 7 years after the most recent date of service, but no earlier than the patient age of 22 years.
• Fidelity Health Care medical records are kept on file for 10 years after services are provided.
• Samaritan Behavioral Health, Inc. records are kept on file for 7 years after the most recent date of service, but no earlier than the patient age of 22 years.

All records are protected by HIPAA. Additionally, medical records created under the federal 42 CFR part 2 program for treatment of substance abuse are protected in accordance with the law.

The medical information entered in our system is only available to providers and staff in Premier Health and will only be accessed by those involved with your care or those with a business need.

Your medical information is also sent to your insurance carrier so they can process claims.

The following people are authorized to sign for the release of medical records: 

• Patient (not the spouse) 
• Parent (with some exceptions, for children under the age of 18) 
• Legal guardian (proof of guardianship document must be provided) 
• Power of attorney if the patient is unable to sign (legal documentation must be provided and must specify access to medical information) 
• Representative of the estate for a deceased patient (legal documentation must be provided, including, but not limited to, a copy of the death certificate) 

Without written authorization from the birth parent, information about the birth parent cannot be released.

Only the representative of the estate of a deceased patient may request a copy of the medical record. You must provide copies of the death certificate and the representative of estate legal documents.

Under most circumstances, written consent signed by the adult patient is required to receive a copy of the adult patient’s medical records. They can complete the medical records release form and send it to the organization, hospital, or physician office where record resides.

A health care power of attorney that includes authority to request records or a court order signed by a judge may also be used to request records.

Please contact the organization, hospital, or physician office to request more information.

Under some circumstances, you can access the medical records of a family member on MyChart. This is called proxy access and allows a parent (or guardian) to log into their personal MyChart account, then connect to information regarding their family member. 

A spouse can grant you access to their medical record in MyChart through the proxy request process.

Download and complete the medical records authorization form for the organization you are requesting your child’s records from.

Send the completed and signed form to the medical records department to that organization.

To sign the authorization form, you must be the child’s parent or court-appointed legal guardian. If guardianship papers are not on file with the medical records department, please include them with the request.

Birth certificates are not part of the medical record. They are available from the appropriate county's Bureau of Vital Statistics.

It can take up to 30 days from the date the request is received.

If you are requesting older records from a Premier Health hospital, getting these records may take longer to complete and may be mailed to the requester’s address. Below are the dates before which would take longer to provide.

• Atrium Medical Center: Dates prior to June 1, 2008
• Miami Valley Hospital: Dates prior to August 1, 2009
• Good Samaritan Hospital: Dates prior to April 1, 2010
• Upper Valley Medical Center: Dates prior to October 1, 2011

• Records requests will be fulfilled digitally, through secure email, or via the document center in MyChart, unless the patient requests otherwise.
• Premier Health will provide a printed copy upon request. There may be costs related to providing a printed copy. Charges, if any, will comply with Ohio regulations.
  • Premier Health hospital and Fidelity Health Care requests can be provided on a flash drive or DVD for an additional charge. 
  • Printed copies, flash drives, and DVDs will be mailed to the patient.
• In-person pick-up can be arranged if needed. Please bring a photo ID to pick-up in person.

Premier Health’s MyChart, a secure online portal, provides you 24/7 access to:

• Summaries of your provider’s office visits
• Summaries of your outpatient hospital services visits
• Test results
• Immunization records
• Diagnoses
• Medical history and family medical history
• Health care records of your children under the age of 12 or of those for whom you have guardianship. Ask your provider about obtaining MyChart proxy access.

Don’t have a MyChart Account? Create a new account.

Learn more about MyChart and all it has to offer.

The best way to review your records is to request a formal copy of your records. Other options differ by organization. 

Select the organization whose record you would like review to find out how. 

• Premier Health Hospitals
• Premier Physician Network
• Fidelity Health Care
• Samaritan Behavioral Health, Inc.
  

You can request a correction to your medical record by submitting a completed and signed amendment request form  with the reason for the change. Select the organization whose record you would like correct to find out how.

• Premier Health Hospitals
• Premier Physician Network
• Fidelity Health Care
• Samaritan Behavioral Health

Contact your child’s provider’s office and give your verbal consent to release them to the school. When you call, please provide the school’s name and fax number.

Premier Physician Network acts as a custodian of medical records to keep them available for seven years after a practice closes, as required by state law. We offer this service to independent practices that are not affiliated with Premier Physician Network.

Closed practices we have custody of:

• Amy Wooton, MD
• Barry Robertson, MD (records will be destroyed 12/31/2030)
• Huber Heights Medical Center: Harry Fronista, MD and Stephanie Fronista-Ward, MD)
• Lizbeth Bible, MD (records will be destroyed 05/2028)
• Main Street Family Practice: Aco Jovanov, MD, and Martin Fujimura, MD
• Women’s Medical Care, Inc.: Walid Kassem, MD

Request a copy of your records using our secure, online request form.

Closed practices records are kept for seven years after the last date of service. You can request that your medical record be shared with your new practice by requesting a copy of your records using our secure, online request form.

Find other options for requesting your medical records from Premier Physician Network.

Contact the organization you requested records through with any questions you may have.