Release of Information
The information provided is intended as an educational document for the
consumer. Please note that there may be certain circumstances, laws and
regulations that may limit or restrict releasing the patient's medical record.
Patients of Boca Raton Regional Hospital now have a convenient, easily
accessible and secure way to electronically access a host of personal
Patient Connect, a portal located on the Boca Regional website, provides
an entry point for patients to review their medical visits or treatment,
see summaries of inpatient stays and be able to monitor lab and radiology reports.
Click here for more information visit
Health Information Management (Medical Records) has relocated to 634 Glades
Road, Boca Raton FL 33431. Phone # 561.955.4072
Do you have the right to your medical record?
Yes, by Florida Law (Florida Statute 395.3025) the patient does have a
right to a copy of their medical record. The original medical record is
owned by the hospital, but you have access to your medical record for
viewing or to obtain copies with proper HIPAA compliant authorization.
How would I access the Release of Information form?
You can download the
Release of Information form here
or you can receive a form from the Health Information Management (HIM)
Department. You can fax the completed form to the HIM Department at 561.955.4137,
or email the completed form to
or bring it directly to the HIM Department, located at 634 Glades Road
Boca Raton, FL 33431. We must have the completed form before we can release
How do I get a copy of my medical record?
To receive a copy of your medical record, the completed Release of Information
form must be signed by the patient. You must also provide proof of ID
(Example: Driver's License) at the time of receiving the records. If you
wish to have your spouse or significant other pick up the records, it
is still required to have the patient's signature and it must specify
as to whom they have designated to pick up their records. Only the designated
person on the request form will be authorized to pick up the records.
Your Medical Records can also be mailed to you in the following formats:
The Release of Information and consent must include:
- The name of the patient whose protected health information is to be disclosed;
- Name of persons whom the information is being disclosed to: hospital, doctor, and self
- Reason for the request (i.e. continued medical care, personal use, legal,
- Signature of patient or individual that is authorized to receive the release
of information and the date the form was completed.
An authorization becomes invalid if any of the following are present:
- Hospital/facility is aware expiration date has passed;
- Release form is incomplete;
- Any of the above core elements have been omitted;
- The authorization is known to have been previously revoked; and,
- Hospital/facility knows information in core elements to be false.
Will my medical records be automatically sent to my physician?
In most cases they will not be sent automatically. If your physician orders
clinical tests, the results will be sent automatically. If you were a
hospital patient and were later sent to a specialist, you should receive
copies of your medical record. Each scenario may differ. We recommend
you contact your physician or care provider to advise you of your medical
What if I can't get the patient to sign due to being mentally incompetent,
a minor, deceased or court order?
If the patient is incompetent, we must have a copy of the Power of Attorney
with the signed release form. The patient's legal representative can sign
for the patient with the required documents. If the patient is a minor
(anyone under the age of 18), the parent can sign for his or her records.
If the patient is deceased, we must have a copy of the letters of administration
that states the name of the individual who is in charge of the estate.
If we receive a court order, we must produce the record without the patient's consent.
If the patient was
not deceased at Boca Raton Regional Hospital we will require a copy of the
If you have any other circumstances and are unsure of the requirements,
please contact us at 561.955.4072. We will be happy to explain what necessary
paperwork is needed to expedite the process upon your arrival.
Is there a charge for my medical records?
Yes, there is a charge to copy records for your own personal use. According
to Florida Statute 395.3025, the hospital may charge $1.00 per page, plus
postage if the records are mailed. Medical records on CD are available
for a flat rate of $2.00.
What if my physician wants me to get X-ray films?
If your physician requests you bring your images and results with you to
your appointment, please allow 24 hours notice. Contact Radiology for
detailed information and the required Imaging Release of Information form.
You can also download the
Imaging Release of Information form here
. If you have any questions regarding imaging, you can call at 561.955.4169.
How do I know what information I need from my medical record?
In most cases, the patient care provider does not require the patient's
entire medical record. Patient care providers typically need copies of
the clinical documents that include the discharge summary, history and
physical, consultant reports, operative reports, radiology reports, EKG
reports and lab results. This collection of medical information is called
a medical abstract. The medical abstract is the most commonly requested
information by care providers. Please contact your care provider for advice
on what information he or she may need.
Please note: On your Release of Information request, you will be asked
to document the specific parts of the medical records you need. We can
educate you on the different types of request, but cannot recommend the
specific documents you need. It is your responsibility to contact your
care provider/requestor for the types of record needed.
Am I, or a family member, allowed to review my medical record while I am
a patient in the hospital?
Boca Raton Regional Hospital policy allows the patient or family member
to review the medical record only if your physician approves and documents
the information in your medical record. If your physician authorizes your
family member to review your medical record, we must receive a completed
release of information form.
An authorized individual from the hospital (Patient Relations, Nursing
Administration, Medical Records or Risk Management) must be in attendance
when the records are reviewed. Patients must be made aware that the chart
is incomplete and that they cannot write in the chart or take anything
out of the chart. No portions of the chart are to be copied. If copies
of the chart are requested, the request must be coordinated through Medical
Records after discharge.
How long does it take to get my Medical Record?
There are many circumstances in which you will be able to receive your
medical record in less than five to seven days. Although we strive to
provide excellent customer service and meet our turnaround time, there
are circumstances that may delay processing or impede the standard turnaround
time. If you have a request pending greater than the standard processing
times, please contact us at 561.955.4072 for additional information:
Boca Raton Regional Hospital
Health Information Management Release of Information
Monday - Friday: 8:00am - 4:30pm
634 Glades Road
Boca Raton, FL 33431