The Health Information Management Department at MidHudson Regional Hospital maintains
documentation of each patient’s medical care. It is the obligation of MidHudson Regional Hospital to protect the confidentiality of the patient's medical record. Any
information contained in the medical record is confidential and
protected by federal and state law. Therefore, patient information may
only be released upon receipt of an appropriate patient authorization,
valid subpoena, or court order.
Patients will be furnished with a copy of their record upon receipt
of a written request or a completed MidHudson Regional Hospital Authorization to Disclose
Protected Health Information Form (available below). For continued patient care directly
to a physician’s office or other healthcare facility, MidHudson Regional Hospital will request a
written authorization by the patient. In the event of an emergency
whereas the patient is unable to sign, we require a signed
authorization from the physician responsible for treating the patient.
Retention
Medical records are maintained according to New York State Laws and
hospital policy. Adult medical records are maintained for 10 years
after the last visit. Pediatric records are maintained until the
patient is 21.
Minors
Parents of minors (under 18 years of age), next of kin, or legally
appointed guardians, may obtain a copy of a minor's record upon receipt
of a written request or a completed MidHudson Regional Hospital Authorization to Disclose
Protected Health Information Form. If a minor was treated for sexually
transmitted disease, birth control treatment, drug/alcohol abuse
treatment, HIV or mental illness, the records can only be released upon
the minor's authorization.
Deceased Patients
The records of a deceased patient may be obtained by a qualified
person or personal representative upon receipt of a written request or a
completed MidHudson Regional Hospital Authorization to Disclose Protected Health Information
form. Where an estate is being probated, the records can be released
upon receipt of a copy of the letter of estate administration or letters
of testamentary and a certified death certificate. Questions regarding
the release of deceased patient records in the absence of these
documents should be referred to the Health Information Management
Department.
Requesting Copies of Medical Records
To request your medical record in person or by mail/fax, a copy of a
photo ID is required, and you will need to fill out a “MidHudson Regional Hospital Authorization
to Disclose Protected Health Information” form. Records can be provided
electronically via CD or flash drive. Please specify on the
authorization if records are preferred in either of these formats. Below
are links to the forms in both English and Spanish.
This Authorization
Form and the photo identification can be faxed to: 845.483.5099.
The
authorization can also be mailed to:
MidHudson Regional Hospital
Attn: Health Information Management
241 North Road
Poughkeepsie, NY 12601
Phone: 845.431.8150 or 845.431.8152
Medical Records Request Forms
Authorization to Disclose Protected Health Information (Form Also Available in: Spanish)
Authorization to Disclose Psychotherapy Notes (Form Also Available In: Spanish)
Amendment Form
Frequently Asked Questions
How do I get a copy of my medical records?
To get a copy of your medical records, you must complete an
authorization form. You may access the form via this page or obtain a
copy from our office.
Do I have to sign the authorization?
Yes. The authorization form must be signed by the patient. Signatures
other than the patient’s must have documentation of authority to sign
along with a valid state ID.
Do I have to pay for copies?
Yes. New York State Public Health Law allows MidHudson Regional Hospital to charge a reasonable
fee to recover the costs of copying, mailing and supplies used to
fulfill your request. Patients will receive a pre-bill or a payment
notice with their records (a significant discount is applied if
electronic copies are requested). However, there is no fee if the record
is being released to a doctor or healthcare provider for continuity of
care.
How long will it take to receive my records?
Authorizations are processed within 5 to 10 business days of receipt.
All records are mailed via US mail, so please allow time for delivery.
Can someone else pick up my medical records?
Yes, as long as you specify on the signed authorization the name of the
person you would like to pick up the medical records. The person
picking up the medical records must show a valid ID at time of pick-up.
How do I get a copy of Birth/Death Certificates?
We do not maintain these documents. For more information, visit the website of the Dutchess County Clerk.