How to Request Medical Records
Authorization
We are committed to protecting the privacy and confidentiality of patient information. Therefore, patients who request to release their records outside of UT Southwestern and/or want to obtain a copy of their medical records and/or radiology images must complete:
The authorization form must be completed accurately and in its entirety. Please take a few minutes to view some detailed instructions on how to complete the authorization form (en español) to help ensure the request is processed without delay.
If the person signing the authorization form is the patient's legal guardian, executor of the estate, or medical power of attorney, they must provide a copy of the appropriate legal document demonstrating their authority to act on the patient's behalf.
The person picking up records from our department must show an acceptable form of identification (according to the Texas Health and Human Services Vital Statistics office) at the time of pickup.
MyChart Requests
Patients can now request medical records through MyChart by logging into MyChart, selecting "Menu" in the upper left-hand corner, scrolling down to "Share and Request Medical Records," and then selecting "Request a Formal Copy of Health Record." Information requested will be distributed to the patient via MyChart. Unfortunately, radiology images cannot be requested using this method at this time.
Requests for Pathology Slides and Explants
If pathology slides, materials, or explanted devices are requested, they will be forwarded to the Pathology Department for processing – or patients may request them directly from the Department. Please contact the Pathology Department at apcr@utsouthwestern.edu or call 214-633-4100. Requests can be faxed to 214-633-8854.
Billing Record Requests
To request billing records or an itemized statement, contact the Account Resolutions Department:
Processing Time
To comply with federal and state regulations, the ROI team has a set, strict timeframe to process requests. Therefore, requests for release of information must be routed to our team timely for processing and handling.
All requests are processed electronically unless a different format is requested. The ROI team strives to fulfill requests as quickly as possible.
Urgent requests can be processed on the same day (if records are available, complete, and signed and the encounter is closed) by noting “stat/urgent” on the release of information request.
Fees
There is usually no charge for sending records directly to another healthcare facility or physician for continuation of care.
There is usually no charge for records requested by patients. A reasonable fee may apply depending on the volume of records or delivery method.
For all other requests, a reasonable fee may apply according to Texas State guidelines.
