Awareness : Newsletter Articles

How can I access my medical records?

The Electronic Health Record (EHR) has proven to provide more efficient access to patient information thus streamlining workflows and positively impacting patient care. As with all new technologies, this powerful tool comes with associated risks that largely depend on its appropriate and ethical use. The University provides employees with access to the EHR as a means to carry out the normal functions of their job. This means access to any patient information should be for a legitimate clinical, business, research or educational need and never for personal use.

Accessing the record of another adult is a HIPAA violation unless there is documentation of expressed authorization. Conversely, University policy dictates that the medical record be accessed for a business or clinical need only, despite any existing authorization on file. Therefore, accessing the record of friends, relatives, celebrities, coworkers, other individuals or even yourself is strictly prohibited unless you are specifically required to do so as part of your work-related responsibilities. This type of personal access is a direct violation of University policy.

Employees must go through the same process as patients when it comes to making appointments, accessing records, updating demographic information, reviewing bills, etc. Employees who are patients or acting on behalf of a patient may sign up for a account which allows online access to medical records, convenient methods of communication with your physician’s office, prescriptions renewals, appointment scheduling and more.

Employees that wish to access their own record through the patient portal should contact the UChart Help Desk at Employees who wish to obtain access to the MyUHealthChart record of a child (age eleven and under) should complete the Child Proxy Form to obtain “proxy access” to the record. The Adult Proxy Authorization Form must be completed for access to the MyUHealthChart of any individual (age twelve and up). The patient must sign this form to authorize the proxy access. 

Note: Proxy authorization covers access to only. Any communication or request outside of the patient portal requires authorization from the individual through completion of the Attachment 46, Third Party Authorization form. Example: request paper records, discuss medical treatment over the phone, billing records, etc.

Thank you for making privacy a priority and helping us to maintain the integrity of our systems. If you have any questions or need assistance with access, please contact the UHealth Privacy Office.