What’s included in my medical records?
Medical records hold important information about your health history, diagnoses, conditions, and treatment plans. This includes medications you may have received while at one of our facilities. Please keep in mind that medical records are confidential. To protect this information, your written authorization is required before a copy can be released.
Medical records may include but not be limited to:
- Demographics
- Admission and Discharge information*
- Diagnosis
- Medication List
- Treatment Plan
- Safety/Crisis Plan
- Assessments
- Psychiatric Evaluations
- Nurses’ notes
- Vitals
- Medications
- Orders and results (labs, urine drug screens, etc.)
- Progress notes
Right of Access
You have the right to review and/or request a copy of your protected health information maintained by View Point Health. This includes the right to ask View Point Health to transfer a copy to a selected person or other healthcare provider of your choosing. You have a right to access your protected health information for as long as the information is maintained by View Point Health, or by a business View Point Health’s behalf. This rule also extends to a client’s personal representatives, who have the right to make healthcare decisions on the individual’s behalf.
Mailing Address
View Point Health
Medical Records Department
PO Box 687
Lawrenceville, GA 30046
Contact Information
Main: (678) 209-2403
Email: MedRecs@vphealth.org
Fax: +1 678-212-6339
Business Hours
8:00 AM – 5:00 PM, Monday to Friday
View Point Health’s Medical Records Department does not possess access to billing information.
Please contact the Billing Department to obtain those records.
Third-Party Requests
For a copy of medical records on behalf of a View Point Health client, please complete the Authorization to Release/Obtain Information form. Please submit this completed form to View Point Health’s Medical Records Department by faxing it to 678-212-6339 or email your request to medrecs@vphealth.org. Since the request is not being made directly by the client, but by a representative, the Patient Right of Access rules do not apply.
Processing Time
All requests are processed within 30 days of receipt. Please allow reasonable time to process your request. We will contact you in the event of unforeseen delays or difficulty processing your request.
If the requested information is located off-site or if the authorization form is not properly completed, additional time may be required to process your request.
Costs
- There is no fee for records to be sent directly to a doctor or other healthcare provider for the purpose of continuing care.
- For copies for the client or client’s representative, there may be a reasonable, cost-based fee.
- For copies for other uses, the current rates set by Georgia State Law may apply.
Healthcare Power of Attorneys and Durable Power of Attorneys
View Point Health recognizes valid Power of Attorney (POA) and Healthcare Power of Attorney (HPOA) documentation. However, the POA documentation must specifically allow for the POA to act on behalf of the patient in medical situations. The HPOA must submit a letter from the patient’s primary care provider confirming the patient lacks the capacity to act on his/her own behalf, in addition to the legal document.
Please note that a POA/HPOA is no longer valid after a patient is deceased.
How to can I obtain copies of my medical records?
- Download and print the Request to Review or Receive a Copy of PHI form below
- Complete and sign the form in front of a witness, who is not/has not been related to you.
- Mail the completed form to the address above or drop it off at your local outpatient center. You may also complete the form in person at your nearest outpatient center during business hours.
- Your request will be reviewed by your clinical team.
Mental Health records are considered sensitive in nature and require approval by your clinical team to release these records. A provider reserves the right to approve all, some, or none of the records. Providers may deny access to mental health records if they feel it could be detrimental to the client.
If your request is denied, you will be notified in writing, if applicable. By law, not all denials are reviewed. If this happens, you will be notified. If your request is partially denied, the records we are able to provide will be enclosed. - Pay and Receive Your Records
After we process the request, we will send you an invoice by the delivery method chosen on the request form. Once the invoice is paid, you will receive a copy of your records.
Please note: Unsigned, incomplete, or incorrect requests cannot be processed.
How can I request to have my medical records sent to a third-party?
- Download and print the Authorization to Release/Obtain Information form
- Complete and sign the form.
- Fax, mail, or e-mail the completed form to the address, fax number, or e-mail listed above. You may also complete the authorization form in person at your nearest outpatient center during business hours.
Please note: Unsigned, incomplete, or incorrect requests cannot be processed.
How can I request an amendment to my record?
- Download and print the Request to Amend Protected Health Information form below.
- Complete and sign the form.
- Fax or mail the completed form to the address or fax number above. You may also complete the form in person at your nearest outpatient center during business hours.
Please note: Unsigned, incomplete, or incorrect requests cannot be processed.
Frequently Asked Questions
How do I pay for my records?
- In-person at any outpatient center.
- Online through the Pay My Bill portal.
Why do I have to pay for copies of my medical record when it is my medical information?
The fee for releasing your health records covers the costs of labor, time, and resources. The state of Georgia regulates how much an organization may charge per page. View Point Health complies with state and federal regulations related to the release of medical record information.
How long does it take to fulfill my request?
All requests are processed within 30 days of receipt. Please allow reasonable time to process your request. We will contact you in the event of unforeseen delays or difficulty processing your request.
Can you give me my medical information over the phone?
No, we cannot. In order to protect client confidentiality, because we are not able to confirm identity over the telephone, we do not provide information over the phone. Additionally, we are not clinical personnel and cannot explain clinical documents or test results.
How can I request medical records for a minor or incompetent adult?
You may request records for a patient under your care if you are a parent, legal guardian, or duly authorized representative. With your signed authorization request, please include a copy of a government-issued photo ID and any legal documentation giving evidence of your right to request information on the client’s behalf.
Can a parent sign a release for records for a client that is 18 years old?
No. The age of majority in Georgia is 18. Therefore, in order to legally authorize the release of information, the client would have to sign for himself/herself, unless a legal guardian has been established by the Court. Documentation of authority to sign for the client must be provided.
How can I get the medical records of a deceased relative?
The Personal Representative of the Estate of the deceased individual can authorize the release of the medical records of the deceased. The Personal Representative has to be appointed by the Probate Court and bring documentation of the appointment before records will be released.
How may I obtain a copy of my billing records?
Contact the Billing Department at (678) 209-2357