My Medical Records

Looking for your patient portal? Log into MyChart here.

Ballad Health Medical Records may be requested at the following:

  • Hospital visits
  • Long term care
  • Home Health
  • Durable Medical Equipment (DME)
  • Ballad Health Medical Associates (BHMA) clinics and offices (including Urgent Care) 

For any medical records requests, a Patient Release of Information form is required:

Medical records requests may be submitted through your MyChart account, online, by e-mail, phone, mail, fax or in-person at select Ballad Health facilities.

Requesting records through your MyChart account

MyChart provides a “snapshot” of your medical history at Ballad Health.  If you need information not available in your MyChart account, you may request records online via your MyChart account by choosing Menu > My Record > Document Center > Requested Records

MyChart Login

If you have any questions or need assistance with your MyChart account, please contact the MyChart Technical Support team at (866) 517‑5873, and we will be happy to assist you.  Our team is available Monday – Friday, 8:00 a.m. – 5:00 p.m.  

Requesting records online without a MyChart account

This option does not require you to set up a MyChart account.  You will be asked to verify your identity using a photo of your driver’s license or other government-issued ID.

Request Medical Records

Email: A patient may e-mail a completed Patient Release of Information form to request medical records and e-mail it to roi@balladhealth.org

Phone: A patient may also request records by phone. Please call (800) 775‑3274 for additional information. Our team is available Monday – Friday, 8:00 a.m. – 4:30 p.m., excluding all major holidays.

Mail: A patient may mail a completed Patient Release of Information form to the following address:

Johnson City Medical Center
c/o HIM Medical Records
400 North State of Franklin Road
Johnson City, TN  37604

Fax: A patient may fax a completed Patient Release of Information form to the following number for processing: (423) 431-4060  

In-Person: Please contact our team at (800) 775‑3274 for information on current in-person location options.

Physician/provider request for medical records

For physicians or other providers with an urgent medical records request while a patient is being treated in the office or for an approaching appointment, an Authorization for Release of Medical Information form is required.

Please include this form, along with a fax cover sheet (the requesting office’s letterhead is acceptable) to (678) 999-4895.

If you have any additional questions, please contact us at (800) 775‑3274.

Radiology Medical Records

Patients needing imaging disk from radiology can request and pick up the disks from the outpatient radiology department at the facility. A completed Patient Release of Information form will also be required.

For any additional Medical Records Request questions or inquiries, please call (800) 775‑3274. This can include: 

  • Checking on the status of a request
  • Legal documentation requirements
  • Records request for deceased individuals
  • Additional questions regarding obtaining a patient record

We are available Monday – Friday, 8 a.m.  –  4:30 p.m.

Radiology medical records

Patients needing imaging disks from radiology can request and pick up the disks from the outpatient radiology department at the facility. A completed Patient Release of Information form will also be required.

Mailing address: 
Attention Radiology Dept.
400 N. State of Franklin Road
Johnson City, TN 37604

Phone: (423) 431‑6780
Fax: (423) 431-5291

Hours of operation (for picking up images): Monday through Sunday 7 a.m. to 4 p.m.

Mailing address:
300 Med Tech Parkway,
Johnson City, TN 37604

Phone: (423) 302‑1279
Fax: (423) 302-1285

Hours of operation (for picking up images): Monday through Friday, 7 a.m. to 5 p.m.

Mailing address:
1501 W. Elk Ave.
Elizabethton, TN 37643

Phone: (423) 542‑1369
Fax: (423) 542-1474

Hours of operation: Monday through Friday, 8 a.m. to 4 p.m.

Mailing address:
Johnson County Community Hospital
1901 South Shady Street
Mountain City, TN 37683

Phone: (423) 727‑1128
Fax: (423) 727-1125

Hours of operation: 24/7

Mailing address:
Russell County Medical Center
58 Carroll Street
Lebanon, VA 24266

Phone: (276) 883‑8140 (Radiology)
Fax: (276) 838-8151

Hours of operation: For records/CDs please call during normal hours, 8 a.m. to 4:30 p.m.

Mailing address:
Smyth County Community Hospital
245 Medical Park Blvd.
Marion, VA 24354

Phone: For Medical Records – Reports and CDs (276) 378‑1300

Fax: (276) 378-1315

Hours of operation: Monday, Tuesday, Wednesday and Friday, 8 a.m. to 4 p.m.

Mailing address:
301 Med Tech Parkway, Suite 100
Johnson City, TN 37604

Phone: (423) 302‑6239
Fax: (423) 302-6248

Hours of operation: Picking up images – Monday through Friday, 8 a.m. to 5 p.m.

Mailing address:
1 Medical Park Blvd.
Bristol, TN 37620

Phone: (423) 844‑2259
Fax: (423) 844-2335

Hours of operation: Picking up images – Monday through Friday, 7 a.m. to 5 p.m.

Mailing address:
312 Hospital Drive,
Clintwood, VA 24228

Phone: (276) 926‑0319
Fax: (276) 926-0314

Hours of operation: Picking up images – Monday through Friday, 7 a.m. to 5 p.m.

Mailing address:
1420 Tusculum Blvd
Greeneville, TN 37745

Phone: (423) 787‑5100
Fax: (423) 787-5108

Hours of operation: Picking up images – Monday through Friday, 7 a.m. to 5 p.m.

Mailing address:
1519 Main Street
Sneedville, TN 37869

Phone: (423) 733‑5042
 

Hours of operation: Picking up images – 24/7

Mailing address:
851 Locust Street
Rogersville, TN 37857

Phone: (423) 921‑7240
Fax: (423) 921-7179

Hours of operation: Picking up images – 24/7

Mailing address:
130 W. Ravine Road
Kingsport, TN 37660

Phone: (423) 224‑6801
Fax: (423) 224-6823

Hours of operation: Picking up images – Monday through Friday, 6 a.m. to 9 p.m.

Mailing address:
2000 Brookside Dr.
Kingsport, TN 37660

Phone: (423) 857‑6002
Fax: (423) 857-6082

Hours of operation: Picking up images – Monday through Friday, 8 a.m. to 4:30 p.m.

Mailing address:
16000 Johnston Memorial Drive
Abingdon, VA 24211

Phone: (276) 258‑1210
Fax: (276) 258-3794

Hours of operation: Picking up images – Monday through Friday, 7:30 a.m. to 5 p.m.

Mailing address:
127 Healthcare Drive
Pennington Gap, VA 24277

Phone: (276) 546‑6880
Fax: (276) 546-6218

Hours of operation: Picking up images – 24/7

Mailing address:
100 15th Street NW
Norton, VA 24273

Phone: (276) 439‑1150
Fax: (276) 439-1163

Hours of operation: Picking up images – Monday through Friday, 8 a.m. to 4:30 p.m.

Mailing address:
2030 Temple Hill Rd.
Erwin, TN 37650

Phone: (423) 735‑4730
Fax: (423) 735-4745

Hours of operation: Picking up images – Monday through Friday, 8:30 a.m. to 5 p.m.

Mailing address:
1230 Volunteer Parkway
Bristol, TN 37620

Phone: (423) 764‑2566
Fax: (423) 764-2585

Hours of operation: Picking up images – Monday through Friday, 8 a.m. to 4:30 p.m.

 

For any additional Medical Records Request questions or inquiries, please call (800) 775‑3274. This can include:

  • Checking on the status of a request
  • Legal documentation requirements
  • Records request for deceased individuals
  • Additional questions regarding obtaining a patient record

We are available Monday – Friday, 8 a.m. – 4:30 p.m. 

Retail pharmacy records

Information/instructions on the multiple ways to obtain a copy of records

You may request a copy of your medical records by:

You may receive a copy of your medical records Paper or Electronic Form.

Tennessee

Mailing address:
523 State of Franklin Road
Johnson City, TN 37604

Phone: (423) 926‑6154
Fax: (423) 926-5571

Business Hours:

  • Monday through Friday, 9 a.m. to 7 p.m.
  • Saturday, 9 a.m. to 3 p.m.
  • Closed Sunday

Home infusion department

Mailing address:
523 State of Franklin Road
Johnson City, TN 37604

Phone: (423) 926‑4663
Fax: (423) 232-9875

Business Hours:

  • Monday through Friday, 8 a.m. to 6 p.m.
  • On-call pharmacist available 24/7

Located in the Johnson City Medical Center lobby

Mailing address:
400 N. State of Franklin Road
Johnson City, TN 37604

Phone: (423) 431‑2140
Fax: (423) 431-2144

Business Hours:

  • Monday through Friday, 9 a.m. to 7 p.m.
  • Saturday & Sunday, 11 a.m. to 5 p.m.

Mailing address:
1657 East Stone Drive
Kingsport, TN 37660

Phone: (423) 247‑2126
Fax: (423) 247-2138

Business Hours:

  • Monday through Friday, 9 a.m. to 6 p.m.
  • Saturday, 9 a.m. to 3 p.m.
  • Closed Sunday

Virginia

Located in the HealthPlex

Mailing address:
1490 Park Ave NW, Ste 7
Norton, VA 24273

Phone: (276) 439‑1360
Fax: (276) 439-1305

Business Hours:

  • Monday through Friday, 9 a.m. to 5:30 p.m.
  • Closed Saturday & Sunday

Located in the cancer center lobby

Mailing address:
16000 Johnston Memorial Drive
Abingdon, VA 24211

Phone: (276) 258‑1990
Fax: (276) 258-1999

Business Hours:

  • Monday through Friday, 9 a.m. to 6 p.m.
  • Saturday & Sunday, 9 a.m. to 3 p.m.

FAQs about medical records

A “designated record set” is defined as a group of records maintained by or for a covered entity that comprises the medical records and billing records about individuals maintained by or for a covered health care provider.

Other records that are used, in whole or in part, by or for the covered entity to make decisions about individuals. This last category includes records that are used to make decisions about any individuals, whether or not the records have been used to make a decision about the particular individual requesting access.

Psychotherapy notes, which are the personal notes of a mental health care provider documenting or analyzing the contents of a counseling session, that are maintained separate from the rest of the patient’s medical record. Information compiled in reasonable anticipation of, or for use in, a civil, criminal, or administrative action or proceeding.

An individual’s personal representative (generally, a person with authority under State law to make health care decisions for the individual) also has the right to access PHI about the individual in a designated record set (as well as to direct the covered entity to transmit a copy of the PHI to a designated person or entity of the individual’s choice), upon request, consistent with the scope of such representation.

A covered entity may require individuals to request access in writing, provided the covered entity informs individuals of this requirement. In addition, a covered entity may require individuals to use the entity’s own supplied form, provided use of the form does not create a barrier to or unreasonably delay the individual from obtaining access to his PHI.

A covered entity is required to take reasonable steps to verify the identity of an individual making a request for access. Generally, the covered entity will request a government issued photo ID (such as a driver’s license, or passport).

An individual also has a right to direct the covered entity to transmit the PHI about the individual directly to another person or entity designated by the individual. The individual’s request to direct the PHI to another person must be in writing, signed by the individual, and clearly identify the designated person and where to send the PHI.

The same requirements for providing the PHI to the individual, such as the fee limitations and requirements for providing the PHI in the form and format and manner requested by the individual, apply when an individual directs that the PHI be sent to another person.

May a health care provider withhold a copy of an individual’s PHI from the individual who requested it because the covered entity used the individual’s payment of the allowable fee for the copy to instead pay an outstanding bill for health care services provided to the individual?

No. Just as a covered entity may not withhold or deny an individual access to his PHI on the grounds that the individual has not paid the bill for health care services the covered entity provided to the individual, a covered entity may not withhold or deny access on the grounds that the covered entity used the individual’s payment of the fee for a copy of his PHI to offset or pay the individual’s outstanding bill for health care services.

Birth and death certificates are not available from Ballad Health’s health information department. These certificates must be ordered from the Tennessee Vital Records office, Virginia Vital Records office, or by calling your local health department.

 

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