My Medical Records

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Physicians/providers – for copies of patient 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, please fax a copy of the request letter to (678) 999-4895.

Fax coversheet with the requesting office's letterhead is acceptable.

Patients – for copies of your medical records

Online request through MyChart

Request your medical records or records for dependent children using the MyChart patient portal.

MyChart Login

Learn more about MyChart.

Online request through CIOX

You can also request medical records using the CIOX system, which does not require you to set up an account.

CIOX Records Request

You will be asked to verify your identity using a photo of your driver’s license or other government-issued ID.

Request by mail, fax or in person

If you prefer not to request your records online or are unable to do so, please see the additional options listed below.

Complete patient release of information form [PDF, 0.1 MB]

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You may receive a copy of your medical records in paper or electronic form.

Hospital & long-term care facility medical records

Select a hospital

Home health & durable medical equipment (DME) medical records

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

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You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF, 0.1 MB]
- Submit form via fax, mail, or in person

You may receive a copy of your medical records Paper or Electronic Form.
Puede recibir una copia de su historia clínica papel o formato electrónico.

Radiology medical records

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

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You may request a copy of your diagnostic imaging study by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF, 0.1 MB]
- Submit form via fax, mail, or in person

Diagnostic images are provided in electronice format and a copy of the written diagnostic image report can be provided in paper or electronic copy format.

There are no fees for copies of diagnostic imaging records.

Physician office medical records

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

Español

You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF, 0.1 MB]
- Submit form via fax, mail, or in person

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

Find your physician’s office here.

Urgent care medical records

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

Español

You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF, 0.1 MB]
- Submit form via fax, mail, or in person

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

Find your urgent care facility here.

Retail pharmacy records

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

Español

You may request a copy of your medical records by:

Requesting over the phone
Requesting in person
Complete patient release of information form [PDF, 0.1 MB]
- Submit form via fax, mail, or in person

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

FAQs about medical records

General FAQs

Right of access PHI in a “designated record set”
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.

Excluded from the right of access are:
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.

Personal Representatives
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

Requiring a Written Request
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.

Verification
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).

Individual’s Right to Direct the PHI to Another Person
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.

How do I request birth/death certificates?
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.

Forms

Complete patient release of information form [PDF, 0.1 MB]
Authorization for release of medical information form [PDF]

My Medical Records

Physicians/providers – for copies of patient records

Patients – for copies of your medical records

Online request through MyChart

Online request through CIOX

Request by mail, fax or in person

Hospital & long-term care facility medical records

Home health & durable medical equipment (DME) medical records

Radiology medical records

Physician office medical records

Urgent care medical records

Retail pharmacy records

Home infusion department

Located in the Johnson City Medical Center lobby

Located in the HealthPlex

Located in the cancer center lobby

FAQs about medical records

Forms