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Request Medical Records

The Health Information Management Department at MidHudson Regional Hospital maintains documentation of each patient’s medical care. It is the obligation of MidHudson Regional Hospital to protect the confidentiality of the patient's medical record. Any information contained in the medical record is confidential and protected by federal and state law. Therefore, patient information may only be released upon receipt of an appropriate patient authorization, valid subpoena, or court order.

Patients will be furnished with a copy of their record upon receipt of a written request or a completed MidHudson Regional Hospital Authorization to Disclose Protected Health Information Form (available below). For continued patient care directly to a physician’s office or other healthcare facility, MidHudson Regional Hospital will request a written authorization by the patient. In the event of an emergency whereas the patient is unable to sign, we require a signed authorization from the physician responsible for treating the patient.

Retention

Medical records are maintained according to New York State Laws and hospital policy. Adult medical records are maintained for 10 years after the last visit. Pediatric records are maintained until the patient is 21.

Minors

Parents of minors (under 18 years of age), next of kin, or legally appointed guardians, may obtain a copy of a minor's record upon receipt of a written request or a completed MidHudson Regional Hospital Authorization to Disclose Protected Health Information Form. If a minor was treated for sexually transmitted disease, birth control treatment, drug/alcohol abuse treatment, HIV or mental illness, the records can only be released upon the minor's authorization.

Deceased Patients

The records of a deceased patient may be obtained by a qualified person or personal representative upon receipt of a written request or a completed MidHudson Regional Hospital Authorization to Disclose Protected Health Information form. Where an estate is being probated, the records can be released upon receipt of a copy of the letter of estate administration or letters of testamentary and a certified death certificate. Questions regarding the release of deceased patient records in the absence of these documents should be referred to the Health Information Management Department.

Requesting Copies of Medical Records

To request your medical record in person or by mail/fax, a copy of a photo ID is required, and you will need to fill out a “MidHudson Regional Hospital Authorization to Disclose Protected Health Information” form. Records can be provided electronically via CD or flash drive. Please specify on the authorization if records are preferred in either of these formats. Below are links to the forms in both English and Spanish.

This Authorization Form and the photo identification can be faxed to: 845.483.5099.

The authorization can also be mailed to:

MidHudson Regional Hospital
Attn: Health Information Management
241 North Road
Poughkeepsie, NY 12601

Phone: 845.431.8150 or 845.431.8152

Medical Records Request Forms

Authorization to Disclose Protected Health Information (Form Also Available in: Spanish)

Authorization to Disclose Psychotherapy Notes (Form Also Available In: Spanish)

Amendment Form

Frequently Asked Questions

How do I get a copy of my medical records?
To get a copy of your medical records, you must complete an authorization form. You may access the form via this page or obtain a copy from our office.

Do I have to sign the authorization?
Yes. The authorization form must be signed by the patient. Signatures other than the patient’s must have documentation of authority to sign along with a valid state ID.

Do I have to pay for copies?
Yes. New York State Public Health Law allows MidHudson Regional Hospital to charge a reasonable fee to recover the costs of copying, mailing and supplies used to fulfill your request. Patients will receive a pre-bill or a payment notice with their records (a significant discount is applied if electronic copies are requested). However, there is no fee if the record is being released to a doctor or healthcare provider for continuity of care.

How long will it take to receive my records?
Authorizations are processed within 5 to 10 business days of receipt. All records are mailed via US mail, so please allow time for delivery.

Can someone else pick up my medical records?
Yes, as long as you specify on the signed authorization the name of the person you would like to pick up the medical records. The person picking up the medical records must show a valid ID at time of pick-up.

How do I get a copy of Birth/Death Certificates?
We do not maintain these documents. For more information, visit the website of the Dutchess County Clerk.