Medical Records FAQ

Why do I have to go through the medical records department to get a copy of my records?
HIPAA laws require that certain procedures be followed in order to release copies of a patient’s medical record, including documentation of the request. We refer to the regulations established in the privacy and security rules. We make every effort to ensure the confidentiality of your medical record.


Where in the clinic is the medical records department located?
Our medical records department is housed in a restricted area, so most communications with patients in the clinic go through the front desk staff.  If you would like to meet with a member of the staff, please let the front desk know.


I am unable to pick up my medical records myself- can I send someone else to get them?
Due to HIPAA regulations, another person can pick up your copies only if there is a valid Designation of Personal Representative [link to .pdf] form on file.  This includes spouses, parents for children over the age of 18, and any other individual, friend, or family member.  If you think you have filled out a Representative form in the past, please contact us to confirm before sending someone to pick up your records.


What is HIPAA?
HIPAA, or the Health Insurance Portability and Accountability Act of 1996, is a set of federal laws put in place to regulate certain aspects of the healthcare industry.  In the medical records department, we are mainly concerned with the HIPAA Privacy Rule, which provides a set of standards to follow in order to maintain patient confidentiality and privacy.


Contact the Medical Records Department:

If you have a question or concern that has not been addressed by the information provided on this site, please do not hesitate to contact one of our staff members!

E-mail:  [email protected]
Phone:  225-766-0050 ext. 5001
Fax:  225-819-5098