Obtaining Medical Records

Patients may inspect, obtain copies of, or have copies of their medical records sent to another health care provider or other individual.

Methodist Health System Hospitals and Clinics are required under state and federal laws to obtain a complete and properly executed Release of Medical Information form before they may provide a copy of a patient’s records to anyone. In the event the patient is unable to execute the authorization, the patient’s legal representative may authorize the release of information.

Requesting a copy or inspecting your medical records

To obtain medical records from Methodist Physicians Clinic Regency, please download and print the following medical records request form(s):

When completing the authorization form:

  • Indicate the dates of treatment for which you are requesting
  • Indicate the type of records needed – use the appropriate check off boxes
  • Be sure to check the appropriate boxes if requesting information  regarding: Alcohol/Drug Abuse, Mental Health, HIV/AIDS related information (this information cannot be released without specific authorization)

If the patient is a minor, 17 years or younger in Iowa, or 18 or younger in Nebraska, the authorization must be signed by a parent or his/her legally qualified representative. Proof of legal representation will be required. 

While patients may request their entire record, our experience has shown that information in documents such as the Discharge Summary, Operative Report and History and Physical contain the information that most patients are seeking. For clinic records, usually the last 3 years is sufficient for most requests.

Fees

  • If the medical record is being mailed to you, the summary information, including lab and X-ray reports, will be provided without charge. For additional information such as nurses’ notes, etc. a charge may be applied at the usual rate of 50 cents per page.
  • If the reproduction charges are greater than $100, pre-payment will be required.
  • Records provided for another medical facility or physician office will have fees waived.

Requesting radiology images, telemetry tapes

Your medical records contain reports that interpret radiology images or telemetry tapes. Contact the Imaging Department (Radiology) or Cardiac Center to obtain a copy of the actual images or tapes at (402) 354-7980 or imagingsupport@nmhs.org. These images can then be obtained from the Release of Information Department at Methodist Physicians Clinic Regency.

Billing statement questions and requests

The Business Office at Nebraska Methodist Health System maintains billing statement information. Your medical record does not contain your billing statements. Please use the link above or call (402) 354-4230.

Submitting the request

Complete and sign the appropriate medical records request form listed above, and submit it by mailing, emailing or faxing.

Mail
Methodist Physicians Clinic — Release of Information
10060 Regency Circle
Omaha, NE 68114

Attn: Clinic or Hospital

Email
Hospital: nmhs.hospitalroi@nmhs.org
Clinic: roi@nmhs.org

Fax
Hospital: (402) 815-9163
Clinic: (402) 354-1350

You can also bring the signed Authorization Form to

Methodist Physicians Clinic Regency — Release of Information Department

Hours: Monday through Friday, 8 a.m. – 5 p.m.
We are located on the first floor at 10060 Regency Circle, inside of Methodist Physicians Clinic Regency. You may also drop off your release form at any Methodist Physicians Clinic location or hospital.

Inspecting or requesting a copy of your medical records

You may only inspect records at the facility location

To schedule an appointment to inspect your records, call the hospital where you received care and schedule an appointment. To inspect Methodist Physicians Clinic records, please contact the Release of Information Department. A photo ID will be required.

Processing time for copies of your records

Please allow 30 days for your request to be processed. You will be notified when your records are ready.

Picking up your requested medical records

If you plan to come to Methodist Physicians Clinic Regency to pick up your records, please bring a photo ID.

Someone else is picking up your requested medical records

If an individual other than the patient is picking up requested medical records, then that individual will need an original signed authorization letter from the patient stating that he or she has permission to pick up the records and a photo ID.