Requesting a Copy
of Your Medical Record

What is a medical record?

Your medical record is a personal, legal and confidential document. It contains documentation of the health care services you received during your visit to the hospital.

What is included in my medical record?

Your medical record will include your health history, physical exams, lab tests, medications prescribed, plan for further care, nursing notes, physician notes and procedure notes. Your record will not contain your birth certificate or imaging films (such as X-Rays).

Who may request a copy of my medical record?

The following people may request a copy of your medical record:  

• You, the patient (not your spouse)
• Your parent (if you are younger than 18 years of age)
• Your legal guardian (proof of guardianship document must be provided)
• Your Power of Attorney, if you are unable to sign (legal documentation must be provided)

Requests for medical records of a deceased person require a completed, signed and dated authorization, a copy of the death certificate, and one of the following: 

• Proof of kinship
• Executor of deceased’s estate
• Legal representative of deceased

  Why would I request a copy of my medical record?

• Medical care
• Disability/SSI
• Legal reasons
• Insurance
• Personal reasons

How much does a copy of my medical record cost?

If your medical record is needed for medical care, your physician should request the record. The record will be sent to your physician at no charge to you. You will not need to complete an authorization. Your physician can request your record by calling medical records at 513 867-3343 or by faxing a request on the office letterhead to medical records at 513-867-2414. 

Medical record requests for the following are provided at no charge:

• Bureau of Worker’s Compensation
• Ohio Department of Job and Family Services
• Social Security Disability benefits (request must include documentation that verifies the filing of a claim)

Medical record requests for the following require a prepaid fee:

• Attorneys
• Insurance Companies
• Patient’s own review

*Fees are based on the number of pages copied. 

Reports for tests such as MRI, MRA, CT scans and X-rays are automatically sent to your physician after your hospital visit.
 

How do I request a copy 
of my medical record?

In Person

You may request a copy of your medical record by completing and submitting an authorization form.  An authorization form may be obtained in the Outpatient Registration Department from 8 a.m.- 3 p.m. or in the Cashier’s office from 8:30 a.m.- 3:30 p.m. Mon.- Fri. A picture I.D. is required at the time of the request.

Mail Send your request to:

Fort Hamilton Hospital Medical Records
630 Eaton Ave.
Hamilton, Ohio 45013

Download an authorization form.

Phone

Request an authorization form by phone at 513-867-2412

When will I receive a copy of my medical record?

Please allow 10 business days to process your request.  If the requested information is located off site or the authorization form is not properly filled out, additional time may be required to process your request.  If your request requires a fee, you will be notified of the fee before the record is sent.