Medical Records Procedures

MyChart is your go-to for much of your Cleveland Clinic medical information. But it doesn’t always show your complete history, so if you need a full copy or older records, you can request them.

Requesting a Full Copy of Your Medical Record

You can always ask for a complete copy of your records at the end of any appointment or hospital stay.

When you need detailed medical records or tests from MyChart, you can submit a request to our Health Information Management team when you’re logged into your account on a web browser. This service isn’t available through the MyChart mobile app.

If you get care in Ohio or Florida

You will see records up to three years old in your MyChart account.

If you are in Ohio or Florida, follow these steps:

1. Log in to MyChart.
2. Click the Menu button.
3. Click Sharing Hub in the Menu.
4. Click on Yourself.

Here, you can use the drop-down menu to request a snapshot of what you can view in MyChart or request a formal copy of your health record with things like lab images or more.

To get a formal copy, click on that box and then select the option, An Immediate Release for MyChart Patient Records and click on Me when asked, “Who should we send this record to?”

You’ll need to enter the date of the appointment or when you left the hospital. You can also ask for a range of dates. Past appointment information stays in MyChart for three years after a visit. When you’re finished, hit send.

If you get care in London

Follow these steps:

1. Log in to MyChart.
2. Click the Menu button.
3. Select Ask a Question.
4. Click on Customer Service Question.
5. Select Medical Records Request.

No matter where you are, once you send your request, it will be routed to and processed by our Health Information Management team. Records will take up to three business days to release. You’ll receive an email once your records are available for download in MyChart.

How do I access the records once I get the notification?

You can view your records once you’ve logged into MyChart by:

1. Clicking the Menu Button.
2. Selecting Document Center.
3. Selecting My Records at the top right.

From there, you can download, save and print your records for up to 30 days.

Requesting Older Records

When you need older information, you’ll need to request the files from us. You can do this electronically in MyChart or contact your respective location’s Health Information Management or Medical Records team.

Prefer Not To Use MyChart?

If you’d rather request records in a traditional way, we have you covered. If you prefer, you can send a traditional Medical Records Release of Information form to obtain more detailed records than what you see in MyChart. The steps differ depending on where you live and receive care.

Ohio

Call our Health Information Management team at 216.444.5580 for help. To download a printable release form:

• English
• Spanish

The fax number is 216.587.8043. Or you can mail the request to:

Health Information Management
Health Data Services Ab7
9500 Euclid Avenue
Cleveland, OH44195

You may also make an electronic request without using your MyChart account. It’s simple with our Electronic Authorization for the Release of Medical Information. You’ll need to use a different request form for radiology images.

All authorization forms require your signature to be processed. Once we receive your request, processing can take up to 10 days.

Florida

You can find printable forms along with fax and mailing information here:

• Cleveland Clinic Martin Health
• Cleveland Clinic Indian River Hospital
• Cleveland Clinic Weston Hospital

If you get care at Weston Hospital, you can also call 954.689.5071.

London

Call Health Information Management on 0203 423 7000, ext. 38004

Our teams in each location will walk you through the next steps and help you get the records you need.

Are there fees for medical records requests?

There’s no charge for electronic records requested through MyChart.

Requests that require emailed or mailed copies include a fee to cover scanning and copying costs. Records sent by email cost a flat rate of $6.50 plus tax. Mailed requests are charged per page.

Support for Medical Records Requests

If you run into issues while requesting your medical records electronically, this section can help. Find solutions to common problems, and contact your location’s Health Information Management team if you need more help.

I can’t access the files in MyChart

If a file is tagged as expired in the status column, it may no longer be available. Files are kept in MyChart for 30 days. Contact your location’s Health Information Management team for help:

• U.S.-based HIM Operations Department: 216.444.5580
• London-based HIM: 0203 423 7000, ext. 38004

I can’t find my download

If your download shows it has been removed from MyChart, contact the HIM team for your location to retrieve it.

I’m trying to access my child’s records and get an error that says, “HIM does not have ROI for Proxy”

If you can’t see your child’s records in their account, that’s because they can only be sent to an adult’s MyChart. For minors, contact the appropriate HIM team for help.

My request has wrong results or incorrect information

If you notice errors in your electronic medical record, contact your healthcare provider’s office to correct, update or remove it. For discrepancies or information that doesn’t belong to you, follow the steps for your location:

• Ohio and Florida: Contact our Electronic Records Corrections Department at 216.636.2020 to request an Amendment of Health Information. You can also download a form from our website.
• London: Contact the Cleveland Clinic London Health Information Management team on +44 (0)20 3423 8004 or by email at HIM_London@ccf.org.

I need my records quickly

If you need records for upcoming appointments, request them as far in advance as possible to allow for processing time. For urgent requests in Ohio and Florida (except Weston Hospital):

• Call 216.444.5580 or fax 216.587.8043 between the hours of 8:00 a.m. – 5:00 p.m., Monday through Friday.
• Call 216.444.5582 or fax 216.445.6782 for requests after 5 p.m. and on weekends.

Do you get your care at Weston Hospital? Call Weston Medical Records at 954.689.5071.