Medical Records

Virginia Mason Franciscan Health is required by law to maintain the privacy of your health information, to provide you with a notice of our legal duties and privacy practices, and to follow the information practices that are described in our Privacy Notice.

You have the right to receive a copy of your health information that we maintain, with some limited exceptions. You have the right to receive a copy of your health information in a format you prefer (e.g., paper, email, CD). You have the right to request that your health information to be sent to any person or entity.

Virginia Mason Franciscan Health gives you, or your authorized representatives, three options for accessing your Virginia Mason Franciscan Health medical records:

• View your information via MyChart
• Request a copy of your medical records
• Use another application to access your health information
  • Currently available is the Health app, which is offered by Apple Inc. for iPhones with iOS version software 11.3 or greater. You will recognize it easily by the heart image. The Health app consolidates all of your health data from iPhone, Apple Watch, and third-party apps you already use, so you can view all your progress in one convenient place. This includes your health records from Virginia Mason Franciscan Health and other health systems if you choose to add to add them. To get started:
    • You will need to first set up a portal account with MyChart.
    • The username and password you choose will be the security component for your health information and make it possible for you to access and import it.
    • Please note: CommonSpirit Health reserves the right to disable a third-party application, if needed. That application’s terms of use will apply and CommonSpirit Health will not have the control or ability to secure the data you place within that system.

Starting the process for a request for Medical Records

To start the process you may write a letter, or if you prefer, you may use the Authorization for Disclosure Form.

If you choose to write a letter, it must include the following required elements:

• Be in writing
• Signed by the individual (patient)
• Clearly identify the person designated to receive the records
• Identify where to send the copy of protected health information

Amendment request

Patient Request to Amend a Designated Record Set

You may write a letter or complete this form to request a correction to your Protected Health Information which was originated or created by a physician.

Accounting of Disclosures request

You may write a letter or complete this form for an accounting of disclosures of your Protected Health Information by Virginia Mason Franciscan Health.

Patient Request for an Accounting of Disclosures

How to submit your request

Mail, fax or email to the location where you received care:

For Virginia Mason Franciscan Health hospitals:

St. Joseph Medical Center, St. Clare, St. Francis, St. Elizabeth, St. Anthony Hospitals

HIM Department
Fax: 253-426-6924
Phone: 253-426-6673
[email protected]

St. Anne Hospital

HIM Department
Fax: 253-426-6924
Phone: 253-426-6673
[email protected]

St. Michael Medical Center

HIM Department
Fax: 253-426-6924
Phone: 253-426-6673
[email protected]

For Franciscan Medical Group Primary and Specialty Care clinics:

HIM Department
Fax: 253-779-6245
Phone: 253-792-2400
[email protected]

Cost

For medical use, there is no fee if records are to be sent directly to a provider or other healthcare provider for the purpose of continuing care.

For copies for patients or their representatives, there will be a reasonable, cost-based fee.

For copies or other uses, the current rates set by Washington state law may apply as follows for Hospital Medical Records. CIOX Health is the approved release of information vendor for Virginia Mason Franciscan Health hospitals.

• All invoices are sent from CIOX Health along with the records. CIOX Health does not prepay patients. If records are picked up, an invoice will be mailed.
• Electronically maintained medical records delivered in electronic format $6.50.
• Electronically maintained medical records combined with paper records delivered in electronic format are billed at $6.50 (for the electronic portion) + $0.07 per page (for the paper portion) for labor involved in creating an electronic copy of the records maintained on paper.
• Electronically maintained medical records delivered on paper are $0.90 for labor cost to create the paper copy of the record maintained electronically plus $0.05 per page for paper and toner.
• Paper records delivered in electronic format are $0.07 per page for the labor involved in creating an electronic copy of the records.
• Paper records delivered on paper are $0.12 per page.
• Plus, postage and applicable taxes

For copies for other uses, the current rates set by Washington state law may apply as follows for Clinic Medical Records. MediCopy is the approved release of information vendor for Franciscan Medical Group.

• All invoices are sent from MediCopy along with the records. MediCopy does not prepay patients.
• There is no charge to have patient records emailed or faxed to the patient.  
• 1-80 pages mailed on paper = no charge for the records or postage.
• 81 or more pages mailed on paper = $0.03 per page charge plus the cost of postage.
• For CD’s mailed, flat fee of $6.50 plus postage.

All requestors other than patients and other providers are charged in accordance with Washington state statute WAC 246-08-400. Franciscan Medical Group is partnered with MediCopy for release of information, including audits and chart reviews. Please contact them directly at 1-866-296-7015 for fee information and status.

Processing your request

We will make records available in a timely fashion not to exceed 15 working days. If we're not able to make records available at the time of request, we will inform you of the status of your medical records and produce your medical record within 21 days from the receipt of the request. If the information requested does not exist or cannot be found you will be notified within 15 working days. These timeframes are consistent with state law RCW 70.02.080 and 70.02.090.

Medical records usually are mailed. If records are picked up, a valid photo ID must be presented.

If someone other than the patient picks up records, this must be specified on the Authorization for Disclosure form. The person picking up must show a valid photo ID.

Getting copies of radiology images

You can request copies of your imaging films/CD’s (X-rays, MRI scans, CT scans, mammograms) by contacting the Virginia Mason Franciscan Health Radiology or Imaging Center where you had service.

Copies of digital images are available on CD. There is no charge if you are requesting that digital images be sent directly to a physician for your ongoing care. Charges may vary for personal copies. Ask about charges when you call to request a copy.

How to request radiology images

We will mail them to you once you’ve completed a Release of Information form.

While many requests are processed the same or next day, some may take more than 72 hours (excluding weekends and holidays) to process. If you need digital images for an appointment in the next seven business days, it is strongly recommended you pick up your CD in person and take it to your appointment.