Medical Records
In light of the COVID-19 (CORONAVIRUS) Pandemic, we are taking proactive steps to address concerns first and foremost, we want to maintain a safe workplace and encourage and/or adopt practices protecting the health of employees, customers, visitors or others. We also want to ensure the continuity of business operations during this pandemic.
We appreciate your understanding during this time.
We have provided an alternate way you can retrieve your medical record.
-
The medical records staff will now be authorizing release of your medical records with a phone request
- To request your records by phone, you will be asked questions about your identity
- Please call the Release of Information Medical Records staff to obtain your record at 505-913-5320
- Medical records hours of operation are: Monday through Friday, 8:00 a.m. to 5:00 p.m.
Validating your identity
To ensure your identity by phone, you will be asked for the three required identifiers:
-
Date of Birth
- Home Address
- Last four of your Social Security Number, or other reliable demographics that have been collected, such as a cell phone number, nickname, etc.
You may access your medical records using the online patient portal, submitting the electronic request form or stopping by in-person. Please see below for details on each option.
OPTION 1 - Visit our online Patient Portal
OPTION 2 - Initiate a request through Medical Record Department
To request your medical records, complete the Authorization for Release of Health Information (Use and Disclosure of PHI form):
Once you’ve completed the Use and Disclosure of PHI form, there are three ways you can send it to us:
-
Mail the completed form to:
455 St. Michael’s Drive
Attention: Medical Records Department
Santa Fe, NM 87507
- Fax the form to: 505-913-6497 or 505-913-6439
- Email the form to: Medicalrecords@stvin.org
If you have questions about requesting your medical records contact the Health Information Management/Medical Records Department at: 505-913-5320
Frequently asked questions
-
How do I obtain medical records?
To request your medical records, complete the Authorization for Release of Health Information (Use and Disclosure of PHI form):
You can request the form at any time. Once you’ve completed the Use and Disclosure of PHI form, there are four ways you can send it to us:
-
Mail the completed form to:
455 St. Michael’s Drive
Attention: Medical Records Department
Santa Fe, NM 87507
- Fax the form to: 505-913-6497 or 505-913-6439
- Email the form to: Medicalrecords@stvin.org
- Call the Health Information Management/Medical Records Department at: 505-913-5320
-
Who can request copies of my medical record?
Patient - If you've been a patient in our hospital or CHRISTUS Health Physician Group physician practices, you may request access to your medical record.
Someone other than the patient - You may authorize a third party (someone other than the patient) to receive copies of your medical records upon receipt of written authorization by the patient or guardian. Charges apply.
-
People who are authorized to Sign for the Release of Your Health Information
- Yourself (Not your Spouse)
- A patient if the patient is under 18 years of age
- The patient, if the patient is a competent adult or an emancipated minor;
- The patient, if the patient is a minor who gave legal consent for treatment (consent for treatment related to pregnancy, communicable disease, chemical dependency, suicide prevention, or sexual, physical, or emotional abuse);
- A parent or legal guardian on behalf of a minor child ( a child under the age of 18 years in New Mexico) with certain exceptions for emancipated minors;
- Legal Guardian (must provide proof of guardianship)
- Power of Attorney if patient is unable to sign. (the Power of Attorney documentation must be presented)
- Executor/representative of estate for deceased patient and a copy of a “short form”, register of Wills that shows the appointment of Executor of Estate, death certificate presented. (Must provide proof of Executorship).
-
How do I complete the Use and Disclosure of PHI Form?
- Completely fill out the form in its entirety. Include dates of service (if no dates are given, we will return form for specificity) type of information needed, include facility address/location, signature and date, for example:
- History & Physical
- Discharge Summary
- Consultation
- Emergency Room Record
- Operative Report
- Pathology Report
- EKG
- Laboratory Reports
- X-ray reports/films/imaging reports
-
When may I expect to receive my medical records?
Medical records are mailed, about 3-5 business days from the date that the signed requests are received. Medical records are emailed via CIOX e-delivery with a security code provided. If you need your records immediately or want to pick them up in person, call 505-913-5320. Photo identification is required if you are picking up your records in person.
If you wish to have your records sent to another healthcare facility other that the ordering facility CHRISTUS St. Vincent Health System or affiliate, you will need to complete an Authorization for Release of Health Information (Use and Disclosure of PHI form), available download here (English and Spanish option), with the receiving healthcare facilities information on it as the disclosed party.
-
What if I need to get my medical records for continued medical care with another provider or another health care facility?
If you wish to have your records sent to another health care facility other than the ordering facility or CHRISTUS St. Vincent Health System affiliate, you will need to complete a Use and Disclosure of PHI form with the receiving health care facilities information on it as the disclosed party.
CORONA VIRUS ASSESSMENT TOOL