Health Information Management (Medical Records)
Frequently Asked Questions
- Q: How can I get a copy of my medical record?
A: Print the authorization form in English or en Espanol and submit it to the Health Information Management (Medical Records) department by mail.
- Q: Can I get a copy of my spouse, child, parent or family member’s medical record?
A: Only if the individual gives you written authorization or if you possess Power of Attorney over healthcare with proper documentation.
- Q: What are the fees for obtaining a copy of a medical record?
A: There is no charge if the copy is to be mailed to a doctor’s office or a health care facility, however, the following fees apply for personal copies: • $10 processing fee (one-time fee per request) • $1 per page for the first 100 pages (fee per admission/encounter) • $0.25 per page for an additional 200 pages (fee per admission/encounter)
- Q: How can I get a copy of a birth certificate?
A: One can be obtained from the Vital Statistics Department of the city in which you were born. If you were born in Newark, click here.
- Q: How can I get a copy of a death certificate?
A: If a recent death, can be obtained from the funeral home. Otherwise, contact City Hall, Vital Statistics.
- Q: What information is required to obtain the medical record of a deceased person?
A: A legal document stating next of kin or executor of estate is required. Only the next of kin may obtain a copy of the medical record.
- Q: Can I request medical records by e-mail and/or receive copies via e-mail?
A: No; University Hospital needs authorization with original signature.
- Q: How do I get copies of x-ray films?
A: Print the authorization form in English or en Espanol and submit it to the Health Information Management (Medical Records) department by mail. Be specific and write that you are interested in x-rays films.
- Q: How can I get a copy of my hospital bill?
A: The Patient Accounts Department releases hospital bills. Please call 973-972-9946 or 973-972-3004 for this request.
- Q: How long will it take to receive a copy of my medical record?
A: New Jersey State law allows 30 days to respond to a request for medical records.
- Q: Does University Hospital accept requests over the fax, or send medical records via fax?
A: Yes, but this is limited to only doctors or other hospitals in an emergency.
- Q: How do I get a copy of an administrator/executor or surrogate letter?
A: Via the court Surrogates office.
- Q: I sent in A Power of Attorney document, why can’t I receive records?
A: The Power of attorney has to indicate that the person is appointed to obtain medical records and manage health issues, not just personal finances.
- Q: I need a physician statement form to be completed for insurance or for a social security/disability claim. Will Medical Records complete this for me?
A: No, these forms must be completed by a doctor. The Health Information Management (Medical Records) department is only able to provide copies of records.
- Q: How do I get medical records from the former United Hospital?
A: They were taken over by Newark Beth Israel Medical Center. Please contact 973-926-7125 or 973-926-7409.
- Q: I think medical records from another hospital were sent to University Hospital to go in my record. How can I get copies of the records from the other hospital?
A: University Hospital does not re-release records from another hospital. Requests for records that were not generated at University Hospital must be addressed to the other hospital directly.
- Q: I think something is incorrect in my medical records and I want it corrected. What do I do?
A: A “Request for Amendment of Health Information” form needs to be completed. The request will be reviewed by th UH Compliance office.
- Q: I don’t want copies of my records. I only need a form listing the dates I was in the hospital. Where can I get this?
A: The Health Information Management (Medical Records) department will complete a “certificate of proof of hospitalization” form that identifies dates of service.