Medical Records

How To Request Your Records

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Part of the excellence of service we offer at Northwest Medical Center includes the constant maintenance, storage, and protection of our patient's medical records. We work around the clock to ensure you have access to your records promptly as and when you need them.

The process

If you require access to your medical records or someone else's medical records with their approval, the first step is completing our medical relief of information authorization form. Once filled out, you can deliver or send your form to our Health Information Management Department.

We will require a form of valid photo ID to verify your identification and a telephone number upon collection of records. A charge may be applied for each copy we provide under Alabama statute. It can take up to 3 business days for the average medical records request to be processed and completed.

1. Download Authorization Form

If you require access to your medical records or someone else's medical records with their approval, the first step is completing our medical relief of information authorization form.

2. Submit Your Form

Send or deliver your completed form to our Health Information Management Department.

Fax

205.487.7968

Mail

Northwest Medical Center
1530 US Highway 43
Winfield, AL 35594

In person

You can deliver your request for medical records directly to us at Northwest Medical Center. Ask at the front desk to be directed to the HIM Department.

3. Verify & Validate

We will need to thoroughly verify the legitimacy of your form and your identification to complete the records retrieval process. This includes:

IDENTITY VERIFICATION

Northwest requires a legible photo ID for all medical records, such as a state or military ID or a driver’s license. You’ll also need to include a telephone number.A charge may be applied for each copy we provide under Alabama statute.

AUTHORIZATION VALIDATION

Once we've confirmed your identity, we'll verify your authorization's validity and begin processing your request.

4. Processing Your Request

Our team can get to work on completing your request during business hours. Please note that this means requests placed on a Thursday or Friday will not be likely to be completed in the same week.

2-3 business days

On average, our HIM Department fulfills all requests 2-3 following validation and approval of identification. If you deliver your form by hand, our team can inform you in person of any delays.

FAQs

The only way that your spouse can access your records is if they have authorization signed by yourself or a legal representative. In all other cases, no one can access your personal medical information. The only exception to this is continued patient care through a different healthcare facility or doctor's office in emergency cases.

The Personal Representative of the Estate is the only person that may authorize access to medical records of a deceased individual. Also referred to as an Executor, this individual is appointed by the probate court and must provide documentation identifying them in this role to release records. Any other roles, such as Power of Attorney roles, are no longer relevant or valid following the patient's death. We can send the records of the deceased directly to life insurance services at the request of the Personal Representative of the Estate.

If you have provided a signed authorization form specifying that individual, they will be able to pick your medical records up for you. They will be required to provide their ID for our validation checks as part of this process.