Frequently Asked Questions

Medical Records FAQs

Who may request medical records?

You may request copies of your own medical records or those of a minor child, or someone for whom you are the legal guardian or hold a Power of Attorney for healthcare. A copy of the guardianship or Power of Attorney for healthcare must be provided. Spouses, children or the executor of the estate may request medical records for deceased patients. A copy of the death certificate or executor/administrator of the estate must be provided.

How do I request a copy of my medical record?

You may request a copy of your medical record by completing the Authorization for Release of Information form and submitting it to Wayne HealthCare.

Who is authorized to sign for the release of my medical record?

The following people are authorized to sign for the release of your health information:

• The patient (not the spouse).
• A person granted Healthcare Power of Attorney if the patient is unable to sign (legal documentation must be provided).
• A parent if the patient is younger than 18 years old.
• A minor who has been legally emancipated (For example, 17 years old, married and has their own child). Proof of emancipated status is required.
• A legal guardian (proof of guardianship must be provided).
• A representative of the estate for deceased patients (a copy of the death certificate and the document verifying the estate representative must be provided).

How much does it cost to obtain a copy of my medical record?

There is no charge for releasing copies of health information directly to other healthcare providers. Under the State of Ohio, in House Bill 331 has established a fee schedule. Patients will be charged $2.84 per page (1–10); $0.59 per page (11–50); $0.24 per page (50+). To reduce the cost and speed up the process, patients should consider requesting specific information rather than their complete records.

When will I receive a copy of the medical records?

Copies are processed within 15 to 30 days from the date the request is received by Wayne HealthCare. Recipients will be notified if the request cannot be processed within that time frame.

I cannot wait for the 5 to 7 business day processing period. Can I get the records today?

If time, the availability of staff and access to the record permits we may be able to expedite requests.

Can I fax my completed authorization form?

The Authorization to Release Protected Health Information form will only be accepted if faxed directly from another medical facility in one of the following situations:

• The patient is at a medical facility for treatment on the same day.
• The patient has an upcoming appointment (in fewer than seven business days) at a medical facility.

Will you fax the copies to my home or office?

No. We do not fax medical records to patient's homes or places of employment. We will fax to your care provider's office if it is required for continuing your care.

Who can answer questions about my bill?

Call the Patient Accounts department at (937) 547-5770.

How can I obtain a copy of my bill or medical record for legal action?

Please ask your attorney to submit a written request with a patient signed authorization to:

(Please note the hospital requires payment prior to the release of the records)
Health Information Department—ROI
Wayne HealthCare
835 Sweitzer Street
Greenville, OH 45331

Is all health information released through the Release of Information?

In most cases ROI directly handles the release of health information. The same request will be forwarded to the appropriate department for items such as radiology films and billing information.

Will I need to present some form of identification?

We require a copy of a picture ID for records being released to the patient or a family member.

Can I request someone else's records?

In most cases, if the patient is 18 or older, only the patient can authorize the release of his or her own records. If the patient is a minor, then the parent or legal guardian may request records when a picture ID has been provided. If the patient is over the age of 18 their records may only be requested by someone else if appropriate documentation is provided, for example, a court order or Healthcare Power of Attorney which names the patient's legal representative.

Can I request records if the patient is deceased?

A deceased patient's records can be released if appropriate documentation is provided. This will generally include documentation naming the person with legal authority to release the records of the Administer/Executor of the Estate.

What are your business hours?

Requests are handled during the following hours:
Monday–Friday: 8:00 am to 4:30 pm

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