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Medical Records Fees and Consent


Medical Record Access and Fees

You may review your medical record by appointment only. The review fee is $25.00 per hour. Under Florida law you may be charged a fee of up to $1.00 per page (plus applicable tax and handling) for every page copied. You can save money by asking for specific documents or a record abstract (all recent major reports) rather than the entire record. The copying fee is waived for copies provided directly to a healthcare provider for continuing medical care. Most record requests are fulfilled within 5 to 7 business days.


Medical Records Consent

Your record is the physical property of the hospital. However, the patient controls the release of the information contained in the record. Consent to access medical records must be less than one year old. In general, you must give permission for anyone, other than a member of your healthcare team, to have access to your medical record. By law, your records may be disclosed without your permission under certain circumstances such as in response to a subpoena or court order, to certain government and regulatory bodies, to someone who holds your power of attorney, to someone you have designated as your healthcare surrogate, to another healthcare provider for continued care, and to your healthcare insurer to obtain reimbursement for your care.

By law, only the adult (age 18 or older) patient or a legally designated representative has the authority to release the information contained in a medical record about them, regardless of who is paying the bills. Legally designated representatives include court-appointed guardians or others with power of attorney for the patient. For children under age 18, only a parent or court appointed guardian may authorize release of medical information.

The next of kin or personal representative of the estate may request those records. It may be necessary to verify that the patient has actually died and the identity of the next of kin. By Florida law, medical records must be retained for a minimum of eight years. Most records are retained longer.

If you suspect that someone is looking at your medical record without your permission, you should report this to the privacy officer appointed by your health care provider.

  • For UF Health Shands Hospitals, call the Privacy Office at 352-627-9050.
  • For UF Health Physicians Clinics, call the UF Privacy Office at 1-866-876-4472.

Questions About Medical Records

Are medical records confidential?

The information found in medical records is confidential. Patients confide in their physicians because they are assured of this confidentiality and might not share the necessary personal information if this privilege did not exist. Healthcare workers are mandated by law and by professional standards to protect patient confidentiality. There are also state and federal laws to protect information related to specific diagnoses such as psychiatric / psychological, treatment of substance abuse (drugs and alcohol), and AIDS / HIV.

How long does it take to get copies of my medical record?

We will provide a copy or a summary of your health information, usually within 30 days of your request.

There is some incorrect information on my medical record. How can I get it corrected?

You can ask us to correct health information about you that you think is incorrect or incomplete. We may say “No” to your request but we’ll tell you why in writing within 60 days. Please call 352.265.9344 for more information.

Can you give my medical records to me on a flash drive or CD?

No, UF Health Shands records are not available in these formats at this time.

How secure are computerized medical records?

Computer-based medical records are as safe as paper records and are covered by the same laws. There are technical safeguards for the protection of computerized data as well as procedures for identifying and punishing violators.

What can I do if I suspect that someone is looking at my medical record without my permission?

You should report this to the privacy officer appointed by your healthcare provider. For UF Health Shands call the Privacy Office at 352.733.0060.

Can you fax the records to me?

We do not fax medical records except in an emergency to another health care provider.

Can I review my medical record in person?

You may review your medical record by appointment only. You may be charged a fee for this.

Is a Authorization for Release of Information “good” forever?

Valid authorizations are good until revoked or they expire.

Who can access my medical record?

We are required by law to maintain the privacy and security of your medical record. We will not use or share your information other than as described in our Joint NPP unless you tell us we can, you may change your mind at any time.

My son is a 19-year old college student. My insurance pays his hospital bills and I claim him as a dependent on my income tax. Why can’t I see his medical records?

By law, only the adult (age 18 or older) patient or a legally  designated representative has the authority to release the information contained in a medical record about him / herself, regardless of who is paying the bills. Legally designated representatives include court appointed guardians or others with power of attorney for the patient. For children under age 18, only a parent or a court appointed guardian may authorize release of medical information.

My mother died last year. Can I request a copy of her medical records?

The next of kin or personal representative of the estate may request those records. It may be necessary to verify that the patient has actually died and the identity of the next of kin. 

How long will you keep my medical record?

By Florida Law, medical records must be retained for a minimum of eight years. Most records are retained longer.

My husband and I are divorced. Can we both have access to our children’s medical records?

Yes, unless parental rights have been severed by the court.

Can I see my medical record from the Internet?

It may be possible to provide specific records to you via secure website in PDF format. For this option, you must complete an Authorization for Use or Disclosure of Protected Health
Information and provide a valid and legible e-mail address.  You may be charged a fee for these records.

How can one of my outside doctors get copies of my medical records?

Another healthcare provider (for example, a physician, nurse practitioner, or physical therapist) who is treating you can request copies of your health information at any time. It may be necessary to verify that this provider is currently treating you. The healthcare provider should submit a request
in writing.