How to Find Your Medical Records | Baystate Health (2024)

Learn how to access your Baystate Health medical records.

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Access Your Records Through The MyBaystate Portal

You can log in to the Baystate Health patient portal any time to access your health information. You can also follow the instructions below to request copies of your medical records.

To Request Your Medical Record

Download the "Authorization of Release of Information" form below and mail, fax or personally deliver it to one of our Health Information Management (HIM) locations listed below. If you have any questions, please call 413-794-4203.

Health Information Management Locations

Baystate Medical Center

By Mail:

759 Chestnut Street @ Whitney Avenue
Springfield, MA 01199
ATTN: Correspondence
Fax: 1-413-322-4346 or 1-413-794-4759

In Person:

You may walk in and pick up your records between 8:30 am and 5 pm Monday through Friday.

By Phone:


Baystate Franklin Medical Center

By Mail:

Health Information Management
164 High Street
Greenfield, MA 01301
Fax: 1-413-773-2091

In Person:

You may walk in and pick up your records between 8:30 am and 5 pm Monday through Friday.

By Phone:


Baystate Noble Hospital

By Mail:

759 Chestnut Street @ Whitney Avenue
Springfield, MA 01199
ATTN: Correspondence
Fax: 1-413-322-4346 or 1-413-794-4759

In Person:

You may walk in and pick up your records between 8:30 am and 5 pm Monday through Friday.

By Phone:


Baystate Wing Hospital

By Mail:

Baystate Wing Hospital
Health Information Management
40 Wright Street, Palmer, MA 01069

In Person:

You may walk in and pick up your records between 8:30 am and 5 pm Monday through Friday.

By Phone:


Sending Medical Records to Another Facility

Medical records can be sent to another facility with the patient's written consent. These requests may take up to two weeks to complete. Written requests for copies of medical records for personal use will also be honored in compliance with Massachusetts General Laws. A fee for copying will be charged.

Faxing Medical Information

To decrease the likelihood of a fax being sent to an unintended recipient or an individual, we do not fax medical information except in medical emergencies. Your medical record will be sent to the requested location by mail.

Forms (School, Insurance or Work)

Patients who need a form completed should fill out their portion of the form and sign an authorization for the release of information.

Please let us know when the form will be picked up or if it should be mailed and allow one week for the forms to be processed.

Workers' Compensation

Massachusetts General Laws require that a medical report pertaining to any injury that appears to be compensable under worker's compensation be furnished to the employee, employer and insurer within 14 days of completion of examination.

Please note, that if a patient denies release of information, it may be necessary to adjust his/her account to a self-pay status.


What is a Valid Authorization?

The Health Insurance Portability & Accountability Act (HIPAA) sets the standard for a valid authorization to release information. The following elements must be included for a HIPAA-compliant authorization:

  • Name and date of birth or social security number
  • Statement of who is authorized to release records and who is authorized to receive records
  • Purpose of Disclosure
  • Type of information to be disclosed
  • Psychiatric records or infectious diseases (i.e. HIV, Hepatitis C, TB, ECT.) must be clearly marked or checked before they will be released
  • Statement acknowledging the patient’s right to revoke or cancel authorization
  • Statement indicating the patient’s right to refuse the release of information
  • Statement that information disclosed pursuant to the authorization may be subject to re-disclosure and is no longer protected under this authorization
  • Statement that will not condition treatment on patient providing authorization
  • An expiration date
  • Signature of patient or patient’s representative

Who can legally sign for medical records?

  • The Patient and / or anyone who is named as a decision maker or attorney-in-fact under a healthcare power of attorney signed by the patient.
  • If the patient is deceased, a certificate of appointment issued by the Probate Court identifying the requestor as the executor or executrix of the patient’s estate. A death certificate may also be provided which lists the requestor as the next of kin.
  • If the patient is under the age of 16, the patient’s parent may sign.
  • If the patient is 16 years of age or older, the parent can sign if the parent authorized the treatment which is recorded.
  • If the patient is 16 years of age or older and authorized their own treatment, then the patient must authorize the release of information regarding the treatment.

What is included within a medical record and what should I request?

  • Discharge Summary: A summary of an inpatient stay. This report identifies the reason for the admission and narrates the patient’s course during the stay. Diagnoses, operations performed, medications prescribed and condition at discharge are all items of inclusion.
  • Operative Notes: A summary of a procedure performed on the patient. This report identifies the procedure, pre & postoperative diagnoses, the surgeon, indications and findings.
  • Laboratory Results: Analysis of blood or urine and surgical pathology reports or biopsies which document tissue examinations, among others.
  • Radiology Report: This is a report summarizing the findings of images or scans as viewed by the radiologist. If you would like the actual film, please call our film library at (413) 794-4625.
  • History & Physical: A medical history which includes the present chief complaint, history of the present illness, past medical history, personal history, family history and a review of systems.
  • Consultation Report: A report outlining the opinion about the illness or condition from a practitioner other than the attending physician.

When should I expect to receive my medical records?

The HIM department will comply with the request within thirty (30) days of receipt (or sooner if required by law). If the information requested is not maintained on site, the HIM Department will respond within sixty (60) days of the date of the request.

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How to Find Your Medical Records | Baystate Health (2024)


How to Find Your Medical Records | Baystate Health? ›

Access Your Records Through The MyBaystate Portal

Can you access your own medical record via the computer system? ›

You can request your medical records via your health care provider's online patient portal, ask for copies of your records in person at your doctor's office or put the request to your provider in an email or letter.

How do I get my medical records in NY? ›

To request a copy of a medical record from a physician, call or write to the physician holding the record. If the physician does not respond to this request within a timely manner, you can file a complaint with the NYS Department of Health, Office of Professional Medical Conduct for Physicians.

How to obtain medical records in Massachusetts? ›

How to request
  1. Download and complete the Public Information Request Form. Please be specific about facility name, location, and dates. ...
  2. Mail your completed request and release form, if applicable, to: Division of Health Care Facility Licensure and Certification.

How to get medical records in Maryland? ›

Gaining Access to Your Records

To do so, you must make a written request. This signed and dated request must state your name, the name of your health care provider and the party who should receive your records. Your authorization to release your records is good for one year.

Why can't I look at my own medical record? ›

A physician is entitled to deny you access to certain parts of your medical record, including personal notes and observations; information provided by another party that the doctor agreed to keep confidential; information relating to the treatment of a minor; information the provider believes may cause substantial harm ...

Can you look yourself up on a medical record? ›

With limited exceptions, the HIPAA Privacy Rule (the Privacy Rule) provides individuals with a legal, enforceable right to see and receive copies upon request of the information in their medical and other health records maintained by their health care providers and health plans.

How long are medical records kept in NY? ›

(4) Medical records shall be retained in their original or legally reproduced form for a period of at least six years from the date of discharge or three years after the patient's age of majority (18 years), whichever is longer, or at least six years after death.

Can doctors charge for medical records in NY? ›

The health care provider then has 10 days after receiving the request to provide an opportunity for you to inspect your records. You can also request copies of the records. Providers are permitted to charge reasonable fees to recover costs for inspections, shipping and copying.

Can I see who has accessed my medical records? ›

Can I find out who has accessed my health records? You can request an “accounting of disclosures,” which will tell you everyone who has received your health records for the past six years for purposes other than treatment, payment and health care operations.

How long are medical records kept in mass? ›

Records for adult patients must be maintained for a minimum of seven years from date of last patient encounter.

How far back does Social Security look at medical records? ›

These records paint a picture of your health and help the SSA decide. To ensure a thorough evaluation, the SSA prefers to have a 12-month medical history of an individual. This means they look at your medical records from the past year. For records to be considered current, they should be less than 90 days old.

How to get a diagnosis removed from medical records? ›

Once you identify something you want to change, contact your healthcare provider and request a form for making amendments. Be clear with your request. Upon receiving it, your provider will have 60 days to act on your request. Your provider is not required to make the requested change.

Can you ask a doctor to keep something off the record? ›

Someone could ask to keep past medical illness off the form for an insurance physical, but that is fraud, and would have consequences to the doctor." If the doctor agrees to collude with the patient, he is forfeiting the trust of the court system, employers, insurance companies, and others, says Tennenbaum.

How long does MD keep medical records? ›

Maryland law requires that medical records be maintained for at least 5 years from the date the record or report was created.

Can electronic medical records be destroyed? ›

HIPAA Compliant Ways to Destroy Medical Records

Ensure to have a Business Associate Agreement with the entity responsible for the destruction. Clearing and Purging Electronic Media: Electronic PHI (ePHI) stored on devices should be cleared and purged. This means removing all data so that it cannot be easily retrieved.

Can you access your own medical record via the Meditech system? ›

MEDITECH is empowering consumers with access to their health information through Health Records on iPhone. The feature is a secure option for consumers to take their health information with them, wherever they go. It's convenient, simple to use, and helps people better understand their health.

Can you look yourself up in Epic? ›

Can you look it up in Epic? Answer: No, you may not use Epic as a personal directory. YNHHS staff are not permitted to access the medical records of their minor children via their Epic credentials. MyChart Proxy access should be obtained.

Can patients read their own charts? ›

As a patient, you are entitled to read your chart. However, there is a process that must be followed. You can't just demand to read your chart and expect the nurse to let you read it immediately. This is the process for a patient who wishes to read their chart in the my former healthcare organization.

Can medical records be computerized? ›

An Electronic Health Record (EHR) is an electronic version of a patients medical history, that is maintained by the provider over time, and may include all of the key administrative clinical data relevant to that persons care under a particular provider, including demographics, progress notes, problems, medications, ...


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