How do I request a copy of my medical record?
A patient may request a copy of his/her medical record by a written request. The written request must contain the following information:
- Patient's Name
- Date of Birth
- Social Security Number
- Dates of Service
If someone else is picking up the records for the patient, their name must appear on the request. Requests can be made in person or by mail. Authorization forms are available in the Health Information department.
A patient's family member (parent/legal guardian) may request copies of medical records if a patient is a minor or incapacitated. Parent/Guardian must have the written permission of the patient to release copies of the record, or have the patient's power of attorney. The name of the family member must be documented on the request.
If the patient is deceased and if there is no one with the power of attorney or no one has been appointed executor of the estate, family members need to contact the Register of Wills in the county they live to open an estate for the purpose of obtaining medical records. Proof of Power of Attorney or Executive of Estate must be presented. For Prince George's County the number is 301-952-3250. For Charles County the number is 301-932-3345.
Is there a charge for copies of my medical record?
Patient Personal Requests have been FREE since March 2016.
Where should my request be directed?
All requests for medical information are to be made to the Medical Records window at the Cashier's Office located on the first floor of the hospital (across from the hospital Gift Shop).
If requesting records by mail, please use the following address:
MedStar Southern Maryland Hospital Center
7503 Surratts Road
Clinton, MD 20735
Attn: Medical Records Request - Cashier's Office
Hours of operation:
Monday - Friday: 8:00 a.m. - 4:00 p.m.
How long will it take to obtain copies of my medical records?
It takes 5-10 working business days to process the request. If the patient has just been discharged from the hospital the request will be processed once the chart is complete. This may take 30 days if requesting a complete copy.
Protecting your confidential medical information
As a patient of MedStar Southern Maryland Hospital Center, you have a right to confidentiality. We strive to continuously ensure that your personal health information is kept private. Here are some ways MSMHC is maintaining the confidentiality of our patient's information:
- Medical records are secured on the nursing floors and in the Health Information department. Only members of your health care team are permitted access to your information.
- Paper information with personal information is shredded before disposal.
- Access to computers with patient information is password protected.
- Computer screens are angled so only the person with a need for access sees Patient information.
- Computer screens are programmed to go "blank" after a certain time if not in use.
Do you accept my insurance?
We are contracted with most of the major insurances in this area. However, some insurances require different services be performed at their own facilities, or contracted vendors. We strongly urge you to contact your insurance carrier (HMO, PPO, MCO, etc.) to verify they will cover the services you need to have.
When will I receive a copy of my bill?
You will receive a summary of your charges within 30 days of your discharge. This summary will also give you additional information, such as what insurance we are billing, and what other providers may be billing you. If you require an itemized billing, please call 301-877-4262 and we will be more than happy to supply you with a listing of itemized charges.
What are the costs for treatment?
Hospitals in the state of Maryland have their charges regulated by the Health Services Cost Review Commission. In 1971, the Maryland legislature created this agency to set the rates that Maryland hospitals may charge. In turn, regardless of whether you are an insurance company or private pay patient, you will pay the same rates. We cannot negotiate our charges.
Are there people who can help me understand some of the charges on my bill?
We have a team of account specialists who are willing to help and assist you with your questions regarding insurance billing, and payment plans. Call 301-877-4262, Monday through Friday, between the hours of 8:00 a.m. to 4:30 p.m. to reach them.
Who should I call if I believe that the charges on my bill are incorrect?
If you have any concerns regarding your bill, please call 301-877-4262. We would be delighted to answer any questions you might have about your bill.