Request Medical Records

Medical Records

UTMB Health Information Management has contracted COIX Health to process requests for the release of medical records (protected health information).

All patient health care information at UTMB is confidential. Therefore, medical records cannot be released to any person or organization without the consent of the patient or the patient’s legally authorized representative (unless authorized by law).

Once consent has been completed, medical records can be obtained onsite from the following location:

Jennie Sealy Hospital
712 Texas Avenue
Room 2.202 (next to PJ’s Coffee)
Galveston, TX 77555
(409) 266-9901

Notice to our patients or patients’ legally authorized representatives: Beginning Oct. 17, UTMB will authorize disposal of a patient’s paper medical record on or after the 10th anniversary of the patient’s last visit or when a patient reaches the age of 21, whichever is later.

For questions, contact Release of Information at (409) 772-1965.
Office Hours: Mon-Fri., 8:00 am - 4:30 pm.

Written Authorization

Requests for the release of medical records (protected health information) must be submitted in writing and must contain all the elements required by law. Authorizations must also be dated and signed by the patient or the patient’s legally authorized representative. In the case of a minor, a parent or legal guardian must sign the authorization.

UTMB has authorization forms that can be downloaded.

  • For patients/parent or guardian needing records, please submit the following form: English and Spanish (forms 7033/7033SP)
  • For all other requests for records please submit the following form: English and Spanish (forms 7032/7032SP) 

These forms are designed for printing and are offered in Adobe Portable Document Format (PDF). If you do not have the software to view and print this type of document, you can download the plug-in for free from the Adobe Web Site.

Or you may contact the Health Information Management (HIM) Department at (409) 772-1965 and HIM will email or fax the authorization form to you.

Submitting An Authorization

For healthcare facilities requesting records, please fax your request to:

If the patient is in office, has an upcoming appointment or the records are needed for review please indicate on the request. Please fax your request for records to (409) 772-5101.

For UTMB patients requesting records, please fax your request to (409) 772-9208.

For all other requesters, please mail your request to:

University of Texas Medical Branch
HIM - Release of Information
301 University Blvd.
Galveston, TX 77555-0782

Processing Fees

A current fee schedule for disclosure of health care information is available on the UTMB Health Information Management Web Site, General Information tab.

No fee is assessed when the information is being sent to another health care provider or is for a social security disability claim. Requests for medical record information for social security disability claims must be accompanied by a supporting letter from the Social Security Administration.

Radiology Images

The UTMB Health Department of Radiology is responsible for managing the release of diagnostic images to patients and authorized care providers for all forms of radiology. To learn more or make an online request, visit Radiology and Imaging.

For More Information

For additional information about medical records at UTMB, you may contact COIX Health for UTMB’s Release of Information at (409) 772-1965.

 

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