Medical Records Authorization: Providence Montana
Release of Patient Information
Providence St. Joseph Health (PSJH) is required by law to maintain the privacy of your health information, to provide you with a notice of our legal duties and privacy practices, and to follow the information practices that are described in the Notice of Privacy Practices.
You have the right to receive a copy of your health information that we maintain, with some limited exceptions. You have the right to receive a copy of your health information in one of the following formats: MyChart Patient Portal, email, fax, CD via mail, or paper via mail. You have the right to request that your health information be sent to any person or entity.
Medical records are maintained by the hospital for the time period required by state law, and some medical records may not be available.
Patient information processed outside of Health Information Management (HIM) Medical Records: Please contact the department directly at the facility in which you were treated. Example: Radiology, Provider Office/Clinic, Pathology, etc. Be advised, separate authorization required.
Hospital or Provider/Clinic Itemized Billing or Financial Documents: Call Regional Business Office: 1-866-747-2455. You may also visit the Providence St. Joseph Health Online Bill Pay and Financial Assistance website.
Processing time for copies of medical records with valid authorization
Please allow sufficient time for processing of a medical record request. Turnaround time varies according to request type and state law:
- Alaska: up to 30 calendar days
- Montana: up to 10 calendar days
- Oregon: up to 30 calendar days
- Washington: up to 15 business days
Fees for copies of medical records
Continuation of care: Medical records sent directly to providers or other healthcare facilities: No Fees
Patient/patient representative: No fees
Other requester types: Fees are based on State and Federal Regulations
At Providence, your ability to access the highest quality care is of the utmost importance to us. That is why we have made it easy for our patients to request their medical records whenever they may need them. To ensure your request is handled accurately and promptly, Providence has partnered with Datavant, a trusted leader in health information management.
Payment for copies of medical records
Follow the payment instructions on the medical records invoice you receive. Payments for medical records may be made via check, money order or credit card. Cash is not accepted. Some locations also have an option to pay online using the information on the medical records invoice.
Patient and Patient Representatives
How to submit your medical records request
Option 1: MyChart (patient portal)
MyChart secure patient portal allows patients to view portions of their medical record, and request copies of medical records that are not available through MyChart. There are no fees associated with accessing medical records via MyChart.
Most documents will auto-populate to your MyChart account within 24 hrs from time of visit.
- Clinical notes are shared immediately to the patient’s MyChart when signed by the authorizing provider.
- Test results are released hourly after they have been finalized. If not available, please contact the ordering provider.
- Other documents may be shared immediately when filed to the patient’s medical record.
If you already have a MyChart account, please login.
Option 2: Submit your request online
Please note: Chrome, Safari, and Firefox are the recommended browsers for this application.
Request your medical records online
Option 3: Submit a written document or utilize the Patient Request to Access/Disclose a Designated Record Set form (DRS)
To receive a copy of your medical records, you may complete the form or write a letter. If you choose to write a letter, it must include the following required elements:
- Signed by the individual (patient) or patient representative
- Clearly identify the patient, preferably name and date of birth
- Clearly identify the intended recipient including name and address designated to receive the records
- Specify the date range, specific medical records, and name of facility where treatment was received
Email to: roihimreception@r1rcm.com
Fax to: 470-437-3807
Mail to: Providence Central Release of Information (cROI)
PO Box 4950
Portland, OR 97208
Important notice
Incomplete requests are considered invalid and will be returned for additional information. Patient representatives may need to provide supporting documentation to fulfill the medical records request e.g. Durable Power of Attorney, Advance Directive, guardianship or conservator forms.
Patient request access to inspect
PSJH shall permit an individual to request access to inspect their medical record that is maintained in a designated record set. PSJH requires individuals to submit a written request for access to inspect. Please follow instructions from option 1- 3 above to submit a request.
Once the request to access has been received, you will be contacted to schedule an appointment.
Provider office/Clinic medical records
Please visit the medical groups page and select the providers’ location.
Continuation of Care Requests for Medical Records
If you are a provider or health care entity and require medical records please upload your request.
Third-Party Requests for Medical Records
If you are an attorney, insurance company, or any other entity requesting records, please upload your request along with the patient’s authorization.
Questions
If you have any questions, please contact Datavant via one of the methods below:
- When will my online medical record request be ready?
Your records will be ready in 5-7 business days from receipt of your electronic request. - How do I pay for my records?
- Status Checks:800-367-1500
- How do I contact Customer Service? Call 509-544-6068
Sign up and enjoy complete control of your request process! With this tool, you can easily track the status of your request, download requests, and pay your invoice.
Additional HIM/ROI Information and Forms
Amendment request
You may write a letter or complete this form to request a correction to your protected health information that was originated or created by a PSJH provider.
Accounting of disclosures request
You may write a letter or complete this form to request an accounting of disclosures of your protected health information by PSJH.
Restriction and revocation requests
You may write a letter or complete this form to restrict the release of your protected health information and/or, revoke a previously signed authorization.
Opt out of Care Everywhere and/or HIE
Visit the Health Information Exchange website for more information and to access the opt out forms.
Language services
PSJH provides interpreter services for all non-English-speaking patients and patient representatives. Providence Notice of Nondiscrimination and Communication Assistance.