Medical records: Access to the information you need

If you wish to request paper copies of your medical records, please review the following information.

Selecting medical records

UW Health Madison-area hospitals and clinics

For medical records and images when care was provided at one of the following locations, see requesting options below:

• American Family Children's Hospital

• University Hospital

• East Madison Hospital

• UW Health | Carbone Cancer Center

• All UW Health clinics

UW Health Illinois-based hospitals and clinics

For medical records and images when care was provided by any hospital or clinic in Illinois, see requesting options below.

UW Health other options

If you are using UW Health's authorization form to request medical records and images for care provided at the following locations, list the name of the location in the "Other Healthcare Organization" option:

• UW Health Fertility Care

• Madison Surgery Center

• Wisconsin Sleep

• UW Health Rehabilitation Hospital (offered as its own option on the UW Health authorization form)

Contact information

• Treatment in Wisconsin: (608) 263-6030

• Treatment in Illinois: (779) 696-4540

Options to request medical records

Request using MyChart

MyChart users can complete a Release of Information request in MyChart. This can only be used if you are requesting your own records. You cannot request a minor's or another patient's records through this option.

In MyChart, open the Menu. Under Resources, select "Request My Medical Records" under Resources. Follow the prompts to complete the form and request records for yourself, another healthcare facility or a third party.

MyChart Quick Release

MyChart Quick Release offers faster, more convenient access to your records at now charge. Eligible recent records can be requested and quickly delivered to you via a secure MyChart message.

To use MyChart Quick Release, log in to MyChart. In the Menu, go to the Sharing section and select Sharing Hub. Choose the option to share your health information with yourself, then select Request a Formal Copy. Follow the prompts to complete and submit your request.

Note about what records are released

The UW Health authorization authorizes the release of records containing psychiatric diagnoses or treatment, alcohol or drug abuse information or HIV or AIDS information, unless you specify any exceptions on the line above the signature line of the form. Please be aware that other authorizations may handle these protected conditions differently.

Request online

You can request medical records with our online tool and have the records delivered right to you. Choose from electronic or mail delivery.

Note: To use the online tool, you will need access to a camera and the ability to save and upload an image. Most smart phones will work. Please have your photo ID ready.

Complete online request

You will be guided through every step of the process. Most requests can be processed using this online tool, but some exceptions may apply. You will be notified if additional information is needed to process your request. Please see the Costs section below for information about potential charges.

Request using a form

Complete and print the UW Health Authorization for Disclosure of Protected Health Information Form (pdf) or Para la divulgación de información médica protegida (pdf)

Submit the completed form using the following contact information.

If you received care in Wisconsin

Return form by mail:

UW Health - Release of Information
8501 Excelsior Dr
Madison, WI 53717

Return form by fax:

• Requests for Continuation of Care: (608) 262-6663

• Requests for information from patients, insurance companies, attorneys, workers compensation and all other requestors: (608) 203-4580

Return form by email: hisreleasemedicalinf@uwhealth.org

If you received care in Illinois

Return form by mail:

UW Health SwedishAmerican- Release of Information
1401 E State St
Rockford, IL 61104

Return form by fax:

• Requests for Continuation of Care: (779) 256-2402

• Requests for information from patients, insurance companies, attorneys, workers compensation and all other requestors: (779) 256-2411

Return form by email: himroiuwni@uwhealth.org

There is no charge for copies of your medical record requested from and sent directly to other hospitals, clinics or physicians for further medical care. If the copies are needed for an upcoming doctor's appointment, the date of appointment should be documented on the request.

Due to the strict procedural and highly-regulated steps involved in the release of information process for requests directed by the patient, a fee may be charged for this service:

Applicable fees for patients whose care was provided in Wisconsin

Applicable fees for patients whose care was provided in Illinois

When will I receive my records?

The average turnaround time is up to 7 business days. If fees apply, the following methods of payment will be accepted:

1. Online or via phone
   
   For care received at any UW Health facility, payment can be made via credit or debit card:
   Make payment online
   Call: (800) 367-1500
   

2. Mail payment
   
   Datavant
   Attn: Accounts Receivable
   120 Bluegrass Valley Pkwy
   Alpharetta, GA 30005
   
   Please make check or money order payable to Datavant.

View your medical images in MyChart

UW Health MyChart users can now securely view, download and share most of your radiology images in MyChart, including X-rays, MRIs and CT scans. From your test results, you can view available images or download them to your computer.

In MyChart, users will prompted to launch the Patient Image Access application called PowerShare. For details on how to access your medical images in MyChart, please view the MyChart PowerShare image viewing guide (pdf).

Authorization for verbal communication

UW Health patients can authorize communication between UW Health provider(s) or other providers and another individual.

Complete and print the appropriate form.

How to request release restrictions

UW Health is committed to safeguarding the privacy and security of Personal Health Information (PHI) and recognizing patient rights with respect to PHI. Please refer to the UW Health Notice of Privacy Practice or this guide from the U.S. Department of Health and Human Services:

A patient's guide: When health care providers may communicate about you with your family, friends or others involved in your care (pdf)

If you would like to proceed with completing a release restriction, please complete one of the following:

For patients who received care in Illinois: UW Health SwedishAmerican patient request to restrict use and disclosure of health information (pdf)

For patients who received care in Wisconsin: UW Health patient request to restrict use and disclosure of health information (pdf)

Send the completed form using one of the following methods:

Received care in Illinois

• Mail:
  UW Health SwedishAmerican – Release of Information
  1401 E State St
  Rockford, IL 61104

• Fax: (779) 256-2402

• Email: himroiuwni@uwhealth.org

Received care in Wisconsin

• Mail:
  UW Health - Release of Information
  8501 Excelsior Dr
  Madison, WI 53717

• Fax: (608) 262-6663

• Email: hisreleasemedicalinf@uwhealth.org

UW Health Release of Information will consider such requests, approve or deny the requests and document the disposition of the requests in the patient's medical record. This process may take up to 30 days from the date of receipt in Release of Information.

How to request an amendment to your medical record

You can request an amendment of your medical record by:

1. Completing and printing the UW Health Request of Amendment of the Medical Record (pdf) form. When completing the form, please make sure you provide all information in Section A.

2. To submit an amendment for Illinois or Wisconsin, mail or fax the completed form to the following address:
   
   UW Health Health Information Management
   Attention: Patient Amendments
   8501 Excelsior Dr. Room 116
   Madison, WI 53717
   Fax: (608) 203-1440

Questions

For questions about amendments, please call (608) 203-1449 between 8 a.m.–4:30 p.m., Monday through Friday.

How to request an accounting disclosure

You can ask for a list of the times we have shared your health information, who we shared it with, and why, for the six years prior to the date you ask. We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We will provide one list a year for free but may charge a reasonable, cost-based fee if you ask for another one within 12 months.

UW Health has sixty (60) days to act on a request for an accounting of disclosures. One thirty (30) day extension is allowed provided the individual making the request is informed in writing of the delay, the reason for the delay, and the date the accounting will be provided.

1. Completing and printing the form: UW Health Request For An Accounting of Disclosures of Protected Health Information (pdf)

2. To submit the request for Illinois or Wisconsin, mail the completed form to the following address: UW Health - Health Information Management
   Attn: Release of Information
   8501 Excelsior Drive Madison, WI 53717

Questions

Please call us at (608) 263-6030 if you need assistance filling out the form, or if you have any other questions between 8 a.m.–4:30 p.m., Monday through Friday.