Frequently Asked Questions

Medical Records

How can I obtain a copy of my medical records?
You may request a copy of your records by filling out an authorization in the Business Office, downloading a request or we can fax/mail you a request. Download a request by clicking here. You may fax the request directly to our medical records department at 307-742-1924
You can visit the Health Connection to obtain labs, x-rays, EKG's and discharge instructions dating May 2013 forward. Your bill can also be paid via the Health Connection.

When do I have to pay for a copy of my medical records?
- Personal requests for copies of medical records will be assessed the following fees:
Fee Schedule
Actual costs. IMH may calculate the actual labor costs to fulfill the request, as long as the labor included is only for copying. IMH may add to the actual costs any applicable supply (e.g., paper, or CD or USB drive) or postage costs. The individual must be informed in advance of the approximate fee.

Average costs. The standard rate will be calculated and charged as a per page fee only in cases where the PHI requested is maintained in paper form and the individual requests a paper copy of the PHI or asks that the paper PHI be scanned into an electronic format 45CFR 164.524 (c)(4).

Flat fee for electronic copies of PHI maintained electronically. IMH may charge a flat fee of $5.00 for all requests for electronic copies of PHI maintained electronically, not to exceed $6.50, inclusive of all labor, supplies, and any applicable postage.

Microfilmed records will be calculated by 'actual cost' outlined above.

Can I get my test results over the phone?
No. We do not provide information regarding test results over the phone. We are not clinicians and there would be possibility of interpreting the information incorrectly. We also cannot be sure that we are talking with the patient when we receive a phone request. We can copy the record or fax it after receiving a valid authorization. We can have it ready to review within 5 days of receiving a valid authorization and setting up an appointment.

How can I obtain a copy of a family member's medical record?
If a copy of the family member's Advance Directive or Power-Of-Attorney is on file stating that you are the designated agent for the family member you may obtain a copy of the medical record. Also, the family member can sign an authorization stating that you may pick up a copy of the record.

What hours is the HIM/Medical Records department open?
Monday through Friday, 8:30 a.m. to 4:30 p.m.

How long does it take to process my request?
The normal turnaround time is 10 days after we receive the request, but in cases of emergency or your need to take them to a doctor's appointment, we will process it as soon as possible.

How can I get the diagnosis codes changed on my mammogram, colonoscopy, etc?
This can only be done with a valid order from the physician that ordered the test.

Who has access to my records?
The only people that have access to your records other than the appropriate staff members, is your primary care physician, if he/she requests them for continuing care purposes, and yourself. We will require you to fill out an authorization to look at your records or for copies of your record.

Where do I pick up my records?
You can pick up your records, after someone has notified you that they are ready, in Medical Records between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday.

How do I obtain a certified copy of my or my child's birth certificate?
You would need to contact Vital Records in Cheyenne, WY, for information on obtaining a certified copy of the birth certificate. Their phone number is 307-777-7591.
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