Medical Record Questions
Patient information is considered protected information. There are State regulations listed in the Florida Statutes and Federal regulations by the Health Insurance Portability and Accountability Act (HIPAA) that govern patient privacy. We take your rights to privacy very seriously and will follow the regulations to ensure your rights are protected.
How may I obtain copies of my medical records?
Florida Statute 395.3025 requires that request for copies of patient records be done in writing and only after discharge of the patient. You may download a copy of the Authorization for Release of Patient Records form from our Website and either fax to the Health Information Management Department at (863) 402-3259, or stop by the department at the hospital and drop off the Authorization form; or you may place it in the mail to: (Florida Hospital Heartland Medical Center Lake Placid and Florida Hospital Wauchula records are released from the main campus listed below)
Florida Hospital Heartland Medical Center
Health Information Management Department
4200 Sun n’ Lake Blvd
Sebring, Florida 33871
Download Authorization for Release of Patient Records
Florida Statutes and Health Insurance Portability and Accountability Act (HIPAA) require that a release form be filled out correctly, signed and dated prior to medical records being released. Only the patient or his/her legal personal representative may sign the release form.
If you would like to call and talk to a our Release of Information Specialist, you may call (863) 402-3255 and choose #4 when prompted.
Health Information Management Department hours are: (closed most holidays)
Florida Hospital Heartland Medical Center – 8 AM – 5 PM
Florida Hospital Heartland Medical Center Lake Placid – 8 AM – 4:30 PM
Florida Hospital Wauchula – 8 AM – 4:30 PM
What is the turn-around time for requests for medical records?
It may take up to 10 business days for “personal use” medical records (i.e. yourself, insurance companies attorney, etc.) to be copied and mailed.
May I obtain my records sooner if they are needed for my physician’s appointment or for other continued care?
Yes, we can prioritize your records and copy them sooner and mail to your healthcare provider you list on your Release of Patient Information form, just please list your appointment date or date needed on the form, or call the Health Information Management department and give them your request for an expedited release of the records.
What are the charges associated with obtaining copies of my medical records?
Florida Statutes 395.3025 allow a charge of $1.00 a page to recover costs for paper, copy supplies and labor. Copies of records requested for personal, legal or other reasons not associated with continued care, will be charged the $1.00 per page rate.
Copies of patient records for continued care are not charged, however, the copies must be sent directly to the healthcare provider by the Health Information Management Staff.
If I come to the Health Information Management department at the hospital to pick up copies of my medical records do I need to bring proof of ID?
Yes, a drivers license or other form of picture ID must be shown to verify identity.
If I signed the Authorization to Release Patient Information form for copies of my medical records to be released to myself can I send my spouse/sibling/child to pick up the records?
No, the release form is very specific as to who is to receive the copies of the record. The only person that can receive the copies of the record is the person listed on the release form.
What is the process of obtaining copies of my deceased relatives medical records?
A certified death certificate must be brought to the Health Information Management department and the medical record must state next-of-kin. For families trying to obtain copies of medical records for the deceased, the first person authorized is the spouse. If the spouse is not living, then the children are next-of-kin.