Medical records FAQs

By default, releases include information in the “designated record set” (e.g., medical and billing records used to make decisions about you). Psychotherapy notes and information prepared for legal actions are generally excluded. Sensitive categories (see Special situations) may have additional protections.

Yes. On your authorization, specify exact dates of service, provider names, document types (e.g., ED notes, imaging reports), or “visit summary only.” UCHealth honors targeted requests.

You may receive them directly or direct UCHealth to send to a named person/entity (e.g., family member, attorney, another provider). UCHealth may also disclose your medical information for treatment, payment, and healthcare operations without authorization as indicated in our Notice of Privacy Practices (e.g., continuation of care).

Yes. List the recipient by name on the authorization (or share via MHC). For medical treatment and continuation of care, records can be sent to other providers electronically and at no charge.

Records requested via MHC can be processed and provided to you within 48-72 hours. For all other request types, UCHealth processes record requests as quickly as possible; please allow up to 30 business days from receipt of a complete request and any required payment. You will be notified if additional time is needed.

For immediate clinical needs, use My Health Connection to access test results and visit summaries right away. Clinics may also perform a “Quick Disclosure” in Epic for urgent continuity of care (with a patient authorization scanned to the chart).

Legal/third‑party requests may require additional time to ensure all required authorization and legal documentation is received and assessed. Clinical continuity of care is prioritized and often fulfilled electronically or via Quick Disclosure. Regulatory timelines still apply to patient access requests.

• Patient access via My Health Connection: Free.
• Electronic delivery to the patient: Free (all pages; file size limits may apply).
• Paper delivery: 1–10 pages free; 11–99 pages $6.50; Requests over 100 pages are delivered electronically (free).
• Continuity‑of‑care to providers (electronic): Free.
• Third‑party (e.g., legal/payer) requests may be billed per Colorado fee schedule (e.g., $18.53 for first 10 pages; $0.85/page for 11–40;
  $0.57/page 41+).

Options include My Health Connection (portal download), secure electronic delivery, paper mail, fax (when appropriate), or electronic media (CD) when specifically requested. Note: Large image files may be provided electronically when feasible.

Yes. My Health Connection provides immediate access to many results and notes and supports formal HIM record requests. Electronic delivery is preferred for speed and security.

Yes, depending on the request and feasibility. Secure electronic delivery is preferred. CD/USB may be available upon request. Fax and mail are used when appropriate.

Yes. UCHealth can send records directly to the recipient named on your authorization.

UCHealth uses secure systems (including SSL encryption for the patient portal) and releases only as permitted by HIPAA and state law. Access is controlled by secure login credentials and identity verification.

Contact the HIM team immediately. UCHealth follows HIPAA breach investigation and notification procedures. We will work to mitigate any risk and correct the routing.

Only authorized UCHealth workforce members and business associates may access your PHI for treatment, payment, and operations. Access is role‑based and audited.

Insurers may receive necessary information for payment or authorizations. Employers do not receive your medical records without your explicit authorization or another legal basis. HIPAA restricts disclosures without consent.

If you believe content is missing, contact HIM or your provider. Some items (e.g., certain external records) may not be redisclosed by UCHealth; request those from the originating facility.

You have the right to request an amendment to information in your designated record set. Submit a written request (include what is inaccurate/incomplete and why). UCHealth will respond within required timelines, and, if denied, will provide the reason and let you add a statement of disagreement to your record.

Generally, parents/guardians are personal representatives for minors. However, when a minor lawfully consents to care (e.g., psychotherapy age 12 or above, certain reproductive health, sexually transmitted Infection (STI) services, financial independence scenarios), parental access may be limited by HIPAA and Colorado law. Providers may use professional judgment to withhold access if not in the minor’s best interest.

During the first 50 years after death, access typically belongs to the decedent’s personal representative under state probate law. UCHealth may share limited information with individuals involved in the decedent’s care unless inconsistent with the decedent’s prior expressed wishes. Documentation of authority may be required.

Salud mental

• Psychotherapy notes are not included in standard medical record access.
• Minors 12 and older may consent to outpatient psychotherapy, with limited parental notification requirements.

Substance use disorder (SUD)

• Records from federally assisted SUD programs are protected under 42 CFR Part 2, which means they cannot be released without specific written consent from the patient.

HIV and STI services

• Colorado law protects the confidentiality of HIV/STI information.
• Minors may consent to testing and treatment without parental involvement.

Reproductive health

• Minors may consent to contraception and certain related services.
• Parental notice rules may apply for abortion services depending on state law.

Pruebas genéticas

• Genetic testing information may be subject to additional privacy protections, depending on federal and state law as well as payer (insurance) policies.

UCHealth’s enterprise electronic health record (EHR) allows HIM to access information from across UCHealth facilities. However, we only release records from the specific UCHealth locations you list on your authorization form. If you want records from more than one UCHealth site, please be sure to include each facility on your request.

If external (non‑UCHealth) records appear in your chart, UCHealth does not redisclose them—please request those directly from the originating facility.

Use the CIIS Public Portal to view/print your Colorado immunization record or request a copy via CDPHE. You may also see immunizations in My Health Connection.

HIM Call Center hours: Monday–Friday, 9 a.m.–12 p.m. and 1–4 p.m. For region‑specific questions, see phone numbers below or email [email protected]. Third‑party request status: contact MRO (610.994.7500).

Área metropolitana de Denver 720.848.1031
Pico Longs 720.718.1560
Norte de Colorado 970.624.1350
Sur de Colorado 719.365.5277
Valle de Yampa 970.871.2387

Yes. You can mail or drop off at the HIM departments listed below. Note: UCHealth Poudre Valley Hospital and UCHealth Yampa Valley Medical Center have limited walk‑in hours. Please call first.

This FAQ is for general information and does not constitute legal advice. For questions about a specific situation, contact UCHealth HIM or your provider.

Authorizations must include an expiration date or event (e.g., “one year from signature” or “end of appeal”). Authorizations that do not list an expiration date or event will be accepted for up to one year from the signature date. You may revoke your authorization in writing at any time; revocation is not retroactive for actions already taken in reliance on it. Some authorizations tied to insurance may have additional limitations under applicable law.