Patient Information Regarding Medical Records

Patents often have questions about their medical records or records of immediate family members. We would like to answer those questions most frequently asked. The Sterling Rock Falls Clinic is very protective of their medical records, and we have policies regarding them.

If you have any questions concerning medical records or clinic policy regarding those records, please feel free to call our patient representatives at 625-4790. If you have any questions concerning the release of x-rays, please feel free to contact our x-ray department.

1) To whom do my medical records belong?
Medical records in a clinic setting such as ours are the property of the Clinic. They do not belong to the patient; however, copies are available to you.

2) Do all doctors at the clinic use the same record?
Yes, all of the doctors at our Sterling facility use the same chart. Each satellite office has their own records kept at that office.

3) If my doctor is sending me somewhere else for a consultation, will my records be sent?
Copies of pertinent records or a letter will be sent if time permits. You may be asked to hand carry reports if your doctor feels they might not reach the consultant in time through the mail.

4) I'm moving out of town. Can I take my records with me?
We will send a copy of your records directly to the new doctor after we have received a properly signed authorization.

5) What about releasing my hospital records?
Although our physicians have privileges at various medical centers, they are separate institutions and will release their own medical records upon receipt of a valid authorization. We will re-disclose secondary records (your records from other facilities) to you, but we are not responsible for the content, completeness or accuracy of these records.

6) How long will it take to get my records sent?
We try to get routine requests out in 7-10 working days from the date we receive the authorization.

7) What is an authorization?
To protect your records from being sent somewhere without your knowledge, we will not release any records without a property signed Authorization to Release Medical Information form.

8) Who can sign this authorization?
It must be signed by the person whose records are being sent. In the case of a minor child or incompetent adult, the release must be signed by a parent, legal guardian, or the person with Power of Attorney.

9) Is there a charge for this?
The Clinic does charge a copying fee for transferring records to another physician. However, there is no copying charge for records being sent because of a referral.

10) Can I read my chart?
Clinic policy permits you to read your chart, or that of a minor child of whom you have legal custody, in the presence of a physician or Clinic Administration.

11) What about my X-rays?
X-rays are considered part of a patient's medical record. The originals are the property of the Clinic and cannot be released with the exception of mammography files.

If one of the Clinic physicians refers you to another physician or institution, we will be glad to make copies of your films at no charge to you. However, if you request to have your x-rays released for any other reason, there may be a charge to cover the expense of copying the films.